Privacy Policy
Below you will find information in accordance with Article 13 of the General Data Protection Regulation (GDPR) regarding the processing of your personal data.
Our website is hosted by a German provider with whom we have concluded a data processing agreement in accordance with Article 28 (3) GDPR.
I. Controller
A.I.C. – Asti Incentives & Congressi Srl
Provider ID 5468
Piazza San Uomobono, 30 – 56126 Pisa, Italy
Tax ID / VAT / Chamber of Commerce: 01871350508 – REA No. PI-161823
Unique Code: XVBJ9YM
Administrator: Dr. Veronica Bolleri
Phone: +39 050 541402 / 598808
Fax: +39 050 0987825
Email: veronicabolleri@aicgroup.it
II. Data Protection Officer
A.I.C. – Asti Incentives & Congressi Srl
Phone: +39 050 541402/598808
Email: veronicabolleri@aicgroup.it
III. How We Handle Your Data
According to Article 4 No. 1 GDPR, personal data means any information relating to an identified or identifiable natural person (hereinafter referred to as “data subject”).
1. Log files when visiting the website
When you visit our website, your access is logged on the server (server logs). These logs automatically store information such as the operating system used, the browser type, the access time, and your IP address. These logs are kept for 14 days and then deleted.
To ensure the technical security of our servers, we create and store backups of the entire system, including log files. Backups are retained for 4 weeks and then deleted.
The legal basis for processing visitor data is Article 6 (1) (f) GDPR. Our legitimate interest lies in the secure and functional operation of the website and our systems. The log files serve to ensure the integrity, confidentiality, and availability of the data processed via this website.
III. How We Handle Your Data
According to Article 4 No. 1 GDPR, personal data means any information relating to an identified or identifiable natural person (hereinafter referred to as “data subject”).
1. Log files when visiting the website
When you visit our website, your access is logged on the server (server logs). These logs automatically store information such as the operating system used, the browser type, the access time, and your IP address. These logs are kept for 14 days and then deleted.
To ensure the technical security of our servers, we create and store backups of the entire system, including log files. Backups are retained for 4 weeks and then deleted.
The legal basis for processing visitor data is Article 6 (1) (f) GDPR. Our legitimate interest lies in the secure and functional operation of the website and our systems. The log files serve to ensure the integrity, confidentiality, and availability of the data processed via this website.
1. Log Files When Visiting the Website
When you visit our website, your access is logged on the server (server logs). The logs automatically store information such as the operating system used, the browser type, the time of access, and your IP address. These logs are retained for 14 days and then deleted.
To ensure the technical security of our servers, we create and store backups of the entire system, which also include the log files. Backups are kept for 4 weeks and then deleted.
The legal basis for processing visitor data is Article 6 (1) (f) GDPR. Our legitimate interest lies in ensuring the secure and proper operation of the website and our systems. The log files help guarantee the integrity, confidentiality, and availability of the data processed through this website.
2. Data Collection on This Website
Cookies
Our website uses what are known as “cookies.” Cookies are small data files that do not cause any damage to your device. They are either stored temporarily for the duration of a session (session cookies) or permanently (persistent cookies) on your device. Session cookies are automatically deleted after your visit ends. Persistent cookies remain stored on your device until you delete them yourself or they are automatically deleted by your web browser.
Cookies may be set by us (first-party cookies) or by third-party companies (so-called third-party cookies). Third-party cookies allow the integration of certain third-party services within websites (for example, cookies used for processing payment services).
Cookies serve different purposes. Many cookies are technically necessary because certain website functions would not work without them (for example, the shopping cart function or video display). Other cookies may be used for analyzing user behavior or for advertising purposes.
Cookies that are necessary for carrying out the electronic communication process, for providing specific functions you request (e.g., the shopping cart function), or for optimizing the website (e.g., audience measurement cookies) are stored based on Article 6 (1) (f) GDPR, unless another legal basis is specified. The website operator has a legitimate interest in storing necessary cookies to ensure the technically error-free and optimized provision of their services.
