Villa alle Monache GmbH (head office: Castagneto Carducci, Donoratico (LI), via Aurelia 2/E), owner and sole administrator of Tuscany Forever Residence (including Podere Berti and Podere Acquaviva), provides this policy in accordance with EU Regulation 2016/679 (GDPR), in force since 24 May 2018.

What we collect and why

We collect personal data only to the extent necessary for our business and to meet Italian legal requirements. Customer data is recorded to fulfil the rental contract and the Italian tourist-registration obligation; supplier and subcontractor data is recorded to execute our business relationship; data is also used for statistics.

Customer data: name and surname, date of birth, sex, country, ID/passport number and date of issue, e-mail, home address, telephone number.
Supplier/subcontractor data: name or company name, address, internet domain, bank account, e-mail, telephone number.

How your data is stored

Data is processed to a high standard of protection, transparency and control, and is not transferred to any country outside the EU. It may be recorded in rental contracts (paper and electronic), the Bookalet booking system, arrival registration forms, spreadsheets, our CRM, payment confirmations and invoices. Paper documents are kept in the locked Villa alle Monache office in Saline di Volterra; electronic data is kept on company computers or a secure cloud with access limited to authorised users.

Supplier/subcontractor data is kept for the duration of the cooperation and at least 5 years. Customer data on paper is kept for 5 years; electronic customer data is kept for an undefined period.

Who we share data with

Customer data is transmitted to the Italian police system (tourist registration) and to the local administration (Comune di Volterra and, for paper records, Livorno) for the tourist tax. Authorised staff and service providers may access data to deliver booking, operations or financial services — including our accounting office (Studio Contabile, Cecina). Data may be transferred to an IT provider (E-Marka, Kraków, Poland) for technical purposes only, under a declaration that all data is destroyed immediately after the service is completed.

Your rights

You have the right to review your personal data and to request its modification (within limits that allow our business and legal obligations to be met). Requests must be made in writing by e-mail or letter to the Villa alle Monache head office. You also have the right to lodge a complaint with the competent national supervisory authority (in Italy: the Garante per la protezione dei dati personali), in accordance with the GDPR.

If necessary personal data is not provided, we may be unable to deliver a service or complete a contract. We do not use personal data for marketing without your permission; your permission or direct enquiry allows us to present a marketing offer.

Villa alle Monache GmbH, via Aurelia 2/E, 57022 Castagneto Carducci, Donoratico (LI), Italy — owner and administrator of Tuscany Forever Residence (including Podere Berti and Podere Acquaviva). P.IVA 01604780492.
Email: booking@tuscanyforever.it · Tel: +39 334 634 27 12 / +39 366 978 95 07.