Italian Garante Compliance Guide

Conformo GDPR Compliance Platform
Version: 1.0
Effective Date: 25 October 2025
Review Date: 25 April 2026
Target Audience: Development Team, Product Team, Legal & Compliance

Executive Summary

This guide provides Conformo’s development and product teams with current Italian Data Protection Authority (Garante per la Protezione dei Dati Personali) requirements and interpretations as of October 2025. Given that Conformo is a GDPR compliance platform targeting Italian SMEs, adherence to Garante-specific guidelines is critical for both our platform compliance and customer trust.

Key Regulatory Landscape (October 2025):

New Code of Conduct for Management Software Developers (Official Gazette, 27 November 2024)
Italian AI Act (Law 132/2025) effective 10 October 2025
Pay or OK model consultation concluded (July 2025) with pending guidance
DeepSeek ban (January 2025) sets precedent for AI platform oversight
Double opt-in marketing consent requirements strengthened (June 2025)

1. Current Garante Requirements (October 2025)

1.1 Data Processing Fundamentals

Legal Bases (Article 6 GDPR):

Consent: Must be explicit, informed, specific, and withdrawable
Contract: Processing necessary for contract performance
Legal Obligation: Compliance with Italian/EU legal requirements
Vital Interests: Life-threatening emergency situations only
Public Task: Not applicable to private entities like Conformo
Legitimate Interest: Requires balancing test and Italian-specific considerations

Italian Garante Position on Legitimate Interest (Updated 2025):

Employer monitoring of employee digital communications requires strict limitations [32]
Marketing without consent increasingly requires legitimate interest assessment
Must conduct and document balancing test (interests vs. data subject rights)
Consider less intrusive alternatives before relying on legitimate interest

Standard GDPR Consent Requirements:

Freely given, specific, informed, unambiguous
Must be demonstrable and recorded
Easy to withdraw (as easy as giving consent)

Italian Garante Enhanced Requirements (2025):

Double Opt-In for Marketing (June 2025):

Following Noi Compriamo Auto S.r.l. decision (€45,000 fine)
IP addresses and server logs alone insufficient to prove valid consent
Double opt-in becoming de facto standard for marketing consent in Italy
Validation email confirmation required for marketing communications
Particularly strict for third-party data collection scenarios

Implementation for Conformo:

// Example: Marketing consent collection
const marketingConsent = {
  step1: 'User ticks marketing consent checkbox on registration',
  step2: 'System sends validation email to user',
  step3: 'User clicks confirmation link in email',
  step4: 'Marketing consent activated and recorded',
  proofOfConsent: {
    timestamp: '2025-10-25T10:30:00Z',
    ipAddress: '192.168.1.1', // Insufficient alone
    emailConfirmation: true, // Required for Italian compliance
    validationEmailSent: '2025-10-25T10:30:05Z',
    confirmationClicked: '2025-10-25T10:45:12Z'
  }
};

1.3 Data Breach Notification Requirements

Timeline: 72 hours to Garante (unchanged) Contact: Email: protocollo@gpdp.it or protocollo@pec.gpdp.it Form: Use online breach notification form at garanteprivacy.it

Italian-Specific Requirements:

Notification must be in Italian language
Include assessment of Italian data subjects affected
Specify if data stored outside EU/Italy (requires additional security measures)
Include measures taken to mitigate risks for Italian users

High-Risk Breach Categories (Garante Focus Areas 2025):

Personal health information exposed to AI systems [44]
Financial/payment data in fintech/payment services
Biometric data processing
Large-scale profiling operations
Cross-border data transfers to non-adequate countries

2. Code of Conduct for Management Software Developers

Status: Approved by Garante 14 October 2024, Official Gazette 27 November 2024
Applicability: Voluntary but becoming market standard
Relevance: High - Conformo is management software for GDPR compliance

2.1 Key Obligations Under the Code

Privacy by Design and Default (Articles 25 GDPR + Code):

Technical and organisational measures from software design phase
Data minimisation built into software architecture
Default settings favour data protection (opt-in, not opt-out)
Regular security reviews during development lifecycle

Documentation Requirements:

Maintain records of data processing activities implemented in software
Document privacy impact assessments for high-risk features
Provide customers with clear information on data flows
Create user guides for GDPR compliance features

