PRIVACY NOTICE ON THE PROCESSING OF PERSONAL DATA
Reserved for Volunteers wishing to participate in the organization of the event organized by the Foundation Meeting for friendship among Peoples
(pursuant to Article 13 of EU Regulation 2016/679, Legislative Decree 101/2018 and Legislative Decree 196/2003)

Pursuant to Articles 13 and 14 of EU Regulation 2016/679 (GDPR), Legislative Decree 101/2018 and Legislative Decree 196/2003, the Foundation Meeting for Friendship Among Peoples ETS, headquartered in Rimini, Via Flaminia no. 18, as Data Controller, hereby informs you that your personal data collected at the time of registration, including images and videos acquired during the event, will be processed in compliance with the above-mentioned regulations. The following information is provided in relation to such processing.

DATA CONTROLLER
The Data Controller, pursuant to the law, is Fondazione Meeting per l’amicizia fra i popoli ETS (hereinafter “Fondazione Meeting”), VAT/Tax Code: 01254380403, with registered office in Rimini, Via Flaminia no. 18 (ZIP code 47923), email address: meeting@meetingrimini.org.

Although not required under current legislation, Fondazione Meeting has deemed it appropriate, for the constant and proper compliance with applicable regulations and to safeguard data subjects, to appoint a Data Protection Officer (DPO), who can be contacted at the following email address: dpo@meetingrimini.org.

LEGAL BASIS FOR PROCESSING
The legal basis for processing is the legitimate interest of the Data Controller for the purpose of managing the event “Meeting for Friendship Among Peoples”, which represents the primary and essential activity of the Foundation, as well as the explicit consent provided by the Volunteer Applicant at the time of online registration through the specific form prepared by Fondazione Meeting.

PURPOSE OF PROCESSING
Fondazione Meeting will process your personal data on the basis of your free and informed consent and for purposes (illustrative, educational, cultural, training-related, non-profit) strictly connected and instrumental to its activities. Personal data, still and moving images, and any other information provided during registration for volunteer work and throughout the phases of setup, execution, and dismantling of the event will be stored (in IT and paper archives, databases, and servers of Fondazione Meeting).

With the data subject’s consent, the Data Controller may collect and reproduce their image (still and/or moving) free of charge and communicate or disclose it solely for the purpose of documenting events related to the Meeting. It may also use such data and images (still and/or moving) to promote the event on social media, through the press, or via other means.

Images will be retained until consent is withdrawn.

It is understood that your collected data will not be disclosed but will be stored exclusively in the IT and paper archives of Fondazione Meeting. The processing of data necessary for the purposes described above is essential for the proper management of the relationship, and the provision of such data is mandatory to achieve the aforementioned purposes.

Please note that if you do not agree to the processing relating to communications and the management of still and moving images indicated above, although necessary for the organization of the event, you may notify us and consequently suspend such processing simply by writing to meeting@meetingrimini.org.

METHODS OF PROCESSING AND RETENTION PERIODS
The processing of personal data collected and provided by you is carried out using manual, IT, and telematic tools, and such data are entered into databases accessible only to personnel expressly authorized to process personal data. Data are processed according to logic strictly related to the purposes outlined above, for the time necessary as determined by law, and in any case in a manner that ensures compliance with legal provisions and the protection of confidentiality, security, accuracy, and relevance of the data. The data are not subject to automated decision-making processes nor profiling.

Your data will be processed solely by individuals within Fondazione Meeting expressly authorized by the Data Controller, including in particular the following categories:

• Meeting Volunteers Office

• Other Meeting departments

• Management

• Collaborators and Employees

Your data may also be communicated to third parties duly appointed as “External Data Processors”, such as public and/or private entities to whom communication of data is mandatory or necessary for compliance with legal obligations or for the management of the event “Meeting for Friendship Among Peoples”.

DATA DISCLOSURE
Your data – excluding personal contact details (email, residence and domicile address, telephone number, ID details, and tax code) – may be disclosed through publication on the Data Controller’s websites or social networks.

DATA RETENTION PERIOD
In compliance with the principles of lawfulness, purpose limitation, and data minimization pursuant to Article 5 of the GDPR, your personal data will be retained for a period not exceeding that necessary to achieve the purposes for which they were collected and processed, in accordance with legal retention requirements, and in any case no longer than five years or until you request withdrawal of consent.

RIGHTS OF THE DATA SUBJECT
At any time, you may access your data, object to processing, or request deletion, modification, or updating of all personal information collected by the Data Controller, exercise the right to restriction of processing and the right to data portability, simply by sending an email to privacy@meetingrimini.org or a letter to the Data Controller’s registered office indicated above.

If you believe that your rights have not been adequately satisfied, you may also lodge a complaint directly with the Data Protection Authority.

This Privacy Notice has been made available to you in the volunteer registration form for the Meeting event and sent to you by email at the end of the registration process.