Information on the processing of personal data of Participants in the Event, pursuant to art. 13 of the GDPR Regulation 679/2016
- Introduction
This information notice is addressed to those who are interested in participating in the ECCA2025 conference, which is organised within the EU-funded project called MAGICA (Project ID: 101056920). MAGICA project is implemented by a Consortium. The list of the Project’s Partners is available at the following link.
The Partners (as independent controllers pursuant to the GDPR, hereinafter also referred to as “Project’s Partners” or "We" or “Us”) have divided the activities to be carried out for the execution of the Project. These activities include the organization of events and meeting for stakeholders interested in taking part to the Project’s activities.
This information notice refers to the “ECCA2025 - European Climate Change Adaptation Conference” (hereinafter also referred to as “Event”), organized and managed by the CMCC Foundation, and it’s addressed to all its participants (hereinafter also referred to as “Data Subjects” or “Participants” or “You”).
- Information on the Project
The Project aims at maximizing the synergies between infrastructure investments and initiatives of climate change research and innovation across the European Research Area (ERA) by building upon and further implementing the Mission of JPI Climate in support to the international and European climate agenda (including the European Green Deal and Adaptation Strategy).
In this context, the organization of events, meetings and webinar is pivotal for Project’s success.
- Information on the data controller and the Project’s contact point
The Event will be organized and managed by CMCC Foundation, with registered office in Lecce (LE) – 73100, via Marco Biagi, 5, email: [email protected], certified email (PEC): [email protected], and telephone number: +39 0832 1902411. Any requests for clarification regarding the processing of data or to exercise the rights granted by the Regulation, or for further information, can be sent through the aforementioned channels.
The Data Controller has appointed the Attorney Andrea Lisi as the Data Protection Officer, whose email address is [email protected].
- Categories of personal data
The following categories of personal data may be processed for the organization of the Event:
- identification data (name, surname, etc.);
- contact data (e-mail address, telephone etc.);
- other common data (academic background and/or work-related information etc.)
- special categories of data (ethnicity, health data, religious orientation, etc.), only for those participating in person during the Event.
In addition to this, we may also record and stream the Event or take pictures of the Participants.
- Purpose and duration of the processing activities
The personal data provided by the Data Subjects are processed for the purpose of registration and participation in the Event. Information regarding health status and/or religious and/or philosophical orientation will be used exclusively to provide a safe and suitable service.
Additionally, images may be recorded, streamed, and captured during the Event, which will later be shared on relevant social channels for the purpose of disseminating scientific knowledge and documenting the Event itself.
To achieve this, we will retain the data for the duration required to implement the Project and fulfil any related obligations, including reporting to the EU authority. As soon as our obligations permit, we will anonymise and/or aggregate and/or delete all personal data.
The Foundation may also process the email addresses of the Data Subjects to send communications related to the event, as well as newsletters and other informational messages about its initiatives and activities of scientific and educational interest. The same email address may be used by other Project’s partners, as independent data controller, to send follow-up communications regarding the event or communications with purposes consistent with those mentioned above.
We will retain your information for as long as the service is active, unless you choose to opt-out of receiving our updates. You can do so by ticking the designated box right from the registration form or by using the link provided in each of the following communication.
- Legal basis of processing
The processing of personal data for the Event registration is carried out in accordance with Article 6(1)(b) of the GDPR.
With specific reference to the streaming of the event, as well as the use of pictures on social media, the legitimacy of the processing activities is based on the legitimate interest pursued by the Project’s Partners in disseminating scientific research, in accordance with Article 6(1)(f) of the GDPR. The same applies for the newsletter service dedicated.
Regarding the processing of special categories of data, such as health data and/or data related to your religious and/or philosophical orientation, the legal basis is the consent of the data subject, in accordance with Article 9(2)(a) of the GDPR. By submitting the form for your participation in the Event, you explicitly consent to the processing activities described in this document.
The provision of your data is optional, however failure to provide them may prevent your participation in the Event.
- Recipients of personal data and Data Processors
The data processing activities are carried out by the Project’s Partners and their duly instructed and authorized personnel. We guarantee maximum confidentiality towards the data and employ adequate security measures.
Your personal data may also be communicated to third parties (e.g., technical service providers, hosting providers, IT companies etc.). These parties may be appointed as Data Processors pursuant to Article 28 of the GDPR. Specifically, the use of external platforms for webinars and/or events, implies the disclosure of personal data to the platform operator (such as Zoom Video Communications, Inc.).
We may transfer personal data outside the EU. In this case, the whole operation (including the selection of the service providers) will be carried out in full compliance with the provisions of Chapter V "Transfers of Personal Data to Third Countries or International Organizations" of the GDPR.
With specific reference to the registration and organization of the event, having verified the fulfillment of the requirements set out by the GDPR for this purpose, the Foundation has appointed ARZANÀ S.r.l. as Data Processor pursuant to Article 28 of the GDPR.
- Rights of data subjects
What rights do Data Subject have in relation to their personal data?
In accordance with Regulation (EU) 2016/679, Data Subjects have the right to request access to their personal data and the rectification or erasure of such data, or the limitation of the processing concerning them, or (where the processing is based on the legitimate interests pursued by the data controller or third parties) to object to the processing, as well as the right to data portability, subject to certain conditions.
Right to withdraw consent
Data Subjects also have the right to withdraw their consent, limited to the cases in which they have provided their consent to the processing of personal data in favour of MAGICA’s Partners.
Any consent provided can be revoked at any time.
How to exercise these rights
To exercise these rights, Data Subjects are invited to send an e-mail to the common contact point of the Project: [email protected], that will exploit all necessary efforts to guarantee the rights of the Data Subjects.
However the requests may be sent to each Partner, that will endeavour to ensure that everyone fulfil the requests of the Data Subjects.
Right to lodge a complaint with the Supervisory Authority
Furthermore, Data Subjects have the right to lodge a complaint with the relevant supervisory Authority, according to its procedures, if they believe that the processing of their personal data violates legal provisions.
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