Customer Support Obligations:

Assist customers in fulfilling their GDPR obligations
Provide features enabling data subject rights (access, deletion, portability)
Enable customers to conduct DPIAs when using high-risk features
Maintain audit trails for compliance verification

2.2 Technical Measures (Code Annex)

Required Security Measures:

Encryption at rest (AES-256) and in transit (TLS 1.3)
Access controls and authentication (multi-factor where appropriate)
Audit logging of all data processing activities
Regular security testing and vulnerability assessments
Incident response procedures and business continuity planning

Data Handling Features:

Data retention period configuration
Automated deletion capabilities
Data export functionality (machine-readable formats)
Consent management interfaces
Data subject request handling workflows

2.3 Competitive Advantage Through Adherence

Market Differentiation:

Quality standard expected by Italian market
Competitive advantage in public procurement
Enhanced customer trust and reduced liability exposure
Compliance insurance premium reductions potential

Implementation Checklist for Conformo:

Register adherence to Code with Assosoftware
Implement technical measures per Code Annex
Update privacy policy to reference Code compliance
Train development team on Code requirements
Establish monitoring procedures for ongoing compliance

3. Italian AI Act (Law 132/2025)

Status: Effective 10 October 2025
Scope: First national AI law in EU, complements EU AI Act
Relevance: Medium-High - Conformo may use AI for risk assessment, document generation

3.1 Core Principles (Article 3)

Human-Centred AI Requirements:

Human oversight and intervention capability required
Ultimate decision-making responsibility remains with humans
AI must enhance, not replace, human judgement
Transparency in AI system operation and decision-making

Data Protection Integration:

AI processing must comply with GDPR and Italian Privacy Code
Special protection for minors (under 14: parental consent, 14-18: simplified consent)
Prohibition on discriminatory AI applications
Gender equality and non-discrimination requirements

3.2 Sectoral Applications Relevant to Conformo

Healthcare AI (Article 8):

Data processing for AI model development recognised as public interest
Secondary use of health data permitted with safeguards
Prior notification to Garante required for certain health AI applications
Human oversight mandatory for AI-assisted medical decisions

Professional Services AI (Article 14):

AI tools may be used in legal, accounting, consulting services
Professional responsibility remains with human practitioner
Transparency requirements for AI-assisted professional advice
Client notification required when AI significantly influences recommendations

3.3 Upcoming Implementation Decrees (12-month timeline)

Expected Regulatory Clarifications (by October 2026):

Technical standards for AI system compliance
Sector-specific guidelines (legal, healthcare, finance)
Market surveillance authority powers and procedures
Penalty framework for non-compliance

Implications for Conformo:

AI-powered risk assessment tools must maintain human oversight
Document generation AI must be transparent to users
Customer notification required if AI significantly influences compliance recommendations
Audit trails required for AI-assisted decisions

4. Pay or OK Model Consultation Results

Status: Consultation concluded 4 July 2025, final guidance pending
Relevance: High - Affects cookie consent implementation for Conformo customers

4.1 Current Garante Position

Pay or OK Model Definition:

Websites requiring users to either pay subscription OR consent to tracking/profiling
Alternative: “Pay or Consent,” “Consent Paywall,” “Cookie Wall”
Access blocked if user chooses neither option

Compatibility Concerns:

Questions whether consent can be “freely given” under GDPR Article 7
Concerns about “informed” consent when users forced to choose
European Data Protection Board sceptical of model’s GDPR compliance

4.2 Pending Regulatory Guidance

Expected Outcomes (Q1 2026):

Stricter requirements for consent wall implementations
Mandatory “reject all” option with equivalent access
Enhanced information requirements before consent choice
Possible prohibition of bundled consent for multiple purposes

Implementation Guidance for Conformo Customers:

Avoid pure “Pay or OK” models
Implement granular consent options
Provide clear information about data processing consequences
Ensure consent withdrawal is simple and accessible
Consider privacy-friendly alternatives (first-party analytics, minimal tracking)

4.3 Current Best Practices

Compliant Cookie Consent Implementation:

// Example: Garante-compliant cookie banner
const cookieBanner = {
  language: 'italian', // Must be in Italian for Italian users
  options: {
    essential: { required: true, description: 'Cookies tecnici necessari' },
    analytics: { 
      required: false, 
      description: 'Analisi aggregata del traffico (anonimizzata)',
      thirdParty: false // Prefer first-party analytics
    },
    marketing: { 
      required: false, 
      description: 'Personalizzazione contenuti e pubblicità',
      doubleOptIn: true // Italian standard
    }
  },
  rejectAll: true, // Must be equally prominent
  acceptAll: false, // Should not be pre-selected
  withdrawal: 'Gestione preferenze sempre accessibile'
};

5. Data Subject Rights (Italian Specifics)

5.1 Response Timeframes

GDPR Standard: 1 month (extendable to 3 months)
Italian Practice: 30 calendar days preferred by Garante
Complex Requests: Must justify any extension to Italian data subjects

5.2 Identity Verification

Garante Requirements:

Reasonable measures to verify identity
Cannot require excessive documentation
Consider privacy impact of identity verification itself
Italian national ID (Carta d’Identità) or fiscal code (Codice Fiscale) typically sufficient

5.3 Right to Data Portability (Article 20)

Technical Requirements:

Machine-readable format (JSON, CSV, XML)
Common format enabling interoperability
Include metadata and processing context where relevant

Italian Implementation for Conformo:

{
  "dataPortabilityExport": {
    "format": "JSON",
    "language": "it-IT",
    "generated": "2025-10-25T10:30:00Z",
    "dataSubject": {
      "fiscalCode": "RSSMRA80A01H501Z",
      "email": "mario.rossi@example.it"
    },
    "processingCategories": [
      {
        "category": "Account Management",
        "lawfulBasis": "Contract (Art. 6(1)(b) GDPR)",
        "data": {
          "personalInfo": {...},
          "accountSettings": {...}
        }
      },
      {
        "category": "Marketing Communications", 
        "lawfulBasis": "Consent (Art. 6(1)(a) GDPR)",
        "consentProof": {
          "granted": "2025-01-15T14:30:00Z",
          "doubleOptIn": "2025-01-15T14:45:22Z",
          "method": "Email validation"
        },
        "data": {
          "preferences": {...},
          "communicationHistory": {...}
        }
      }
    ]
  }
}

6. DeepSeek Case Study (January 2025)

Case: Italian ban on DeepSeek AI platform
Relevance: Precedent for AI platform compliance requirements
Key Lessons: Compliance requirements for non-EU AI service providers

6.1 Violations Identified

Transparency Failures:

Privacy policy only in English (Italian users require Italian language)
Insufficient information about processing activities and legal basis
Evasive responses to Garante information requests

Security Concerns:

Personal data stored in China without adequate safeguards
No demonstration of Article 32 security measures
Lack of data transfer impact assessment

Governance Failures:

No EU representative appointed (Article 27 GDPR requirement)
No cooperation with supervisory authorities
Claimed non-applicability of GDPR despite serving Italian users

6.2 Enforcement Precedent

Immediate Restriction Powers:

Garante can ban services immediately under Article 58(2)(f)
No prior warning required for serious non-compliance
Processing limitation applies until compliance achieved

Jurisdictional Clarity:

GDPR applies if service is offered to Italian users
Company claims of “not operating in Italy” insufficient
Web-based access sufficient to establish jurisdiction

6.3 Lessons for Conformo

Preventive Measures:

Ensure Italian-language privacy notices
Implement robust security measures and document compliance
Establish clear cooperation procedures with Garante
Consider EU representative if expanding outside Italy initially

AI Integration Safeguards:

Due diligence on any third-party AI services
Data localization preferences for Italian customers
Transparent AI processing disclosures
Human oversight requirements for AI decisions

7. Employee Monitoring and Workplace Privacy

Recent Developments: Garante decision on email metadata (July 2025)
Relevance: Affects Conformo’s internal HR processes and customer guidance

7.1 Email Metadata Protection

Garante Precedent (€9,000 fine to AMAT):

Email metadata receives same protection as email content
21-day retention limit for employee email metadata
Longer retention requires trade union authorization
Profiling based on email patterns prohibited without consent

7.2 Employee Rights in Digital Workplace

Constitutional Protections:

Article 8 ECHR (private and family life) applies to workplace
Italian Constitution Article 15 (communication confidentiality)
Article 113 Italian Privacy Code integrates labour law protections

