INFORMATION ON THE PROCESSING OF PERSONAL DATA
Pursuant to Art. 13 of EU Regulation No. 679/2016 (“GDPR”)
Associazione Italiana di Studi Bizantini, with headquarters in Venice, Santa Croce 468B, 30135 (hereinafter also referred to as the AISB or as “Data Controller”), as Data Controller of personal data, pays the utmost attention to the security and confidentiality of personal data in carrying out its work.
As Data Controller, AISB is required to provide you with the following information.
WHICH PERSONAL DATA CONCERNING YOU MAY BE COLLECTED
To take part in the 24th International Congress of Byzantine Studies from August 22nd, 2022 to August 27th, 2022 at Venice and Padua (referred to herein as the “Congress”), AISB may collect the following categories of personal data belonging to you as a participant, lecturer or accompanying person at the Congress:
– Personal and contact data – information about your name, phone number, email address, permanent address – Billing information – billing information such as current account, credit cards, IBAN code and other payment methods, VAT, fiscal code etc.
– Image/Voice – information about your image and voice collected through audiovisual recording devices.
AISB may also collect and process special categories of personal data (herein “Health Data“) and, in particular, information relating to your health, such as disabilities, intolerances and allergies, particular dietary requirements. Your personal data and health data are jointly referred to as “Data“.
HOW WE COLLECT YOUR PERSONAL DATA
AISB collects and processes your personal data by virtue of the Relationship with you.
AISB asks for your cooperation in helping us keep your personal data up-to-date by informing us of any changes.
FOR WHAT PURPOSES YOUR PERSONAL DATA MAY BE USED, AND ON WHAT LEGAL BASIS AISB may process your personal data for one or more of the following purposes according to the legal basis indicated from time to time.
- a) Management of registration and participation in the Congress
AISB process your Data (with the exception of Health Data and Image/Voice) to proceed, organise and manage your registration and participation in the Congress, as well as to perform the instrumental and consequent activities. Basis for processing: performance of contractual/pre-contractual obligations.
The provision of data is essential to manage your registration and participation in the Congress; without, we will be unable to allow you to register and participate in the Congress.
To manage your registration and participation in the Congress, where necessary, AISB may also process health-related data to better meet your health needs in organising and managing your participation in the Congress and in performing of particular instrumental and consequent activities. The processing requires your consent in accordance with Article 9(2)(a) of the GDPR.
- b) Publication and diffusion of images for promotional purposes
AISB may process your personal data and, specifically, your Image/Voice as per Low. 633/41 to create audio/video material of the Congress for promotional purposes of AISB, or for publication on the Congress’ website (https://byzcongress2022.org/) and/or AISB’s website (http://www.studibizantini.it/), for the publication on social media platforms of the Congress and/or of AISB (Facebook, Instagram, Youtube, etc.), and/or for the publication in documents, brochures and pamphlets intended for distribution outside AISB for purposes of institutional representation
in magazines and/or any type of digital and/or paper support, as per the authorisation signed by you. This processing will be carried out free of charge, with your waiver of all claims against AISB.
Basis for processing: consent
The providing of Image/Voice is optional and not providing data does not affect contractual relationships. Any consent given will relate exclusively to the filming carried out during the Conference.
- c) safeguarding of rights in judicial, administrative or extra-judicial proceedings, and in disputes arising in connection with the services offered
AISB may process your personal data to safeguard its rights, to act or even to make claims against you or third parties. Basis for processing: the legitimate interest of AISB in protecting its rights.
The provision of Personal Data for this purpose is mandatory as AISB would otherwise be unable to protect its rights.
- d) Purposes connected with the obligations provided for by laws, regulations or EU legislation, by provisions/requests by authorities empowered to do so by law and/or by supervisory and control bodies AISB may process your personal data to fulfil its obligations.
Basis for processing: the fulfilment of a legal obligation.
The provision of personal data is mandatory otherwise AISB will not be able to fulfil a legal obligation.
HOW WE ENSURE YOUR PERSONAL DATA IS KEPT SECURE
AISB uses appropriate security measures to improve the protection, security, integrity and accessibility of your personal data.
All your personal data is stored on our secure servers (or suitably archived paper copies) or those of our suppliers, and are accessible and usable in accordance with our security standards and policies (or equivalent standards for our suppliers).
THE LENGTH OF TIME WE KEEP YOUR DATA
We retains your Personal Data only for the time necessary to achieve the purposes for which they were collected, or for any other legitimate related purpose. In particular, your Data (with the exception of Image/Voice) will be kept for the entire duration of the Congress and in any case for no longer than 10 years after its conclusion. Your Image/Voice will be kept for the entire duration of the Congress and subsequently for 5 years, unless you revoke your consent.
We restrict access to your Personal Data to only those who need to use the data for relevant purposes. Your Personal Data that are no longer needed, or for which there is no longer a legal basis for their storage, will be irreversibly made anonymous (and thus can be stored) or destroyed in a secure manner.
WITH WHOM WE MAY SHARE YOUR PERSONAL DATA
Your personal data may be accessed by duly-authorised employees, by external suppliers who are appointed, if necessary, to be data processors.
If you wish to ask to view the list of data controllers and other subjects to whom we disclose personal data, please contact us following the indications in the “CONTACTS ” paragraph.
YOUR DATA-PROTECTION RIGHTS, AND RIGHT TO LODGE COMPLAINTS WITH THE SUPERVISORY AUTHORITY
Under the terms of the GDPR, you have the right to ask AISB for:
- access to your personal data;
- a copy of the Data provided by you to AISB in a structured format that is commonly used and readable by automatic devices, and the transmission of such Data to another Data Controller (portability); c. the rectification of data in our possession;
- the cancellation of any data for which AISB no longer has any legal basis for processing; e. revocation of your consent if processing depends on consent a limitation of processing. f. a limitation of processing.
Right of opposition: At any time, you may object, for reasons related to your particular situation, to AISB’s processing of your personal data in the pursuit of its legitimate interest.
The exercising of these rights is free of charge and not subject to formal constraints; however, it is subject to certain exceptions aimed at safeguarding the public interest (e.g. the prevention or identification of crimes) and our interests (e.g. maintaining professional secrecy). Should you exercise any of the above-mentioned rights, it will be our responsibility to verify that you are entitled to
exercise them and we will normally respond within one month.
The contact details of AISB, the Data Controller of your data (such contact details which you may also use to exercise your rights as described in the following paragraph) and of the Data Protection Officer (DPO), is as follows: firstname.lastname@example.org
Should you believe that the processing of your personal data violates the provisions of the GDPR, you have the right to submit a complaint to the data protection Guarantor using the references available on the website www.garanteprivacy.it, or to bring an action before the appropriate courts.
The Data Controller
President Associazione Italiana di Studi Bizantini