Information notes on the processing of personal data
ACAT 2022
This information is provided pursuant to the articles 13 and 14 of EU Regulation 2016/679, General Data Protection Regulation (hereinafter GDPR), for the purpose to informing natural person, who want to participate in training initiatives or cultural events, promoted, organized or managed by the National Institute for Nuclear Physics (INFN), on how the personal data they provide are collected, used, consulted or otherwise processed by INFN, even when such data are obtained from educational institutions, universities or other public institutes.
Policy privacy illustrates how the data is collected, used, consulted or otherwise processed by the INFN.
CONTROLLER
National Institute for Nuclear Physics, having its registered office in Frascati, via E. Fermi, 40.
email: presidenza@presid.infn.it
PEC: amm.ne.centrale@pec.infn.it
DATA PROTECTION OFFICE
INFN has nominated the Data Protection Officer (DPO or RPD) by Council resolution no. 14734 of 27 April 2018.
The DPO can be reached by e-mail at: dpo@infn.it
NATURE OF THE DATA PROCESSED AND PURPOSE OF THE TREATMENT
The INFN processes the collected data to allow the participation to and the organization of ACAT 2022 Conference ( https://indico.cern.ch/event/1106990/), promoted and managed by the Institute in pursuit of its institutional legitimate interests and to ensure compliance with the legal obligations related to the management of that event/activity. Failing to provide the requested data will preclude the participation to the event/activity. The INFN may also collect some special categories of personal data, required to ensure the health and respect for the religious beliefs of the data subject concerned. Failing to provide such data will result in the impossibility to comply with these obligations.
The INFN may also collect photographic images or video and audio recordings to document the event for the purposes of disseminating and communicating the Institute activities. Such images or recordings may also be partially used and/or amended or adapted, free of charge, in the photo gallery dedicated to the event and in the INFN web pages or social media.
Photographs, audios and videos may be used, but not be limited to, in any postproduction format or adaptation, also in combination with the images of other participants to the events, without time and place limits. The INFN may exercise its own rights pursuant to the articles from 12 to 19 of the law 22 April 1941, no. 633, which, by way of example and not to be exhaustive, include: publishing rights; reproduction rights in whatsoever way or form; transcription, editing, adaptation, elaboration and reduction rights; sharing and dissemination rights, public communication and distribution, including projection, transmission and dissemination rights, also by means of press, television, web sites related to the event and web sites or social profiles used for the event, by any technical means, even in a summarized and shortened version; the right to retain copy of materials, also in an electronic form and on a current or future new technological support, for the above mentioned purposes and limits.
In any case, it is not permitted any use of the material, which might be detrimental to the honour, to the reputation, to the dignity of the portrayed, filmed or recorded person.
The consent to provide personal data is freely given: its absence will result in the exclusion from video-recordings and photographs.
For the organization of the Event INFN will make use of software and services offered by third parties, managers of all used services necessarily processes personal data of registered users, in accordance with the provisions of the specific privacy policies and general service conditions made available during the Account activation phase.
SOURCE FROM WHICH DATA ORIGINATE
The personal data relating to subjects who want to participate in training initiatives or cultural events promoted, organized and managed by the Structures of INFN, may be provided to INFN by the data subjects themselves or obtained from educational institutions, universities or other public or private subjects.
PROCESSING METHODS
INFN processes personal data, including with the aid of electronic or automated means, in accordance with the principles set out in art. 6 of the GDPR. The data may be processed by INFN staff or collaborators or by any third parties expressly identified as data processors and will not be disclosed to third parties or disseminated except in the cases provided for by law. INFN does not adopt automated decision-making processes, nor does it carry out profiling activities using the personal data collected.
TRANSFER OF DATA ABROAD
The User's Personal Data may be transferred to a country other than that in which the User is located. To obtain further information on the place of processing, the User can refer to the section relating to the details on the processing of Personal Data.