Practical Implications:

Employee communications on public platforms still protected
Disciplinary actions based on personal digital content restricted
Legitimate interest must be carefully balanced against employee privacy

7.3 Implementation for Conformo

Internal HR Policies:

Review email system configurations for metadata retention
Update employee privacy notices regarding digital monitoring
Establish clear boundaries between personal and professional digital activities
Consider trade union consultation for extended data retention

Customer Advisory Services:

Include employee privacy guidance in compliance assessments
Template policies for customer HR departments
Training materials on digital workplace privacy rights

8. Sector-Specific Guidance

8.1 Healthcare Data Processing

Recent Garante Position (July 2025):

Warning against using non-medical AI systems for health data interpretation
Qualified human oversight required for health AI systems
Medical device regulation compliance required for diagnostic AI
Clear consent required for health data used in AI training

Conformo Implementation:

Health data processing features require enhanced security
Medical sector customers need specialized compliance assessments
Integration with Italian health data governance requirements
Clear disclaimers if providing health sector compliance guidance

8.2 Financial Services

Enhanced Due Diligence:

Garante expects higher standards for financial data processing
Regular audits of third-party processors required
Cross-border data transfer assessments mandatory
Customer profiling algorithms subject to strict transparency requirements

8.3 Public Administration

Transparency Requirements:

Processing activities must be published and accessible
Enhanced data subject notification requirements
Mandatory DPIA for systematic monitoring activities
Public consultation for significant privacy-impacting changes

9. Imminent Regulatory Changes (3-12 Months Horizon)

9.1 AI Act Implementation Decrees (Due by October 2026)

Expected Developments:

Technical standards for AI system compliance testing
Market surveillance authority operational procedures
Sector-specific AI governance guidelines (legal, healthcare, finance)
Integration with existing GDPR compliance frameworks

Preparation Actions for Conformo:

Monitor publication of implementation decrees
Prepare AI compliance assessment tools for customers
Update risk assessment questionnaires to include AI considerations
Develop AI-specific privacy impact assessment templates

9.2 Pay or OK Final Guidance (Expected Q1 2026)

Anticipated Requirements:

Mandatory “reject all” option with equivalent site access
Prohibition of consent bundling for unrelated purposes
Enhanced information requirements for consent choices
Stricter requirements for consent management platforms

Conformo Platform Adaptations:

Update cookie consent banner recommendations for customers
Develop privacy-friendly analytics alternatives
Create compliance assessment questions for customer consent practices
Prepare migration guidance for customers using Pay or OK models

9.3 European Data Governance Act National Implementation

Timeline: National implementation measures expected early 2026 Impact Areas:

Data intermediation services regulation
Data sharing between public and private sectors
Data altruism organization recognition
Enhanced data portability requirements

9.4 ePrivacy Regulation (If Adopted)

Status: Still under negotiation at EU level Potential Impact:

Replacement of current e-Privacy Directive
Stricter cookie and electronic communications rules
Enhanced consent requirements for electronic marketing
Metadata protection enhancements

10. Implementation Checklist for Conformo Platform

10.1 Immediate Actions (October-December 2025)

Code of Conduct Compliance:

Review development processes against Code requirements
Implement technical security measures per Code Annex
Update privacy policy to reference Code adherence
Register with Assosoftware and monitoring body

Double Opt-In Marketing Consent:

Implement email validation for marketing consent collection
Update consent proof storage to include confirmation timestamps
Review third-party consent collection procedures
Train customer support on double opt-in requirements

Italian Language Compliance:

Translate all privacy notices and consent forms to Italian
Use correct Italian legal terminology for GDPR concepts
Implement Italian date/number formatting
Review AI-generated content for Italian language accuracy

10.2 Medium-Term Actions (Q1-Q2 2026)

AI Compliance Preparation:

Develop AI governance framework aligned with Italian AI Act
Create customer questionnaires for AI system assessment
Implement human oversight requirements for AI features
Establish AI transparency reporting mechanisms

Enhanced Customer Services:

Develop Garante-specific compliance assessment modules
Create Italian-focused DPIA templates
Implement automated double opt-in consent workflows
Build Pay or OK alternative recommendation engine

10.3 Ongoing Monitoring Requirements

Regulatory Updates:

Monthly monitoring of Garante website for new guidance
Quarterly review of enforcement actions and fines
Annual review of Code of Conduct monitoring body reports
Continuous tracking of AI Act implementation decrees

Customer Support:

Regular webinars on Italian privacy law developments
Updated compliance assessment questionnaires
Enhanced Italian-specific documentation and guides
Direct liaison with Italian privacy lawyers for complex cases

11. Key Contacts and Resources

11.1 Italian Data Protection Authority

Official Contact Information:

Address: Piazza Venezia, 11 - 00187 Roma
General Email: garante@gpdp.it
PEC (Certified Email): protocollo@pec.gpdp.it
Breach Notifications: protocollo@gpdp.it (subject: “Notifica violazione dati personali”)
Website: https://www.garanteprivacy.it

Key Officials (October 2025):

President: Pasquale Stanzione
Vice-President: Ginevra Cerrina Feroni
Members: Agostino Ghiglia, Guido Scorza

11.2 Code of Conduct Monitoring Body

Assosoftware Contact:

Website: https://www.assosoftware.it
Email: info@assosoftware.it
Code of Conduct Section: Codice di Condotta per il trattamento dei dati personali

11.3 Professional Resources

Italian Privacy Lawyers (Recommended):

Studio Legale ICTNA: Specialises in technology and data protection
BonelliErede: Leading data protection practice
Gianni & Origoni: Italian GDPR specialists

Industry Associations:

Federprivacy: Italian privacy professionals association
CLUSIT: Italian cybersecurity association
AIPSI: Italian information security professionals

11.4 Technical Resources

Official Guidelines:

Garante Guidelines on Cookies (January 2022)
Code of Conduct for Management Software (November 2024)
Italian AI Act Official Text (September 2025)
EDPB Guidelines (European Data Protection Board)

Monitoring Tools:

Garante RSS Feed: Real-time updates on decisions and guidance
Italian Official Gazette: Legislative updates and official publications
EDPB Newsletter: European-level privacy developments
Privacy Policy Automation: Italian legal terminology databases

12. Document Control and Review Process

12.1 Version Control

Version	Date	Author	Changes
1.0	25 Oct 2025	Conformo Product Team	Initial guide based on October 2025 regulatory landscape

12.2 Review Schedule

Quarterly Reviews: January, April, July, October

Check for new Garante decisions and guidance
Update enforcement statistics and fine information
Review implementation decree progress
Assess impact on Conformo platform features

Annual Reviews: October (anniversary of Italian AI Act)

Comprehensive review of all Italian privacy law developments
Stakeholder feedback integration
Training materials update
Customer communication strategy review

12.3 Change Management

Immediate Updates (Within 48 hours):

New Garante decisions affecting platform operations
Emergency regulatory changes or bans
Critical security requirements or breach notification procedures

Regular Updates (Within 30 days):

New guidance documents or official interpretations
Implementation decree publications
Significant enforcement actions with precedential value

Document Distribution:

Product Team (immediate notification)
Development Team (technical implementations required)
Legal Team (compliance assessment and risk evaluation)
Customer Success Team (customer communication and support)

Appendices

Appendix A: Italian Legal Terminology Reference

English Term	Italian Term	Context
Data Controller	Titolare del trattamento	Legal entity determining purposes and means
Data Processor	Responsabile del trattamento	Entity processing on behalf of controller
Data Subject	Interessato	Individual whose personal data is processed
Personal Data	Dati personali	Any information relating to identified person
Consent	Consenso	Freely given, specific, informed agreement
Lawful Basis	Base giuridica	Legal justification for processing
Data Processing	Trattamento dei dati	Any operation on personal data
Purpose Limitation	Limitazione della finalità	Processing only for specified purposes
Data Minimisation	Minimizzazione dei dati	Processing only necessary data
Storage Limitation	Limitazione della conservazione	Retention only as long as necessary

Appendix B: Sample Privacy Notice (Italian)

INFORMATIVA SUL TRATTAMENTO DEI DATI PERSONALI
(Artt. 13 e 14 del Regolamento UE 2016/679)

1. TITOLARE DEL TRATTAMENTO
Conformo S.r.l., con sede in [indirizzo], Codice Fiscale [CF], Partita IVA [P.IVA]
Email: privacy@conformo.ai - Telefono: [numero]