In all other cases, storing information such as cookies on your device or accessing information already stored on your device generally requires the user’s consent. If consent for the storage of cookies and comparable recognition technologies has been requested, processing is carried out exclusively based on this consent (Article 6 (1) (a) GDPR and § 25 (1) TDDDG). Consent may be withdrawn at any time with future effect. The withdrawal of consent does not affect the legality of the processing carried out prior to the withdrawal.
You can configure your browser to inform you when cookies are set, to allow cookies only in individual cases, to exclude the acceptance of cookies in certain cases or in general, and to enable the automatic deletion of cookies when the browser is closed. If cookies are deactivated, the functionality of this website may be limited.
Details on which cookies and services are used on this website can be found in this Privacy Policy.
2. Data Collection on This Website
Cookies
Our website uses what are known as “cookies.” Cookies are small data files that do not cause any damage to your device. They are either stored temporarily for the duration of a session (session cookies) or permanently (persistent cookies) on your device. Session cookies are automatically deleted after your visit ends. Persistent cookies remain stored on your device until you delete them yourself or they are automatically deleted by your web browser.
Cookies may be set by us (first-party cookies) or by third-party companies (so-called third-party cookies). Third-party cookies allow the integration of certain third-party services within websites (for example, cookies used for processing payment services).
Cookies serve different purposes. Many cookies are technically necessary because certain website functions would not work without them (for example, the shopping cart function or video display). Other cookies may be used for analyzing user behavior or for advertising purposes.
Cookies that are necessary for carrying out the electronic communication process, for providing specific functions you request (e.g., the shopping cart function), or for optimizing the website (e.g., audience measurement cookies) are stored based on Article 6 (1) (f) GDPR, unless another legal basis is specified. The website operator has a legitimate interest in storing necessary cookies to ensure the technically error-free and optimized provision of their services.
In all other cases, storing information such as cookies on your device or accessing information already stored on your device generally requires the user’s consent. If consent for the storage of cookies and comparable recognition technologies has been requested, processing is carried out exclusively based on this consent (Article 6 (1) (a) GDPR and § 25 (1) TDDDG). Consent may be withdrawn at any time with future effect. The withdrawal of consent does not affect the legality of the processing carried out prior to the withdrawal.
You can configure your browser to inform you when cookies are set, to allow cookies only in individual cases, to exclude the acceptance of cookies in certain cases or in general, and to enable the automatic deletion of cookies when the browser is closed. If cookies are deactivated, the functionality of this website may be limited.
Details on which cookies and services are used on this website can be found in this Privacy Policy.
Server Log Files
The provider of the website automatically collects and stores information in so-called server log files, which your browser automatically transmits to us. These include:
Browser type and version
Operating system used
Referrer URL
Hostname of the accessing computer
Time of the server request
IP address
This data is not merged with other data sources.
The collection of this data is based on Article 6 (1) (f) GDPR. The website operator has a legitimate interest in the technically error-free presentation and optimization of the website – for this purpose, the server log files must be recorded.
Inquiries via Email, Telephone, or Fax
When you contact us by email, telephone, or fax, your inquiry, including all resulting personal data (such as your name and request), is stored and processed by us for the purpose of handling your inquiry. We do not share this data without your consent.
The processing of this data is based on Article 6 (1) (b) GDPR if your request is related to the performance of a contract or is necessary for pre-contractual measures. In all other cases, processing is based on our legitimate interest in effectively handling the inquiries addressed to us (Article 6 (1) (f) GDPR) or on your consent (Article 6 (1) (a) GDPR) if this was requested. Consent can be revoked at any time with future effect. The lawfulness of the data processing carried out before the revocation remains unaffected.
The data you send to us via contact requests will remain with us until you request its deletion, revoke your consent to storage, or the purpose for data storage no longer applies (e.g., after your inquiry has been fully processed). Mandatory statutory provisions – in particular statutory retention periods – remain unaffected.