The User can check if one of the transfers described above takes place by examining the section of this document relating to the details on the processing of Personal Data or request information from the Data Controller by contacting him at the opening details.
DETAILS ON THE PROCESSING OF PERSONAL DATA
The personal data collected may be disclosed to companies involved in ancillary services to the event, to health authorities, to insurance companies as well as to the public safety authorities in the cases provided for by law.
DATA USED
|
Data |
Purpose |
Basis |
Source
|
|
Name, Title, Affiliation, Position |
To identify you, to allow you to participate in the event
|
Legitimate interest of ACAT |
You via the Indico registration, or automatically detected from your Single Sign-On
|
|
E-mail address |
To identify you, for communication including event-related information after the event |
Legitimate interest of ACAT |
You via the Indico registration, or automatically detected from your Single Sign-On
|
|
Preferred timezone region (optional) |
To establish anonymous statistics |
Consent |
You via the Indico Registration |
|
Gender, nationality |
To establish anonymous statistics |
Legitimate interest of ACAT
|
You via the Indico Registration |
|
Your voice and image (contributor)
|
To allow to present your contribution |
Legitimate interest of ACAT |
You via the video-conference system (e.g., zoom) |
|
Your voice (remote participants) |
To allow for interactions during the conference, if you wish to participate; to allow to keep a record of your participation and publish it (remote participants intervening in the Q&A session)
|
Consent |
You via the video-conference system (e.g., zoom) |
|
Your voice (on premise participants) |
To facilitate and allow interactions with remote participants if you wish so; to allow to keep a record of your participation and publish it (on premise participants intervening in the Q&A session)
|
Consent |
You via on premises video recording system
|
|
Your voice and image (contributors) |
To record and publish it for the event visibility
|
Consent |
You via the video-conference system (e.g., zoom) |
|
Your acknowledgement and/or your agreement to Video Recording and publication |
To ensure you understand the video will be recorded and publicly available and to demonstrate compliance with legislative framework
|
Legal obligation |
You via the Indico registration
|
|
Your agreement to the ACAT Code of Conduct |
To ensure you read and understand the ACAT Code of Conduct to be followed during the event |
Legitimate interest of ACAT
|
You via the Indico registration |
|
Your contribution (title, abstract, time slot, material, etc.)
|
To identify and publish your contribution for educational and scientific purposes in the context of ACAT
|
Legitimate interest of ACAT
|
You via the Indico registration |
DATA STORED
|
Data |
Retention |
Purpose |
|
Name, Title, Affiliation, Position |
1 year after the end of the event |
To organize, run and manage the event
|
|
E-mail address |
1 year after the end of the event |
To identify you, for communication including event-related information after the event
|
|
E-mail address
|
Until you withdraw your consent, and in any case, no longer than the end of the ACAT workshop series
|
To inform you and invite you to subsequent ACAT events
|
|
Gender, nationality |
1 year after the end of the event
|
To generate anonymous statistics
|
|
Timezone
|
Until you withdraw your consent and, in any case, no longer than 1 year after the event
|
To generate anonymous statistics
|
|
Your voice and image (contributors and remote participants intervening in the Q&A session)
|
Until you withdraw your consent, and, in any case, no longer than the end of the ACAT workshop series
|
Publication online as part of the public conference material for scientific, educational or other non-commercial purposes
|
|
Your acknowledgement and/or your agreement to Video Recording (contributors) and publication (contributors) |
5 years after the end of the ACAT workshop series
|
To demonstrate compliance with the legislative framework
|
|
Your agreement to the ACAT Code of Conduct |
5 years after the end of the ACAT workshop series
|
For establishment, exercise or defence of legal claims
|
|
Your contribution (title, abstract, time slot, material, etc.) |
Until the end of the ACAT workshop series
|
Publication online as part of the public conference material for scientific, educational or other non-commercial purposes
|
|
Name, Title, Affiliation (participants) |
Until you withdraw your consent, and, in any case, no longer than 1 year after the event
