Under Article 13 of Regulation (EU) 2016/679, we inform you that personal data acquired is processed, including electronically, by Politecnico di Milano – Public Engagement and Communication Area, to participate in in-person, online or mixed events and send communications on Politecnico future events, initiatives and activities.

Identity Data Controller and Contact Point
The Data controller of Politecnico di Milano is the General Manager upon authorization of the pro-tempore Rector – contact: dirgen@polimi.it

Responsible for data protection and contact points
Dr. Vincenzo Del Core – Phone: +39 0223999378 – e.mail: privacy@polimi.it .

Internal data processor
Dr. Chiara Bianca Pesenti – e.mail: chiara.pesenti@polimi.it.
The personal data will be processed by other authorised parties who will receive instructions for that purpose under current legislation.

Personal information acquired
Personal data collected is related to: identification, contact and personal data (name and surname, date of birth, email address, profession, institution, mobile phone number, and identification document). Data is provided directly by the data subject.

Purposes of data processing

The Personal data processing purpose is for event participation and documentation. The data provided will be used solely for the purpose of organising, managing and documenting the event, including images and videos, and for Politecnico communications on future events, initiatives and activities.

In the following tables for the three event types: in-person, online and mixed, the legal basis, categories of personal data, and storage period are specified for the purposes identified above.

IN-PRESENCE EVENTS where you actively participate by going to the event venue:

Personal data processing purposes Processing legal basis Personal data categories Personal data storage period Categories of Recipients
Purpose 1: Event participation.

The data provided will be processed

for the purpose of organising, managing and documenting the event (including videos, audio recordings and images).

Public interest for institutional purposes (art. 6, paragraph 1, letter e) of the EU Regulation). Identification and personal data For a period strictly necessary to achieve the purposes for which data is processed. For the above purposes, the data may be transmitted to companies or persons that provide internal and external services, on behalf of the Controller for event implementation, promotion and communication and other institutions which will host it.

The data may be communicated to the partners who contribute to the event organisation and to promoting bodies, including in their capacity as sponsors, and photographs and audio-video recordings may be published on institutional websites, in brochures and publications in printed and electronic format, and in physical and electronic magazines and other multimedia material.

The data that you provide will be entered into the institutional mailing list platform to send the university newsletter.

Purpose 2:

Sending communications on Politecnico future events, initiatives and activities, including those in partnership with other bodies, by sending emails and newsletters, for university institutional purposes.

Consent Personal, identification and contact data For a period strictly necessary to achieve the purposes for which data is processed.

ONLINE EVENTS where you participate via a web-based platform which is accessed through a link:

Personal data processing purposes Processing legal basis Personal data categories Personal data storage period Categories of Recipients
Purpose 1: Event registration and to receive the videoconference link. Consent Personal and contact details (email) For a period strictly necessary to achieve the purposes for which data is processed. For the above purposes, the data may be transmitted to companies or persons that provide internal and external services, on behalf of the Controller for event implementation, promotion and communication and other institutions which will host it.

The data may be communicated to the partners who contribute to the event organisation and to promoting bodies, including in their capacity as sponsors, and photographs and audio-video recordings may be published on institutional websites, in brochures and publications in printed and electronic format, and in physical and electronic magazines and other multimedia material.

The data that you provide will be entered into the institutional mailing list platform to send the university newsletter.

Purpose 2: Live audio video recording for video conference broadcasting Consent Images and voice For a period strictly necessary to achieve the purposes for which data is processed.
Purpose 3: Event registration for dissemination through the official Politecnico di Milano communication channels to allow event participation even if it is not live. Consent Images and voice For a period strictly necessary to achieve the purposes for which data is processed.
Purpose 4: Event registration to receive University institutional promotions Consent Images and voice For a period strictly necessary to achieve the purposes for which data is processed.
Purpose 5: Storage and archiving. Consent Video recording For a period strictly necessary to achieve the purposes for which data is processed.

MIXED EVENTS for which it is possible to choose the participation method, either in-person by going to the event venue or by connecting via a link to the platform where the event is broadcast:

Personal data processing purposes Processing legal basis Personal data categories Personal data storage period Categories of Recipients
Purpose 1 for in-person participation: Event participation.

The data provided will be processed

for the purpose of organising, managing and documenting the event (including videos, audio recordings and images).

Identification and personal data For the above purposes, the data may be transmitted to companies or persons that provide internal and external services, on behalf of the Controller for event implementation, promotion and communication and other institutions which will host it.

The data may be communicated to the partners who contribute to the event organisation and to promoting bodies, including in their capacity as sponsors, and photographs and audio-video recordings may be published on institutional websites, in brochures and publications in printed and electronic format, and in physical and electronic magazines and other multimedia material.

The data that you provide will be entered into the institutional mailing list platform to send the university newsletter.

Purpose 1 for online participation: Event registration and to receive the videoconference link.

 

Consent Personal and contact details (email) For a period strictly necessary to achieve the purposes for which data is processed.
Purpose 2: Live audio video recording for video conference broadcasting Consent Images and voice For a period strictly necessary to achieve the purposes for which data is processed.
Purpose 3: Event registration for dissemination through the official Politecnico di Milano communication channels to allow event participation even if it is not live. Consent Images and voice For a period strictly necessary to achieve the purposes for which data is processed.
Purpose 4: Event registration to receive University institutional promotions Consent Images and voice For a period strictly necessary to achieve the purposes for which data is processed.
Purpose 5: Storage and archiving. Consent Video recording For a period strictly necessary to achieve the purposes for which data is processed.

