Draft for review. This text describes accurately how the site works today, but it must be checked by a lawyer or the DPO before publication. Points marked ⟨…⟩ need a decision from the organising committee.
Who is responsible for your data
SUMMIT EME 2027 S.r.l.s. — VAT 09204130729 — ⟨registered office⟩.
To exercise your rights, or for any question about this notice, write to
privacy@rotarysummitbari.org.
⟨State whether a Data Protection Officer has been appointed, and their contact details.⟩
What we collect
Browsing this site collects no personal data. The site sets no cookies, runs no analytics, and loads nothing from third-party domains: fonts and scripts are served from our own servers.
Like any web server, our hosting provider keeps short-lived technical logs of connections (IP address, date and time, page requested, browser type) to keep the service running and secure. These logs are not used to profile visitors.
If you write to one of the published email addresses, we use the contents of your message only to reply to you.
When registration opens
The registration form is not live yet. When it is, this notice will be updated before any data is collected, and will state precisely which details we ask participants for, how long we keep them, and which providers are involved in payment and invoicing.
Some of what we may ask — such as dietary preferences or accessibility needs — falls under the special categories of Article 9 GDPR, because it can reveal religious beliefs or health conditions. We will collect it only where it is needed to run the event, on the basis of your consent, and keep it separate from the rest.
Legal basis and purpose
- Running and securing the site — legitimate interest (Art. 6.1.f GDPR).
- Answering email enquiries — legitimate interest in replying to you.
- Event registration (once live) — performance of a contract (Art. 6.1.b).
- Tax and accounting obligations — legal obligation (Art. 6.1.c).
Who else sees your data
Data may be handled, as processors acting on our instructions, by the providers that let us deliver the service:
- Netsons S.r.l. — website hosting and mailboxes. Servers in the European Union.
- ⟨Transactional email provider⟩ — sending confirmations and notices.
- ⟨Mollie B.V.⟩ — payment handling, once registration is open.
- ⟨Electronic invoicing provider⟩ — issuing and preserving fiscal documents.
We do not sell or share data with third parties for marketing. Some data may be shared with Rotary International or the districts involved in organising the summit: ⟨to be defined with the committee⟩.
Transfers outside the European Union
⟨To be completed once providers are chosen. If a provider handles data outside the European Economic Area, the safeguard in place must be stated — for example the European Commission's standard contractual clauses.⟩
How long we keep it
- Server logs: as configured by the hosting provider, for security purposes.
- Emails you send us: as long as needed to handle your request.
- Registration data and fiscal documents: ⟨10 years, as Italian civil and tax law requires — to be confirmed with the accountant⟩.
Your rights
You can ask at any time to access your data, correct or erase it, restrict or object to its processing, and receive it in a portable form (Art. 15–22 GDPR). Where processing rests on consent, you can withdraw it at any time without affecting what was lawful before.
Write to privacy@rotarysummitbari.org. If you believe the processing breaches the Regulation, you may complain to the Italian supervisory authority, Garante per la protezione dei dati personali.
Changes
This notice will be updated as the site gains features, and in particular when registration opens. The date at the top of the page shows the last revision.