|
For the event visibility and networking
|
|
Your agreement to publish online your Name, Title, Affiliation in the participant's list (participants and contributors)
|
5 years after the end of the ACAT workshop series
|
To demonstrate compliance with the legislative framework
|
|
Name, Title,Affiliation (contributors) |
Until you withdraw your consent, and, in any case, no longer than the end of the ACAT workshop series
|
Publication online as part of the public conference material for scientific, educational or other non-commercial purposes
|
INTERNAL ACCESS
|
Data |
Who |
Purpose |
|
All data above, except your voice and image |
INFN (ACAT organizing committees) |
To manage the event, to allow you to participate in the event, for establishment, exercise or defence of legal claims
|
EXTERNAL ACCESS
|
Data |
Who |
Purpose |
|
Name, Title, Affiliation |
Public
|
For the event visibility; the data will be publicly accessible through the conference material on Indico |
|
Your image and your voice (contributors and remote participants intervening in the Q&A session) |
Public |
The recording will be publicly accessible through the conference material on Indico and via the CERN Document Server (CDS) https://cdsweb.cern.ch/ for scientific, educational or other non-commercial purposes. |
|
Your contribution |
Public |
Publication online as part of the public conference material on Indico for scientific, educational or other non-commercial purposes |
|
Your Name, Title, Affiliation, Position (participants and contributors), Gender and Nationality |
Institutional sponsors APCTP and DIME (Daejeon International Marketing Enterprise) |
To provide anonymous statistic in order to demonstrate whether the funds are spent adequately |
|
Your Name, Title, Affiliation, Position (participants and contributors) |
Institutional sponsors APCTP and DIME (Daejeon International Marketing Enterprise) |
For audit purposes |
|
E-mail address |
Gather.Town; see Gather.Town privacy notice |
To allow you to participate at the poster session |
|
Your image and voice (remote participants) |
Zoom video conferencing service; see Zoom privacy notice |
To provide video conference service and to record the video |
|
The recording of your image and / or voice |
CERN |
To publish the video recording, to keep a public record of the event Inserire policy privacy |
|
E-mail domain |
Brookhaven National Lab; see Mattermost privacy notice |
To allow you to register with the Mattermost communication service hosted by Brookhaven National Lab |
WEBSITE COOKIE
This site uses only "technical" (or session) cookies and does not use any system for tracking users.
The use of session cookies is strictly limited to the transmission of session identifiers (consisting of random numbers generated by the server) necessary to allow safe and efficient exploration of the site. Their use avoids the use of other techniques potentially prejudicial to the confidentiality of navigation and does not provide for the acquisition of the user's personal data.
DURATION OF TREATMENT
The INFN processes the collected personal data for as long as it is necessary to allow the participation to the event and subsequently for no longer than five years and only to provide informative material and/or updates, as described in the table concerning the data stored.
RIGHTS OF THE DATA SUBJECT
The INFN shall grant and ensure the rights of the data subject to have access, to rectify, to restrict, to erase its personal data, and to object to their processing. The INFN shall ensure the right to lodge a complaint with the Data Protection Supervisor Authority concerning the processing performed.
The rights referred to can be exercised by a request to the Controller or to the Personal Data Protection Officer: by an e-mail to the address dpo@infn.it or by registered post with acknowledgement of receipt to the Controller’s registered office address. The request may also be orally formulated and be renewed at intervals greater than ninety days, except for justified reasons.
It is possible to confer a written delegation to another individual and to be assisted by a trustworthy person.
The rights relating to personal data of deceased persons may be exercised by those who have an interest in them or act to safeguard the data subjects concerned or for family reasons deserving of protection, duly documented.
If, because of the request, the data relating to the data subject do not exist, the INFN may charge a fee, not exceeding the costs incurred for providing the research. A fee based on administrative costs may also be charged for any further copies requested.