2. FINALITÀ E BASE GIURIDICA DEL TRATTAMENTO
I Suoi dati personali saranno trattati per le seguenti finalità:
- Gestione dell'account utente (Base giuridica: Art. 6(1)(b) GDPR - Contratto)
- Comunicazioni di marketing (Base giuridica: Art. 6(1)(a) GDPR - Consenso con doppio opt-in)
- Adempimenti di legge (Base giuridica: Art. 6(1)(c) GDPR - Obbligo legale)

3. CATEGORIE DI DATI TRATTATI
- Dati identificativi (nome, cognome, email, telefono)
- Dati dell'azienda (ragione sociale, P.IVA, settore)
- Dati di utilizzo della piattaforma (log di accesso, preferenze)

4. PERIODO DI CONSERVAZIONE
- Dati contrattuali: 10 anni dalla cessazione del rapporto
- Dati di marketing: fino a revoca del consenso
- Log di sistema: 12 mesi per finalità di sicurezza

5. DIRITTI DELL'INTERESSATO
Ha il diritto di richiedere l'accesso, la rettifica, la cancellazione, la limitazione del trattamento, 
la portabilità dei dati e di opporsi al trattamento. Per il marketing, può revocare il consenso 
in qualsiasi momento.

6. MODALITÀ DI ESERCIZIO DEI DIRITTI
Può esercitare i Suoi diritti scrivendo a: privacy@conformo.ai
Tempo di risposta: 30 giorni dalla richiesta

7. TRASFERIMENTI DI DATI
I dati possono essere trasferiti a fornitori di servizi UE per finalità tecniche, 
sempre con adeguate garanzie di protezione.

8. RECLAMI
Può presentare reclamo al Garante per la Protezione dei Dati Personali:
protocollo@gpdp.it - Piazza Venezia 11, 00187 Roma

{
  "consentRecord": {
    "userId": "12345",
    "timestamp": "2025-10-25T10:30:00Z",
    "version": "1.0",
    "language": "it-IT",
    "ipAddress": "192.168.1.1",
    "userAgent": "Mozilla/5.0...",
    "purposes": {
      "marketing": {
        "granted": true,
        "method": "double-opt-in",
        "validationEmail": "mario.rossi@example.it",
        "validationSent": "2025-10-25T10:30:05Z",
        "confirmationClicked": "2025-10-25T10:45:22Z",
        "confirmationIP": "192.168.1.1"
      },
      "analytics": {
        "granted": false,
        "method": "explicit-rejection"
      }
    },
    "withdrawals": [],
    "modifications": []
  }
}

Appendix D: DPIA Template for Italian Context

VALUTAZIONE D'IMPATTO SULLA PROTEZIONE DEI DATI (DPIA)
Ai sensi dell'Art. 35 del Regolamento UE 2016/679

1. DESCRIZIONE DEL TRATTAMENTO
[Dettagliare il trattamento proposto]

2. VALUTAZIONE DELLA NECESSITÀ E PROPORZIONALITÀ
[Analizzare se il trattamento è necessario per il raggiungimento della finalità]

3. IDENTIFICAZIONE DEI RISCHI PER I DIRITTI E LE LIBERTÀ
[Elencare i potenziali rischi per gli interessati]

4. MISURE DI MITIGAZIONE
[Descrivere le misure tecniche e organizzative per ridurre i rischi]

5. CONSULTAZIONE DEGLI INTERESSATI
[Se applicabile, descrivere le consultazioni effettuate]

6. CONSULTAZIONE DEL GARANTE
[Se necessaria, procedura per la consultazione preventiva]

7. CONCLUSIONI E RACCOMANDAZIONI
[Valutazione finale e eventuali raccomandazioni]

Data: ___________
Responsabile della valutazione: ___________
Firma: ___________

End of Document

This guide serves as a comprehensive reference for Italian GDPR compliance requirements specific to Conformo’s operations. It should be used in conjunction with general GDPR compliance procedures and updated regularly to reflect the evolving Italian regulatory landscape.

For questions or clarifications, contact:

Technical Implementation: development@conformo.ai
Legal Compliance: legal@conformo.ai
Customer Support: support@conformo.ai