The Joint Controllers are the Società Entomologica Italiana (Via Brigata Liguria 9, Genoa, Italy) and the Accademia Nazionale Italiana di Entomologia (Via dei Lanciola 12/a, Florence, Italy), both Italian registered charities.
The processor is Event Planet srl (Via Pagliaro, 7 80071 – Anacapri (Na), Italy, Italian VAT number 06257541216, phone +39 081 5529399, fax +39 081 4206734 and e-mail firstname.lastname@example.org), to whom any question or query related to the data and the protection of data must be sent in case of need.
WHY WE COLLECT PERSONAL INFORMATION
We collect personal information to perform all duties related to your attendance to the XI European Congress of Entomology (hereinafter ECE) to be held in Naples between 2 and 6 July 2018. We use this information for the purposes of administration of the conference, to send out our newsletters, communications, information about congress program and related events and any other material connected to the ECE. All the information is collected to allow you to attend to the ECE and so the legal basis for collection of this information is “legitimate interests” and/or the performance of a contract to which the data subject is party.
WHAT PERSONAL INFORMATION WE COLLECT AND HOW WE PROCESS IT
The types of personal information that we collect derive primarily from the administrative duties related to your attendance to the ECE.
The types of personal information we collect are:
1. Personal details: These are title, name and surname, place and date of birth, organisation, address, postcode, email address and telephone. These are needed to allow your attendance to the ECE and are stored on a secure database hosted on servers based in the office.
2. Correspondence: all the correspondence that we will exchange with you due to your attendance to the ECE.
3. Payment details: The details of your payments of the Congress fees.
No automated decision and profiling occur.
We will not share any personal data with third party organisations for marketing purposes, but outsource functions for which we do not have the necessary internal capacity.
We will continue to monitor that the companies we work with are GDPR compliant and will not pass on your data to any other third party organisation. We only use these companies to provide you with the messages required for your attendance to the XI ECE and for no other purpose. We will always ensure that stringent protection applies to any personal information that is transferred outside the European Economic Area (if any).
Data will be kept for no longer than is necessary for the primary purpose for which it was obtained. Data will be retained for any period required by law (at least ten years under Italian law) and in line with guidelines.
You have the right to view, edit and ask us to delete all the information that we hold on you. However if you ask us to delete all of your information, your attendance to the ECE could not be possible as it will not be able to honour our obligation to you as a congress participant.
Under the terms of the GDPR you have a right to request at any time a copy of the data we hold about you by using a subject access request to the Processor.
To sum up, the points below set out the rights each attendant is entitled to. Please ask us for an explanation of each, should you wish to have more information:
The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object