Privacy notice
INFORMATION ON THE PROCESSING OF PERSONAL DATA FOR EVENTS ORGANIZED BY THE INFN
1. WHY THIS INFORMATION
Pursuant to the EU Regulation 2016/679 (Regulation in the following) and to the Legislative Decree of 30 June 2003, no. 196 and subsequent modifications, this information sheet describes the modalities of processing of personal data conferred by the subjects interested in partici- pating in popular, cultural or training events of the National Institute of Nuclear Physics (INFN).
During the events photographic, audio and video recordings may be taken.
For any information on the events and the content of this information sheet, please contact the organizer, as indicated in the poster or invitation.
2. SUBJECTS OF THE PROCESSING
The Data Controller is Istituto Nazionale di Fisica Nucleare (INFN) Via E. Fermi n. 54, Frascati (Rome), e-mail: presidenza@presid.infn.it, PEC: amm.ne.centrale@pec.infn.it.
The Data Protection Officer e-mail is dpo@infn.it.
3. PURPOSE OF DATA PROCESSING
Your personal data is processed for the following purposes:
a) to manage your registration, provide you with event information, and facilitate your participation in the event;
b) to produce, reproduce, process and adapt, publish, broadcast, distribute, communicate, disseminate and archive audio-visual footage/recordings, photographs and any other multimedia and printed material;
4. LEGAL BASES FOR DATA PROCESSING
We process your personal data on the following bases:
• purposes in Article 3 a):
o in the interest of INFN in the dissemination of its research and scientific activi- ties,
o to ensure the fulfillment of obligations required by law, regulation, EU legislation or an order of the Authority;
o failure to provide the data, or their incomplete or incorrect provision will not allow your participation to the event;
• purposes in Article 3 b):
o on your consent, without it the activities will not be possible.
5.TYPES OF DATA PROCESSED
We collect the following personal data about you in connection with the event:
• Article 3 a): your name, email address, affiliation, scientific interests and any other information you provide when registering for the event
• Article 3 b): special data such as mobility difficulties, food intolerance, allergy, food prescriptions.
6.DATA RETENTION
The data collected for the purposes of Article 3 a) will be kept for the time necessary for the organization and management of the event and in any case more than six months after its conclusion. After this date, it might be stored in anonymous form for historical and statistical purposes.
The data collected for the purposes in Article 3 b) will be deleted immediately after the end of the event.
7. METHODS OF DATA PROCESSING
INFN processes personal data on paper or by electronic or automated means, in accordance with the principles set out in art. 5 of the Regulation, using security measures to ensure the protection of their confidentiality and to avoid the risks of loss, destruction, unauthorized ac- cess, unauthorized processing or processing that does not comply with the purposes set out above.
The data will be processed by authorized INFN staff or collaborators, for the sole purposes described and in compliance with the INFN data processing regulations.
INFN does not adopt automated decision-making processes, nor does it perform profiling ac- tivities using the personal data collected.
8. COMMUNICATION OF PERSONAL DATA
Your personal data may be communicated to
• collaborators, professionals, consultants and companies, who provide support activi- ties or auxiliary services for the realization and management of the event;
• bodies, administrations or authorities, health, insurance and public safety, in obedience of legal or contractual obligations.
With the exception of the above-mentioned cases, your data will not be disclosed to third parties, except when required by the law.
The data collected from the answers to the questionnaires shall be disclosed only in anonymous form.
9. DIFFUSION
During the event, audio, photographic and video recordings may be taken, to be published, even in partial or modified or adapted form, in the photo gallery dedicated to the event or to similar activities of the INFN, as well as on web pages, social media (e.g. Facebook, X, Instagram and YouTube), in print and in any other means of dissemination.
If you are unambiguously identifiable in the photos, audio and video, INFN shall acquire your consent for the rights, free of charge, on a non-exclusive basis and without territorial and temporal limits, to use your images, voice, names and statements, according to the Articles 12 to 19 of Law no. 633 of 22 April 1941, including, but not limited, to those of
• recording images, voices, names and statements by radio, television, film and photo-graphic means;
• reproducing, transcribing, modifying, processing, editing, transforming, adapting, reducing, etc., where necessary, for any future works on any known and future technical and multimedia support;
• sharing, disseminating, communicating and distributing to the public, including projection, transmission and dissemination also through the press, television, websites, social profiles used for the event or for similar activities of the Institute, even in a summarized or reduced version, by any technical means, as well as on any platform, channels and means of communication, including atypical ones, that INFN will deem most suitable for an unlimited time; in any format or adaptation, even in combination with images of other participants in the initiatives and also by
means of any Third Parties appointed by INFN;
• printing and publishing in magazines, books, brochures by any means, medium and/or process,
whether already invented or to be invented in the future;
• keeping in its archives, including digital ones, and displaying the images and statements at exhibitions, debates, conferences and in promotional material of the Institute.
In any case, any use of the material that may harm your honor, reputation or decorum is excluded.
10. TRANSFER OF PERSONAL DATA TO NON-EU COUNTRIES
Your personal data shall not be transferred to third countries or international organizations.
11. YOUR RIGHTS
You, either directly or through a representative, have the following data protection rights:
• right of access: you have the right to access your personal data and to obtain information about how it is being processed;
• right to rectification: you have the right to have your inaccurate personal data
rectified;
• right to erasure: you have the right to have your personal data erased in certain circumstances.
• right to restrict processing: you have the right to restrict the processing of your personal data in certain circumstances.
• right to data portability: you have the right to receive your personal data in a structured, commonly used, and machine-readable format and to have it transferred to another controller in certain circumstances.
• right to object: you have the right to object to the processing of your personal data in certain circumstances.
To exercise your data protection rights send an e-mail to the Data Controller's contact point.
Furthermore, if you believe that your personal data are being processed in breach of the Regulation, you can lodge a complaint with the Italian Supervisory Authority (https://www.garanteprivacy.it) or bring an action before the Judicial Authority.
