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Privacy Policy

INFO/RAC Privacy Policy

PRIVACY POLICY AND USE OF PERSONAL DATA PURSUANT TO THE ITALIAN LEGISLATIVE DECREE N.196/2003 (PRIVACY CODE) AND REGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL OF 27 APRIL 2016 ON THE PROTECTION OF NATURAL PERSONS WITH REGARD TO THE PROCESSING OF PERSONAL DATA AND ON THE FREE MOVEMENT OF SUCH DATA, AND REPEALING DIRECTIVE 95/46/EC (GENERAL DATA PROTECTION REGULATION-GDPR)

Official Journal of the European Union

ABOUT INFO/RAC and ISPRA

The Regional Activities Centre for Information and Communication (INFO/RAC) is hosted by the Italian National Institute for Environmental Protection and Research (ISPRA), whose office is at Via Vitaliano Brancati 48 Roma. INFO/RAC is in charge of the communication and dissemination activities within the UN Environment Programme /Mediterranean Action Plan and related projects and it will be the controller of any personal data processed as described in this Privacy Policy.

The INFO/RAC data privacy policy complies with the General Data Protection Regulation (GDPR) that will take effect on May 25, 2018. Below you will find information on how the INFO/RAC uses information.

The protection of your personal data is an important matter for the INFO/RAC. Therefore, we have taken technical and organizational measures to ensure that data protection regulations are observed both by us and by external service providers.

On our website, personal data is collected and stored only to the extent that it is technically necessary and only if you are a member of the INFO/RAC, subscribe to a newsletter mailing list, register for an event, submit partner searches, events or news or participate or are involved in a research and innovation funded project.

Your personal data will only be publicly available/visible if you have previously agreed to this.

Please note: at any time, you may revoke your consent to the use of your personal data. To this end, please send an e-mail to info@info-rac.org, with the word UNSUBSCRIBE.

The following privacy policy provides you with a complete overview of how the INFO/RAC guarantees the protection of your data, what kind of data are collected and how it will be used.

WHAT INFORMATION DO WE GATHER FROM YOU?

We fully respect your right to privacy in relation to your interactions with the INFO/RAC Website and endeavor to guarantee to be transparent in our dealings with you as to what information we will collect and how we will use your information. Also, we only collect and use personal information where we are legally entitled to do so.

You may be asked to provide the following categories of data:

  • Names
  • Age
  • Gender
  • Role
  • Qualifications
  • Organization
  • Department
  • Email address
  • Phone number
  • Physical address
  • Technical information

We may also ask for additional information including the nature of any enquiries or complaints you may make. We endeavor to only collect relevant data.

HOW WILL WE USE THE INFORMATION WE GATHER?

Data for newsletter distribution

If you subscribe to the newsletter mailing list of the INFO/RAC we will store your email address on a cloud environment. Data records are used to analyse system performance for statistical purposes. To provide you with the latest news via our newsletter we may have to share your data with our partners from the INFO/RAC. We will not forward your data to any other third parties. You can cancel your subscription to the newsletter at any time on the corresponding webpage.

Data for event registration

If you submit personal data to us via a website to register for an event this data will be treated as confidential and will only be shared with our partners involved in the organisation and for the sole purpose of this event.

Data for News & Event submission forms

If you submit your personal data via our news/event submission forms, this information will be treated as confidential and will only be shared among the INFO/RAC.

Queries to the INFO/RAC

When you send us personal data in this context it will be used solely for correspondence purposes. You consent to forwarding your personal data among the INFO/RAC to facilitate an appropriate response.

INFO/RAC projects database and booklets

The INFO/RAC project database and booklet include project data and UNEP/MAP partners data. Your personal data will only be publicly available/visible if you have previously agreed to this. They may also be used for updates of the database or for impact assessment studies, quality surveys.

Data for surveys

The INFO/RAC uses from time to time external survey softwares. Personal data collected for the sole purpose surveys and will be deleted at the end of the surveys.

Data for presentations at workshops / events organised by the INFO/RAC

If you accept to give a presentation at an event organised by the INFO/RAC, your initial consent will be collected and shared with the  partners in charge of the organisation, management and communication of the event. You are responsible for the personal data mentioned in your presentation. We may upload your presentation on our website if we have your consent.

You will be informed prior to the event by the organisers of the status of the meeting and if any online broadcast is foreseen to allow additional participation to external audience.

If live streaming is used to webcast some presentations to MAP partners and the general public, the webcast will consist of slides and audio only. The organisers of the event will request your consent to live streaming of your presentation and following exchanges.

During such events, pictures will be taken to promote and communicate on the INFO/RAC activities. These pictures may be published on social media (Twitter, LinkedIn).

When registering to the event online, a message will inform you that you implicitly accept the use of your name and/or image in the context of any report, presentation or other form of communication and dissemination in connection with the meeting. If you do not wish to allow us the use of your name and/or image, please inform the event organisers prior to the event. The event organisers will inform the communication team of your wishes.

