PRIVACY POLICY FOR THE COLLECTION AND PROCESSING OF PERSONAL DATA ACCORDING TO ART. 13 OF REGULATION EU 2016/679
This privacy policy is issued according to Art. 13 of Regulation (EU) 2016/679 of 27 April 2016 on the protection of natural persons about the processing of personal data and compliance with the legislation on the processing of personal data, as well as the free movement of such data.
In particular, this privacy policy applies to the International Conference “Passages. Architecture of Flowing and Connecting Spaces” (Politecnico di Milano, Department of Architecture and Urban Studies, 24th-26th September 2025).
Data Controller
Politecnico di Milano – Director General delegated by the pro-tempore Rector – contact: dirgen@polimi.it
Internal data processor
Prof. Sara Protasoni as responsible of the Conference “Passages. Architecture of Flowing and Connecting Spaces” – contact: passages-dastu@polimi.it
The data shall be processed by other persons authorized and instructed for this purpose in accordance with current legislation.
Data Protection Officer and contact details
Email: privacy@polimi.it
Purpose of the processing, legal basis, categories of data and retention period
To apply the relevant European and national legislation (Regulation EU 2016/679, henceforth “EU Regulation”), we hereby inform you that your personal data will be used for the following purposes:
| Intended purpose of the personal data processing | Legal basis of the processing | Categories of personal data subject to processing | Retention period of personal data |
|---|---|---|---|
| Purpose 1 Collection of data and abstracts to be discussed at the International Conference and published in printed book and on the Department’s and Conference’s official communication channels | Consent, art. 6, paragraph 1, letter a) of the EU Regulation | – Personal details – Contact details – Affiliate entity – Photo | The data collected shall be stored for a period of 5 years |
| Purpose 2 Recording the Conference for reposting on the Passages website, through the Department’s and Conference’s official communication channels | Consent, art. 6, paragraph 1, letter a) of the EU Regulation | – Video – Photo – Audio | The data collected shall be stored for a period of 5 years |
| Purpose 3 Dissemination of research results in the Book of Abstracts and on the Passages website | Consent, art. 6, paragraph 1, letter a) of the EU Regulation | – Personal details – Photo | The data collected shall be stored for an indefinite period for scientific and historic research, and for archival purposes |
For the purposes of processing established, the data subject may be the object of filming and audio recordings. The data subject to processing, including images and audio/video recordings (hereinafter, “Images”) taken during the research, including in partial, modified or adapted form, shall be processed in full compliance with Regulation (EU) 2016/679.
The data shall be processed, including with electronic devices, by specifically appointed persons, for broadcasting and communication by the Data Controller. The Images collected shall be stored, including in electronic form and on any media, for the purposes and within limits outlined above and may be disseminated on institutional websites and via social networks (including but not limited to Facebook, Instagram, Twitter and YouTube) pursuant to Italian Law No 150/2000. Using the images does not entitle the data subject to any compensation.
The Data Controller has the right to access or disseminate the images without any consent by Art. 97 of Italian Law No 633/1941.
According to the Article above and pursuant to Art. 10 of the Italian Civil Code, the Images shall not be used in any way that could prejudice the honor, reputation, or dignity of the person portrayed, filmed, or recorded.
Nature of the data
The provision of the data requested for purposes 1, 2, 3 is optional. However, failure to provide the requested personal data does not allow the achievement of the same purposes.
Processing methods
The processing carried out for purposes 1, 2, 3 can be carried out digitally, with electronic or, in any case, automated tools, with cloud storage of data on platforms under license from the Data Controller.
For purpose 1, data will be collected through the use of institutional email or online platforms such as Microsoft Forms. For purpose 2, the participation in the event may involve – in the case of recording the event – your video recording as well as the collection of the audio.
Registration will take place using the features available on the platforms Microsoft Teams and/or Cisco Webex. The audio/video recording will be stored on servers owned by the Politecnico di Milano.
The Data Controller uses password-protected devices and data encryption systems to protect personal data. In particular, the abstracts will be stored on Microsoft SharePoint of Politecnico di Milano.
Only authorized personnel can access the data acquired for the purposes mentioned above.
Transfer to non-EU countries or international organizations
Personal data shall in no way be transferred to non-EU countries or international organizations.
Rights of data subjects
As a data subject, you can ask the Data Controller for the following at any time:
- confirmation of any personal data held concerning you;
- access to your personal data and related information; the correction of inaccurate data or the completion of incomplete data; the cancellation of personal data concerning you (where any of the conditions indicated in Art. 17, paragraph 1 of the Regulation applies and in compliance with the exceptions provided for in paragraph 3 of the same article); the restriction of the processing of your personal data (where one of the conditions indicated in Art. 18, paragraph 1 of the Regulation applies), the transformation into anonymous form or the blocking of data processed in violation of the law, including those that do not need to be kept for the purposes for which the data were collected or subsequently processed;
As a data subject, you also have the right to object in whole or in part:
- for legitimate reasons, to the processing of personal data concerning you, even if pertinent to the purpose of the collection.
These rights can be exercised by contacting privacy@polimi.it.
If you believe that your rights have been violated by the data controller and/or a third party, you have the right to lodge a complaint with the Personal Data Protection Authority and/or other competent supervisory authority pursuant to the Regulation.
CONSENSUS
The interested party, by selecting the appropriate box in the online form, expressly expresses his or her free and full consent to the processing of data according to the purposes indicated in this policy.
We inform you that as a data subject you have the right to revoke your consent at any time. The withdrawal of consent does not affect the lawfulness of the processing carried out before the withdrawal. Consent is revoked as easily as it is granted, by sending a written communication to the data controller.
Milan, April 2025