PRIVACY NOTICE PURSUANT TO ARTICLES 13 OF REGULATION (EU) 2016/67

Pursuant to EU Regulation 2016/679 and national regulations on the protection of personal data, Robert Hollman Foundation invites you (Data Subject) to carefully read this Privacy Notice which contains important information on the processing of your personal data.

Data Controller

FONDAZIONE ROBERT HOLLMAN, CF 84002280034 – Via Siena, 1 – 35143 Padova (Italy).

Personal data processed

The Personal Data relating to Data Subject are included in the following categories:

  • personal details (e.g. name, surname, place and date of birth);
  • contact data (e.g. e-mail address, telephone number, postal address);
  • bank data; payment and invoicing information;
  • data of a professional nature (e.g. hierarchical level, institution or university of belonging, type of relationship, profession);
  • any other information referring to personal accommodation needs (e.g. diet, allergies, needs for access to premises and mobility, need for third party companion).

Purposes and Legal basis for processing data

a) organization of participation and accomodation to the 10th ICEVI Europe Conference from 15 to 17 May 2025, with related obligations of a managerial – administrative and accounting/invoicing nature; fulfilment of legal obligations; purposes of company security to allow access to the premises; any defensive needs;

b) transmission of information, invitations, publications, announcements and newsletters regarding our Foundation’s activities.

Purposes and Legal basis for processing data

The legal basis of the processing is: for pupose a) the fulfilment of contractual obligations between the parties; related obligations of a legal nature; the legitimate interest of data controller (Art. 6(1)(f)), represented by security reasons; for purpose b) the consent of the data subject.

Data retention

Pursuant to Article 5, par. 1, lett. e) of EU Regulation No. 679/2016, in order to ensure correct and transparent processing, the data shall be kept for a period of time not exceeding that necessary for the purposes for which they were collected or subsequently processed and, in any case, for a period of time not exceeding the duration of the contract. After this period, the data will be deleted or made anonymous, unless their further retention is necessary to fulfil legal obligations or to comply with orders from public authorities, or to protect a legitimate interest of the Foundation (defensive needs). In the case of consent to the processing of contact data for the purpose to send you information, invitations, publications, announcements and newsletters regarding our Foundation’s activities, personal data shall be retained until the consent is revoked.

Data Subject Right

In relation to your personal data, you can exercise your rights as data subject under the GDPR, namely:

  • Right of access [article 15 of the GDPR];
  • Right to rectification [article 16 of the GDPR];
  • Right to erasure (‘right to be forgotten’) [article 17 of the GDPR];
  • Right to restriction of processing [article 18 of the GDPR];
  • Right to data portability [article 20 of the GDPR]; Right to object [article 21 of the GDPR].

You have the right to withdraw your consent at any time.

The rights set out above can be exercised in writing by sending an email to privacy@fondazioneroberthollman.it or writing to FONDAZIONE ROBERT HOLLMAN, Via Siena, 1 – 35143 Padova, Italy.

Pursuant to article 19 of the GDPR, we shall communicate any rectification or erasure of personal data or restriction of processing requested by you, the data subject, to each recipient to whom your personal data has been disclosed, unless this proves impossible. You as data subject have also the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali).

Necessary Data and Consent to data processing

For the purpose a) your data are necessary; otherwise, it is not possible for us to complete your registration for participation and accommodation for ICEVI Europe Conference.

For the purpose b), we need your freely given consent to send you information, invitations, publications, announcements and newsletters regarding our Foundation’s activities. Should you deny your consent, we will be unable to send you said communications.

Disclosure of data outside of the Foundation

We shall disclose your personal data to LC CONGRESSI SRL, Via Euganea, 45, 35141 Padova PD, who operates as Data Processor for organization and related obligations of a managerial – administrative and accounting/invoicing nature. Moreover, your personal data shall be may be made available to entities providing IT system management on behalf of our Foundation, competent authorities and/or public bodies and supervisory authorities to comply with statutory requirements, other third parties collaborating with our Foundation for the Event and further communications regarding the ICEVI project (Comitato Scientifico della Decima Conferenza internazionale Icevi 2025; ICEVI Europe). Upon your request, you can access the detailed list of third parties to whom your personal data has been disclosed.

How data is processed

We process your personal data on paper or electronic form and enter your data into relevant databases that may be accessed – hence your data be disclosed to – our Foundation’s employees, contractors and other authorised individuals. Said employees, contractors and other authorised individuals may consult, use, process, compare the data as well as carry out any other appropriate action, including using automated means, always in compliance with statutory requirements that ensure, inter alia, protection of the confidentiality and security of the personal data, as well as data accuracy, update and appropriateness to the purposes for which the data is collected and used, as stated above.

Transfer of data outside of the EU

Your personal data may not be transferred outside of the EU.

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