PRIVACY NOTICE AND ACKNOWLEDGEMENT
Data Controller
Pursuant to Regulation (EU) 2016/679 (“GDPR”) and applicable Italian data protection legislation, including Legislative Decree No. 196 of 30 June 2003, as subsequently amended by Legislative Decree No. 101 of 10 August 2018, the Data Controller is:
Symposia S.r.l.
Via Giuseppe Avezzana 8
00195 Rome, Italy
Fiscal Code: 08521040587
VAT No.: 02078261001
E-mail: info@grupposymposia.it
Purposes and Legal Bases of Processing
The personal data provided through this registration form will be processed for purposes connected with the organisation and management of the Event (“Event”), including:
- registration and accreditation;
- communications with participants;
- administrative and accounting activities;
- organisational and logistical management;
- attendance management;
- provision of services requested by participants;
- compliance with applicable legal obligations; and
- other activities necessary for the proper organisation and operation of the Event.
Depending on the specific processing activity, personal data may be processed:
- where necessary for the performance of a contract or in order to take steps at the participant’s request prior to entering into a contract, pursuant to Article 6(1)(b) GDPR;
- where necessary for compliance with a legal obligation, pursuant to Article 6(1)(c) GDPR;
- where applicable, on the basis of the legitimate interests pursued by the Data Controller pursuant to Article 6(1)(f) GDPR, provided that such interests are not overridden by the interests or fundamental rights and freedoms of the data subject; or
- on the basis of the participant’s consent pursuant to Article 6(1)(a) GDPR, where consent is specifically required.
The provision of personal data required for registration and participation in the Event is necessary to provide the relevant services. Failure to provide such data may make it impossible to complete the registration or provide the requested services.
Awards, Prizes and Travel Grants
Where the Event provides for awards, prizes, travel grants or similar benefits, personal data and application materials submitted by participants may be processed for the purposes of assessing eligibility, evaluating applications, selecting recipients, communicating results and administering the relevant award, prize or grant.
For these purposes, relevant data may be made available, where necessary, to members of scientific or evaluation committees, organising bodies, partner organisations, sponsors or other entities involved in the evaluation or administration process.
Depending on the actual allocation of responsibilities, such entities may act as independent data controllers, joint controllers pursuant to Article 26 GDPR, or processors acting on behalf of the Data Controller pursuant to Article 28 GDPR.
Processing Methods and Recipients
Personal data will be processed by authorised personnel using electronic and, where necessary, paper-based means, in accordance with the principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity and confidentiality laid down in Article 5 GDPR.
Appropriate technical and organisational measures will be adopted pursuant to Article 32 GDPR to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
Personal data may be made accessible, insofar as necessary for the purposes described above, to:
- employees and authorised collaborators of the Data Controller;
- public authorities where required by law;
- IT, registration and event-management service providers;
- administrative and accounting service providers;
- scientific and evaluation committees;
- audiovisual and technical service providers;
- Event venues and organisational partners; and
- other service providers involved in the organisation and delivery of the Event.
Where such service providers process personal data on behalf of the Data Controller, they will be appointed and instructed in accordance with Article 28 GDPR.
Symposia S.r.l. may use third-party platforms and software for the management of its services, including event-registration, abstract-submission, communication and administrative platforms. Further information on the platforms used by Symposia S.r.l. is available in its Privacy Policy.
Any transfer of personal data outside the European Economic Area will take place in accordance with Chapter V of the GDPR and subject to the safeguards required by applicable law.
Data Retention
Personal data will be retained for no longer than necessary to achieve the purposes for which they were collected, without prejudice to longer retention periods required by applicable law or necessary for the establishment, exercise or defence of legal claims.
Data Subject Rights
Pursuant to Articles 15–22 GDPR, where applicable, data subjects have the right to request:
- access to their personal data;
- rectification of inaccurate personal data and completion of incomplete data;
- erasure of personal data;
- restriction of processing;
- data portability; and
- to object to processing.
Where processing is based on consent, consent may be withdrawn at any time pursuant to Article 7(3) GDPR, without affecting the lawfulness of processing carried out before its withdrawal.
Data subjects also have the right to lodge a complaint with the competent supervisory authority pursuant to Article 77 GDPR. In Italy, the competent supervisory authority is the Garante per la protezione dei dati personali.
Requests concerning the exercise of data protection rights may be submitted to:
Symposia S.r.l.
Via Augusto Riboty 21, 00195 Rome, Italy
E-mail: info@grupposymposia.it
Further information concerning the processing of personal data is available in the Symposia S.r.l. Privacy Policy.
PHOTO AND VIDEO RELEASE AND CONSENT
During the Event, photographs and video recordings may be taken at the Event venue(s) for purposes connected with the documentation, communication and promotion of the Event and its related scientific, educational and institutional activities.
Pursuant to Articles 10 and 320 of the Italian Civil Code, where applicable, and Articles 96 and 97 of Italian Law No. 633 of 22 April 1941 on Copyright and Related Rights, I hereby authorise, free of charge, the taking and recording of my image and likeness during the Event and the reproduction, publication and dissemination of photographs and/or video recordings depicting me.
Such photographs and recordings may be used and published, in whole or in part, through:
- the Event’s website and other websites operated by the Event organisers;
- Symposia S.r.l.’s website;
- the Event’s and organisers’ social media channels;
- online and printed Event programmes;
- newsletters and reports;
- printed publications and promotional materials; and
- other communication channels directly related to the Event and its scientific, educational, institutional or promotional activities.
This authorisation is granted free of charge and does not entitle me to any remuneration or compensation in connection with the authorised uses.
My image and likeness shall not be used in a manner that may prejudice my honour, reputation or dignity or for purposes materially unrelated to those described above.
Processing of Personal Data
To the extent that photographs and video recordings make me identifiable, they constitute personal data within the meaning of the GDPR.
Where the processing and publication of such photographs and video recordings is based on my consent, the legal basis is Article 6(1)(a) GDPR.
Providing this consent is voluntary and refusal to provide it will not affect my ability to register for or participate in the Event, except where the taking of images is inherently necessary for a specific activity to which I have separately agreed.
I may withdraw my consent at any time pursuant to Article 7(3) GDPR by contacting:
Symposia S.r.l.
E-mail: info@grupposymposia.it
Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.
I understand that withdrawal may not result in the recall of printed materials already distributed or the removal of materials already lawfully published or otherwise made publicly available before the withdrawal request where such removal is impossible or would involve disproportionate effort, subject to applicable law.
Photographs and video recordings will be retained for no longer than necessary for the purposes described above, taking into account their documentary and archival function and applicable legal requirements.
Further information concerning the processing of my personal data and the exercise of my rights under Articles 15–22 GDPR is available in the Symposia S.r.l. Privacy Policy.