3. Hosting
Our website otdigital.eu is hosted by Strato AG, located in Germany:
Strato AG
Otto-Ostrowski-Straße 7
10249 Berlin
Germany
Phone: +49 30 300 146 0
Website: www.strato.de
The hosting provider stores log files (such as IP addresses, access times, browser types, and operating systems) for security and operational purposes. These logs are automatically deleted after 14 days. Backups of the entire system are retained for 4 weeks before being removed.
Legal basis for data processing is Art. 6 para. 1 lit. f GDPR, as our legitimate interest lies in maintaining a secure and reliable operation of this website and its infrastructure.
4. Plugins und Tools
Google Maps
This website uses the Google Maps map service.
Provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.
To use the functions of Google Maps, your IP address must be stored. This information is usually transmitted to a Google server in the United States and stored there. The operator of this website has no influence on this data transmission.
If Google Maps is activated, Google may also use Google Fonts to ensure uniform display of fonts. When loading Google Maps, your browser automatically downloads the required web fonts into your browser cache to correctly display text and fonts.
The use of Google Maps is based on Art. 6(1)(f) GDPR, representing our legitimate interest in providing an appealing online presentation and easy access to the locations mentioned on our website.
If consent is requested, processing will be based on Art. 6(1)(a) GDPR and §25(1) TDDDG, where applicable. Consent can be revoked at any time with future effect.
Personal data may be transferred to a so-called third country — the United States of America (USA). The European Commission adopted an adequacy decision on July 10, 2023, known as the EU–U.S. Data Privacy Framework, confirming that certified U.S. companies provide an adequate level of data protection comparable to the EU.
For more information on how Google handles user data, please see Google’s Privacy Policy:
https://policies.google.com/privacy
Embedded Videos (YouTube)
Our website may include embedded videos from YouTube, operated by Google Ireland Limited.
When you visit a page containing an embedded video, a connection to the YouTube servers is established. The YouTube server is informed which of our pages you have visited.
If you are logged into your YouTube account, YouTube can associate your browsing behavior directly with your personal profile. You can prevent this by logging out of your YouTube account.
Videos are embedded in “enhanced privacy mode”. According to Google, data will not be used for personalization or advertising before you start playing the video, though some connection data may still be transferred.
The use of YouTube is based on Art. 6(1)(f) GDPR, as our legitimate interest lies in an efficient presentation of media content. If consent has been requested, processing is carried out based on Art. 6(1)(a) GDPR, and you can withdraw this consent at any time.
More information on data handling by YouTube can be found here:
https://policies.google.com/privacy
Video Hosting
All other videos published directly on our website are self-hosted on our servers at Strato AG, Berlin, and do not involve any data transfer to third-party platforms.
No cookies are set for such videos, and no personal data is shared with external providers.
5. Own Services
In addition to the hosting services mentioned above, we operate our own online services.
These include the abstract submission and registration module, which is managed and maintained directly by us.
Personal data entered into these forms — such as name, email address, institution, and abstract details — are processed solely for the purpose of managing and organizing the related event or conference.
The processing is based on Art. 6 (1) lit. b GDPR (performance of a contract or pre-contractual measures) or, where applicable, on Art. 6 (1) lit. a GDPR (consent).
Your data will not be shared with third parties unless this is necessary for the fulfilment of contractual obligations or legally required.
6. Rights of the Data Subject in Relation to the Processing of Personal Data
If your personal data is processed, you are a data subject within the meaning of the GDPR and have the following rights with respect to the controller:
1. Right of Access
You have the right to obtain confirmation as to whether or not personal data concerning you is being processed.
Where that is the case, you have the right to obtain access to the following information:
(1) the purposes of the processing;
(2) the categories of personal data concerned;
(3) the recipients or categories of recipients to whom the personal data have been or will be disclosed;
(4) the envisaged period for which the personal data will be stored, or the criteria used to determine that period;
(5) the existence of the right to request rectification or erasure of personal data, or restriction of processing, or to object to such processing;
(6) the right to lodge a complaint with a supervisory authority;
(7) where the personal data are not collected from the data subject, any available information as to their source;
(8) the existence of automated decision-making, including profiling, and meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.