If the event is held in online or mixed mode, Zoom, Microsoft Teams, Webex and Streamyard platforms may be used, where those interested in the event will be invited to participate. The event will be streamed live on the University’s web and social channels, and audio and video recordings will be made.

Please note that Politecnico di Milano events may be subject to audio-video filming and recording.

Data processed, including images, audio/video footage and recordings (hereafter, “Images”) which are made during the event (even in partial or modified or adapted form) will be processed in compliance with GDPR. The data will be processed electronically by appointed persons for the Politecnico di Milano dissemination and communication activities. The images collected will be stored, physically or electronically and on any technological systems for the purposes and within the limits defined above, and may be disseminated under Law no. 150/2000 on institutional websites and via social media networks (for example, Facebook, Twitter, YouTube).

Using the images does not give any entitlement to payment.

Politecnico di Milano has the right to access or disclose the user’s images without obtaining any consent, under Art. 97 of Italian Law no. 633/1941. This authorisation implies the granting of a non-exclusive licence, without time or geographical limits, transferable to third parties, for the use of the Materials, and includes the rights referred to in Articles 12 to 19 of Italian Law 22 April 1941 no. 633, including but not limited to: right of publication; right of reproduction in any way or form; right of transcription, editing, adaptation, processing and reduction; right of communication and distribution to the public, including projection, transmission and broadcasting rights even in summary or reduced version, using any technical means, right to keep a copy of the Materials, even electronically and on any known or future technological system for the purposes and within the limits defined above.
Under the above article and art. 10 of the Italian Civil Code, any use of the images that may cause prejudice to the honour, reputation or decorum of the person portrayed, taken or recorded, is excluded.

Nature of data

Providing data is optional.

However, refusal to provide personal data may make it impossible to register and participate in the event. Refusal to provide data for communications will result in the data subject being unable to receive them (e.g. by making it impossible to inform and involve the data subject). If you do not wish to be the subject of audio-visual filming or dissemination of images, you must not participate in the event.

The processing legal basis is the data subject consent. This consent is given for public events organised by the University through the data subject’s voluntary action in going to places (e.g. conference rooms, event spaces, etc.) where a photographic or video service is carried out.

These places will be clearly identified by means of a specific sign.

Transferring data to non-EU countries

The personal data will not be transferred to countries outside the EU.

Data subject rights

The data subject may exercise the rights envisaged by EU Regulation indicated below for personal data under this privacy policy:

  • * Right of access by the data subject [art. 15 of EU Regulation] (the possibility of being informed of processing carried out on Personal Data and receive a copy);
  • * Right to rectify personal data [Art. 16 of the EU Regulation] (the data subject has the right to rectify inaccurate personal data);
  • * Right to erasure of personal data without undue delay (“right to be forgotten”) [Art. 17 of the EU Regulation] (the data subject has the right to the erasure of personal data);
    * Right to restriction of processing of personal data in the cases envisaged by Art. 18 of the EU Regulation, including cases of unlawful processing or where the accuracy of the personal data is contested by the data subject [Art. 18 of the EU Regulation];
  • * Data portability right [art. 20 of the EU Regulation] (the data subject may request their personal data in a structured format so they can transmit it to another Data Controller, in the cases provided for in the same article);
  • * Right to object to the processing of personal data [Art. 21 of EU Regulation] (the data subject has, and will have, the right to object to the processing of their personal data);
  • * Right not to be subject to a decision based solely on automated processing [Art. 22 of EU Regulation] (the data subject has, and will have, the right not to be subject to a decision based solely on automated processing).

Further information on data subject rights may be obtained on the website www.garanteprivacy.it.

Politecnico di Milano, under Art. 19 of EU Regulation, informs recipients to whom the personal data has been communicated of any requested rectifications, erasures, or restrictions of the processing, if this is possible.

The data subject has the right to withdraw, at any time, the consent to processing of identification and personal data by sending an email to: privacy@polimi.it.
Under art. 7 of the EU Regulation, consent withdrawal shall not undermine the legitimacy of data processing operations already carried out based on consent given before withdrawal.

Right to lodge a complaint
If the data subject believes that their rights have been compromised, they have the right to lodge a complaint with the Data Protection Supervisory Authority, by following the instructions indicated by that Authority at the following internet address www.garanteprivacy.it/web/guest/home/docweb/-/docweb-display/docweb/4535524.

Possible consequences of failure to provide data
Consent to the data processing for the purposes specified above is free and optional. Refusal means that you cannot take part in the event.

Processing methods

The personal data will be processed in paper, computerised and electronic format and inserted into the relevant databases. These may be accessed and known by those expressly designated by the Controller as Internal Data Processors, who may consult, use, process, compare, and take any other appropriate action, even automated, under legal provisions required to guarantee data confidentiality, security, accuracy, currentness and relevance for the purposes declared.

If web platforms are used to broadcast the event, please refer to the relevant privacy policies:

Zoom privacy policy

Microsoft Teams privacy policy

Webex privacy policy

Streamyard privacy policy

Personal data will be processed electronically by staff duly authorised to manage the platforms.

Amendments and updates

This privacy policy is valid as of the date specified in the header. Politecnico di Milano – Public Engagement and Communication Area may make changes or additions to this policy if there are legal changes or additions. The data subject may view the constantly updated policy text on the website www.eventi.polimi.it/privacy

Last update:  January 26, 2022

 

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