Data processing on this website

Data are collected and exchanged during each visit to the website. The INFO/RAC website automatically collects and stores data transmitted from your browser to our server. This includes:

  • the page visited
  • time of the server inquiry
  • client IP address

The INFO/RAC analyses data solely for statistical purposes in order to measure the demand for web content. It is not possible to trace this data back to a specific individual. This data is not merged with other data sources. Data collected from visits to the INFO/RAC website is transmitted to third parties only when required by law or court order or in cases when attacks on the infrastructure of the INFO/RAC make it necessary to forward such data for the purposes of legal action or criminal prosecution. Data will not be transferred for any other reason. 

DURATION OF THE STORAGE OF PERSONAL DATA

The INFO/RAC will store the personal data for the shortest time possible for each specific use.

Cookies

Session cookies are small information units stored by the provider in the main memory of the user's computer. A session cookie contains a randomly generated unique identification number, a so-called session ID. A cookie also contains data on its origin and the storage period. These cookies cannot store any other data.

Other providers use permanent cookies to recognise visitors returning after a longer period of time. This information is stored as a text file on the hard drive of the user's computer. In contrast, the session cookies used by the INFO/RAC are deleted when the session is terminated.

Cookies can be controlled by all internet browsers. Most browsers are configured to accept all cookies without prompting the user.

You may choose to refuse cookies but, if you do so, some of the functionalities may not longer be available to you.

WHO WE SHARE DATA WITH

We may disclose your personal information to any INFO/RAC member, observer or partners.

As stated above, with your consent or where we have a legitimate JPI operational interest, we may also use your data, or permit selected third parties to use your data, to provide you with information about services which may be of interest to you, and they or we may contact you about these. We reserve the right to access and disclose personal data in compliance with Data Protection Legislation.

We may use a third-party service provider to send out our newsletter and administer our mailing list, to help us run the Website or services available on the Website. Any third parties who access your data in the course of providing services on our behalf are subject to strict contractual restrictions to ensure that your data is protected, in compliance with Data Protection Legislation.

 

HOW WE STORE YOUR PERSONAL DATA

All information you provide us with is stored on our secure servers located in the European Union. Where we have given you (or where you have chosen) a password which allows you to access certain parts of our Website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

 

WHAT RIGHTS DO YOU HAVE?

As a data subject, you have the following rights:

  • the right of access to personal data relating to you;
  • the right to update your personal data or correct any mistakes in your personal data;
  • the right to ask us to stop contacting you;
  • rights in relation to automated decision taking;
  • the right to restrict or prevent your personal data being processed;
  • the right to have your personal data ported to another data controller;
  • the right to erasure; and
  • the right to complain to the Data Protection Controller if you believe we have not handled your personal data in accordance with the Legislation.

 

Right to information

At any time, you have the right to obtain information on the data stored about you, its origin and recipients and the purpose of the storage. Information on the data stored can be obtained from the central data protection team (email to info@info-rac.org).

Requests for your personal data must be made to us specifying what personal data you need access to, and a copy will be retained on our files. To help us locate the information, please give us as much information as possible about the type of information you would like to see.

If, to comply with your request, we would have to disclose information relating to or identifying another person, we may need to obtain the consent of that person, if possible. If we cannot obtain consent, we may need to withhold that information or edit the data to remove the identity of that person, if possible.

Right to correct your personal data or correct any mistakes in your personal data

If you would like to do so, please:

  • email us (to info@info-rac.org);
  • Include enough information to identify you (e.g. name, registration details); and
  • Specify which information is incorrect and what it should be replaced with.

If we are required to update your personal data, we will inform recipients to whom that personal data have been disclosed (if any), unless this proves impossible or has a disproportionate effort.

It is your responsibility that all of the personal data provided to us is accurate and complete. If any information you have given us changes, please let us know as soon as possible (Contact us).

 

Right to erasure

In accordance with the Data Protection Legislation, you can ask us to erase your personal data where:

  • you do not believe that we need your personal data in order to process it for the purposes set out in this Policy;
  • if you had given us consent to process your personal data, you withdraw that consent and we cannot otherwise legally process your personal data;
  • you object to our processing and we do not have any legal basis for continuing to process your personal data;
  • your data has been processed unlawfully or have not been erased when it should have been; or
  • the personal data have to be erased to comply with law.

We may continue to process your personal data in certain circumstances in accordance with Data Protection Legislation.

Where you have requested the erasure of your personal data, we will inform recipients to whom that personal data have been disclosed, unless this proves impossible or involves disproportionate effort. We will also inform you about those recipients if you request it.

 

CHANGES TO THE POLICY

This Policy may be updated or changed from time to time at the INFO/RAC's sole discretion. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use this Website to submit personal information. If material changes are made to the Policy, we will notify you by placing a prominent notice on the Website or sending you a notification in relation to this. We will not process your personal data in a manner not contemplated by this Policy without your consent.

Updated to May 2019.