You also have the right to be informed whether your personal data is transferred to a third country or international organisation, and to be informed of the appropriate safeguards pursuant to Article 46 GDPR.
2. Right to Rectification
You have the right to obtain from the controller the rectification of inaccurate personal data concerning you and to have incomplete data completed without undue delay.
3. Right to Restriction of Processing
You may request the restriction of processing under the following conditions:
(1) you contest the accuracy of the personal data, for a period enabling the controller to verify the accuracy;
(2) the processing is unlawful and you oppose the erasure and request restriction instead;
(3) the controller no longer needs the data but you require it for the establishment, exercise, or defence of legal claims;
(4) you have objected to processing pursuant to Article 21(1) GDPR pending verification whether the legitimate grounds of the controller override yours.
Where processing has been restricted, such data shall, with the exception of storage, only be processed with your consent or for legal claims, protection of another person, or reasons of important public interest.
4. Right to Erasure (“Right to be Forgotten”)
You have the right to obtain from the controller the erasure of personal data concerning you without undue delay where one of the following applies:
(1) the data are no longer necessary for the purposes for which they were collected;
(2) you withdraw your consent and there is no other legal ground for the processing;
(3) you object to processing under Article 21(1) or (2) GDPR and there are no overriding legitimate grounds;
(4) the personal data have been unlawfully processed;
(5) the data must be erased for compliance with a legal obligation under Union or Member State law;
(6) the data have been collected in relation to the offer of information society services to children under Article 8(1) GDPR.
If the controller has made the data public, it shall take reasonable steps, including technical measures, to inform other controllers processing the data that you request the erasure of any links or copies thereof.
Exceptions:
The right to erasure does not apply to the extent that processing is necessary:
(1) for exercising the right of freedom of expression and information;
(2) for compliance with a legal obligation;
(3) for reasons of public interest in the area of public health;
(4) for archiving, scientific or historical research, or statistical purposes, where erasure would seriously impair such objectives;
(5) for the establishment, exercise, or defence of legal claims.
5. Right to Notification
If you have exercised the right to rectification, erasure, or restriction, the controller shall notify each recipient to whom personal data have been disclosed, unless this proves impossible or involves disproportionate effort. You have the right to be informed about those recipients.
6. Right to Data Portability
You have the right to receive the personal data you provided to a controller in a structured, commonly used and machine-readable format and to transmit those data to another controller without hindrance, where:
(1) processing is based on consent or on a contract, and
(2) processing is carried out by automated means.
You also have the right to have the data transmitted directly from one controller to another, where technically feasible.
7. Right to Object
You have the right to object at any time, on grounds relating to your particular situation, to processing of personal data concerning you based on Article 6(1)(e) or (f) GDPR, including profiling.
The controller shall no longer process the data unless it demonstrates compelling legitimate grounds overriding your interests, rights, and freedoms, or for legal claims.
If the data are processed for direct marketing, you have the right to object at any time; in such a case, your data shall no longer be processed for that purpose.
8. Right to Withdraw Consent
Where processing is based on consent pursuant to Article 6(1)(a) or Article 9(2)(a) GDPR, you have the right to withdraw your consent at any time.
The withdrawal shall not affect the lawfulness of processing based on consent before its withdrawal. Withdrawal can be made as easily as giving consent, for example by sending an email to our Data Protection Officer.
7. Photos at Events
We collect and process images of participants at selected events that are clearly marked on site.
We process your data to protect our legitimate interests or those of third parties (Art. 6(1)(f) GDPR), in particular for documenting and communicating about events, promoting future events, and for public relations purposes (especially through the creation, storage, and publication of photos taken during in-person events).
In exceptional cases, a transfer to third countries cannot be ruled out when publishing photos on the Internet. However, only media outlets that provide appropriate security guarantees (in particular, Standard Contractual Clauses) are used for such publications.
