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Free University of Bozen-Bolzano

Privacy policy for participants at events

Privacy Policy for Exhibitions and Events

Information on the processing of personal data (Exhibitions and events) according to Article 13 EU Regulation 2016/679 - General Data Protection Regulation

This following information is provided in accordance to Art. 13 of EU Regulation 2016/679 (General Data Protection Regulation, hereinafter "EU Regulation") and regarding the personal data that the Free University of Bozen/Bolzano (hereinafter "unibz") comes into possession of for the purpose of registration and participation in information and dissemination events of cultural, educational and research activities, which may also involve audio and video photography of the data subjects.

The processing of personal data is based on principles of correctness, lawfulness, transparency, protection of confidentiality of all the rights of those concerned, as specified below.

  1. The Data Controller and the Data Protection Officer
    The Data Controller is the Free University of Bozen-Bolzano, with headquarters in Piazza Università 1, 39100 Bozen-Bolzano, in the person of the President and legal representative pro tempore. The Data Protection Officer (DPO) can be contacted at the following e-mail address: privacy@unibz.it.
  2. Types of data
    The following personal data may be processed for the purposes indicated in point 3.
    – Personal data provided directly by the data subject. Common data, such as personal and identification data (driver’s license / personal ID / passport number) as well as contact data (e-mail, telephone contacts). Data of a particular nature, such as health data, may also be processed.
    – Photos and video recordings of the participants at an event. Notification with appropriate information will be given / displayed accordingly;
    – Images. Photos and video recordings of participants at an online event. The recording may be made available only to participants in the event on an intranet platform with secure access.
    In case an online event is recorded and the recordings subsequently published on the channels of unibz (website, social media or other), the anonymity of participants is still guaranteed, as the recording of the event is subjected to an editing process where only the speaker and his presentation will be visible.
  3. Purpose of the data processing
    The data acquired are processed in order to register the data subject in the event and exclusively for the purposes related to the conduct and dissemination of institutional activities of unibz.
    In particular, the data are processed for the following purposes:
    – registration to the event of interest;

    – participation in the activities of the event;

    – information and dissemination of cultural activities, teaching, research and third mission.

  4. Data processing
    The processing of data is carried out in such a way as to ensure maximum security and confidentiality and can be implemented through manual, computer and telematic tools suitable to store, manage and transmit them.

    All images, videos or other audiovisual material recorded during an event in presence may be published on the official communication channels of unibz (website, social media or other) only with permission or for public interests and events.

  5. Legal grounds for the processing and nature of the conferment

    Legal basis of the processing is art. 6, par. 1, letter e) of the EU Regulation, and, in case of processing of data of a particular nature art. 9, par. 2, letter g) of the EU Regulation, as necessary for the performance of institutional tasks of teaching, research or the so-called "third mission".

    In case of personal data of minors the legal basis of the processing is art. 6, par. 1, letter a) of the EU Regulation, i.e. the consent expressed by the parent or legal representative of the person concerned.

    The provision of personal data, including images, is essential in order to register in an event.

  6. Publication of recordings

    Images, videos or other audiovisual material acquired during an event may be published on the official communication channels of unibz, if one of the following applies:

    –signing of appropriate release by the interested party or, in the case of minors, by the parent/legal representative;

    – images related to facts, events, ceremonies of interest to the community or held in public, respecting the honor, reputation and decorum of those concerned.

    In case of recording online events please refer to point 2 of our policy.

  7. Data recipients

    The data may be communicated exclusively for the purposes indicated in chapter 3 to unibz staff and/or independent contractors, professionals and consultants, who provide support activities in the event’s organization.

    Unibz may also communicate personal data acquired to other public administrations, if necessary and for any procedures of its institutional competence, as well as to all those public subjects to which, in the presence of the relevant prerequisites, the communication is required by Community provisions, laws or regulations.

    Personal data will be processed by the Data Controller within the territory of the European Union. If, for technical and/or operational reasons, it is necessary to make use of subjects located outside

    the European Union, subjects which process personal data on behalf of the Data Controller will be appointed as Data Processors in accordance with article 28 GDPR and the transfer will take place within the limits and conditions set out in Articles 44 et seq. of the GDPR.

  8. Archiving of data

    Personal data related to the registration of the participant will be kept for a maximum period of 10 years in case of events with a participation fee or free events and then irreversibly deleted.

    The video recordings will be kept for the period of publication and in any case not beyond the end of the fourth year from the date of the event, for educational and scientific purposes only, and then irreversibly deleted.

  9. Rights of the interested party (Access, rectification and cancellation of data)

    The participant may exercise the rights set forth in sections 2, 3 and 4 of Chapter III of the GDPR (e.g., access to personal data, rectification or erasure of the same, restriction of processing of the data or opposition to their processing, etc.) by using the form downloadable from the "Privacy and Cookie Policy" page on the University's institutional website and sending it to privacy@unibz.it. The participant also has the right to revoke consent at any time without, however, affecting the lawfulness of the processing based on the consent given prior to revocation. The participant may also file a complaint with a supervisory authority Guarantor of Privacy.

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