Privacy notice

Dear Subscriber, we are glad to share with you the latest news on the developments of the cultural and promotional activities of Fondazione ICONS. This Privacy Notice refers to you as data subject — the owner of your personal data — and explains which personal data we collect and how we use it.

This Privacy Notice regulates the processing of personal data by Fondazione ICONS, with its registered office in Italy at I-26900 Piazza della Vittoria 1, Lodi, TAX ID 92563110151, e-mail icons@icons.it, Tel. +39 0371 091065. In this respect, Fondazione acts as data controller.

Fondazione ICONS fully controls and shares resources, facilities and infrastructure with ICONS srl. They also jointly determine the purpose and means of data processing, sharing the same legal background (the LIA, where applicable). For this reason, ICONS srl and Fondazione ICONS have signed a joint control agreement pursuant to Art. 26 of European Regulation 679/2016 – GDPR.

Please read this document carefully; it contains essential information about the way your personal data is processed and about the cookies that are used.

Fondazione ICONS’ mission is to disseminate the results of scientific research and cultural projects to the general public, acting as the communication, dissemination and exploitation partner in many scientific and cultural research consortia — mostly publicly (EU and national) funded, occasionally privately funded. The processing activities involving your personal data do not include automated individual decision-making, nor profiling as defined under Article 22 of the GDPR.

1. Type of data and related processing

1.1 Data voluntarily provided by the Subscriber

The explicit and voluntary provision of personal data is essential to access certain services offered by the data controller through the website (e.g. newsletter subscription) or the participation in in-person and on-line events (e.g. webinars, trainings, conferences). This involves the collection of personal data and contact details, as well as any other personal data required to respond to requests or to provide the available services, such as the audio-video recording of online events/trainings or images taken during in-person events. Fondazione ICONS does not collect nor process sensitive data. Once the project or initiative you subscribed to is terminated, your personal data might be used, as per Art. 2, in other similar projects belonging to the same thematic research area or technology.

1.2 Navigation data

During routine activities, the computer system may store some of your browsing data. Although not collected to be associated with your identity, this data may allow indirect recognition when processed and associated with data held by the controller, and could be considered “personal data”. This category (including, by way of example, IP addresses and domain names) is collected for statistical purposes in anonymous form. You may decline cookies by deactivating them in your browser.

1.3 Navigation data processed with Matomo or similar applications

Our website uses Matomo, an open-source tool that helps measure how users interact with website content via first-party cookies. Fondazione ICONS shall not use (and shall not allow any third party to use) this service to record, collect or upload any data that may identify an individual. You may decline the use of cookies using the banner that appears on the website when you access it, preventing this website from aggregating and analysing the actions you take here.

2. What do we do with your personal data?

Your data is part of our general database used to organise dissemination, communication and networking activities related to the projects we work on. We use your personal data (by means of traditional and web-based contact methods such as e-mail, text messages etc.) for the following purposes:

• To send newsletters and information on the activities carried out by Fondazione ICONS and ICONS srl;
• To provide information and answers about our activities, research results and content from the projects we work on;
• To carry out statistics and reports in anonymous form (e.g. downloads, number of website accesses, most visited pages, average visit duration, country of origin of users);
• To organise on-line and in-person events;
• To disseminate the company’s and projects’ activities, results and contents, including the publication of an event’s pictures or audio-video recordings;
• To carry out other legitimate and lawful purposes, such as communication activities related to other similar areas, projects or networking activities of the data controller.

Subscribers will always be free to opt out and exercise their rights regarding the treatments mentioned above. Each communication has an opt-out link.

3. Where do we store and protect your data?

The data processing related to the website’s services takes place at the Headquarters of Fondazione ICONS in Lodi (Italy), I-26900 via Volturno 15. In addition to the EU GDPR 679/2016, the applicable law is the Italian Privacy Regulation. Processing is performed by authorised staff appointed and trained in maintaining security and confidentiality. Storage of personal data is in electronic form, for only as long as strictly necessary. The data is stored in a database hosted by a hosting & cloud provider whose servers are located in data centres within the European Union.

4. Who processes your data?

Fondazione ICONS is the Data Controller: its management is accountable and responsible for establishing the structure and procedures to process and protect your data. Appointed members of the staff are responsible for the actual processing of your data.

5. Cookies policy

5.1 WordPress session cookies

Cookies are small text files stored on the browser directory of the user’s computer. The website uses cookies to provide easier navigation and for internal security, statistical analysis and system administration. Session cookies are temporarily stored only during a browsing session and automatically deleted when the browser is closed; persistent cookies remain in the browser’s subfolder to facilitate navigation. Analytical cookies collect anonymous, aggregated data to improve the browsing experience. No personal information is collected about you or your computer.

5.2 Third-party cookies

_pk_id.2.75b3 (Fondazione ICONS website) — Fondazione ICONS uses Matomo, which sets a cookie to anonymously identify when users return to specific websites and to store a history of pages visited in a session. This data will not be used to associate any part of your identity with any other data held by Matomo. Further information: matomo.org/privacy.

6. Why do we process your personal data?

Fondazione ICONS processes personal data in order to accomplish its mission to disseminate the results and activities of cultural and scientific research projects to the general public.

7. Which is the legal basis on which we operate?

The data controller has the Legitimate Interest to process your personal data as per art. 6 (f) GDPR 679/2016. Our detailed rationale is based on a Legitimate Interest Assessment (LIA), periodically reviewed. We believe it is a mutual benefit to remain in contact; you will receive communications exclusively as detailed above.

8. How long will we retain and process your data?

Your data will be processed for the whole duration of the project you subscribed to, or of other similar projects we proposed to you. You can always opt out. Once a specific project is over, and starting from the last communication you receive, we keep your data for a further period of 2 years. If you don’t receive any updates in this period, we will contact you to verify your interest and, should this be the case, extend the retention for 2 additional years; otherwise your data will be deleted.

9. Data transfer

Fondazione ICONS processes do not require any transfer of data to external third parties, with the sole exception of auditing authorities of the institutions that funded the research projects in question. Your personal data may be communicated to the controller’s staff and, insofar as necessary, to the following categories:

• Persons in charge of managing the website and the related activities;
• Persons who provide services for the management of the company’s information system;
• Persons carrying out monitoring, auditing and certification activities.

The personal data you provide will not be sold to or shared with third parties, except with vendors or agents working on our behalf for the purposes described here, or where required by law or strictly necessary for the protection of rights.

10. How to exercise your rights

To exercise your rights, please contact Fondazione ICONS Headquarters at +39 0371 091065, or the Fondazione ICONS delegate to the Privacy Policy: Alessandra Calzarossa (Alessandra.calzarossa@icons.it). An exhaustive list of your rights:

• Right to be informed about our purposes, retention periods and recipients;
• Right of access to your personal data;
• Right to rectification of inaccurate personal data (Art. 16);
• Right to erasure — the “right to be forgotten” (Art. 17);
• Right to restrict processing (Art. 18);
• Right to data portability;
• Right to object to processing (Art. 21);
• Rights related to automated decision-making, including profiling;
• Right to report misconduct to the Italian Privacy Authority.

You can file an official complaint with the Data Protection Authority: garanteprivacy.it.

11. Changes to this Privacy Notice

If necessary, we may amend or update this Privacy Notice to reflect changes on the website and feedback from our users. For material changes in the way we use or process your personal data, we will post a notice before the changes come into effect or notify you directly. We encourage you to refer to this notice regularly.