Information on the processing of personal data in accordance with article 13 of the Regulation 2016/679 (GDPR) regarding the IAMC Annual Meetings
In accordance with the GDPR, the Integrated Assessment Modelling Consortium (hereinafter “IAMC”) would like to inform you about the processing of your personal data for the purpose of participating in the IAMC Annual Meetings (hereinafter “Meeting”).
We would also like to ensure you that all your personal data will be processed in full compliance with the GDPR.
- Data controller
The Data Controller is the IAMC, whose Secretariat is located at the offices of the International Institute for Applied Systems Analysis (IIASA) in Laxenburg, Austria (Schlossplatz 1, 2361 Laxenburg, Austria) e-mail: iamc@iamconsortium.org, represented by its Chairperson of the Steering Committee pro tempore.
Any requests for clarification regarding the processing of data or to exercise the rights recognized by the GDPR or to obtain clarification, may be conveyed through the aforementioned channels.
- Personal data categories
The categories of personal data processed for the purpose of participating in the Meeting include: name and surname, email address, telephone number, address, tax and bank data, professional profile information. We will also take pictures and/or record videos throughout the Meeting.
Moreover, to provide an adequate and secure service during the Meeting, IAMC will also process data concerning health conditions (i.e. allergies, food intolerances, special needs of assistance) and/or data revealing religious or philosophical belief (i.e. for dietary restrictions).
- Purposes and legal basis
We will process your personal data for the following purposes:
i. allow you to participate in the Meeting organized by the Data controller and to receive related communications about it (for example, log in credentials, changes in the agenda, etc.) as well as to provide a safe service during the Meeting;
ii. recording and/or streaming and/or taking pictures and/or publicly disclosing video and images of the Meeting on the IAMC website and on its social media channels (as well as on the website and social media channels of its partners), for the purpose of documenting and showing the Meeting itself;
iii. sending newsletters and other informative communications about initiatives, activities and events in the field of scientific research on climate change, without marketing or commercial purposes.
The legal basis of the data processing activities for purpose sub (i) is Article 6 (1) b) of the GDPR (“processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract“). To this end, providing your personal data is optional, but necessary to participate in the Meeting. If you do not provide your personal data, you will not be able to participate.
The legal basis of the data processing activities for purpose sub (ii) and (iii) is Article 6 (1) f) of the GDPR (“processing is necessary for the purposes of the legitimate interests pursued by the controller”): more specifically, the legitimate interest pursued by the Data Controller is the dissemination of scientific research, in accordance with its statutory objectives.
- Recipients and Data Processor
The data processing activities are carried out by the Data Controller and its duly instructed and authorized personnel, to the extent that they are called upon, by virtue of their duties, to process such data for the purposes indicated above.
For the aforementioned purposes, your personal data may also be communicated to third parties, that will contribute to the organization of the Meeting and/or that will provide specific services. To this end, as far as the recipients process the personal data as autonomous data controllers for their own purposes, the data subjects may directly contact them to obtain further information regarding the processing of their personal data and to exercise their rights provided by the GDPR.
The Data Controller may transfer personal data outside the EU. In this case, the whole operation (including the selection of the service providers) will be carried out in full compliance with the provisions of Chapter 5 “Transfers of Personal Data to Third Countries or International Organizations” of the GDPR.
Furthermore, the Data Controller has appointed the Fondazione Centro Euro-Mediterraneo sui Cambiamenti Climatici as Data Processor for the organisation of the Meeting, including the management of all the necessary services for its implementation.
- Data processing means
The processing of your personal data will be carried out using automated computer tools and, secondarily, manually.
Suitable security measures are observed to prevent data loss, illicit or incorrect use and unauthorized access.
- Retention period
Your personal data will be kept and stored for as long as necessary to fulfill the purpose for which it was collected, and however for no longer than 5 years, unless a longer retention period is required by law.
In relation to the purpose of providing the non-commercial newsletter service, personal data will be stored as long as the service is active: therefore, the data will be stored until a data subject asks to be removed from the mailing list.
- Rigths of Data Subjcets
Data subjects have the right to obtain from the Data Controller, where appropriate, access to their personal data as well as rectification or erasure of such data or the restriction of the processing concerning them, and to object to the processing (pursuant to Articles 15 to 22 of the Regulation).
You may exercise your rights by contacting the Data Controller at iamc@iamconsortium.org.
If you believe that your rights under the GDPR have been violated, you have the right to lodge a complaint with a supervisory authority.
PRIVACY POLICY OF THIS WEBSITE v.02/2022
The user’s Personal Data collected through the IAMC website are managed by IIASA as IAMC Secretariat (see IIASA terms of use and data protection), and will be processed in full compliance with current legislation and, in particular, regulation (EU) 2016/679. It is understood that, whenever IIASA proceeds in collecting Personal Data through the website, the user will be invited to consult the aforementioned regulation (EU) 2016/679, which will be provided for this purpose by the data controller, and will be invited to give the required authorization for processing the data.
Data Processor
By consulting this website, data on identified or identifiable persons may be processed. The data processor is IIASA, headquarters based at Schlossplatz 1, Laxenburg, Austria.
Browsing data
The computer systems and software procedures used to operate this website collect several personal data during normal use, which are implicitly transmitted through Internet communication protocols.
Due to its very nature, this information may allow to identify users through the processing of and association with data held by third parties.
This category of data includes: IP addresses or domain names of computers utilized by users who are connected to the site, URI – Uniform Resource Identifier – addresses of the resources requested, time of request, method used to submit the request to the server, size of the file obtained in response, numerical code indicating the status of the response from the server (successful, error, etc.), and other parameters related to the operating system and the computer or device of the user.
This information is only required for obtaining anonymous statistics regarding use of the website and for verifying if the website is functioning properly. The information could be used to ascertain responsibility in the event that any IT crimes are committed against the website.
Data voluntarily provided by the user
Sending e-mails in an optional, explicit, and voluntary manner to the addresses listed on this site and will subsequently lead to the acquisition of the sender’s address, which is required for responding to requests, along with any other personal data included in the message. These data are only used to perform the service or assistance requested and may be disclosed to third parties only if necessary for this purpose.
Data provided for requesting newsletters
The user can send a request to activate/deactivate the mailing of newsletters. For this purpose, the information necessary for managing the mailing, such as e-mail address and personal data, will be requested. These data are only used to perform the service or assistance requested and may be disclosed to third parties only if necessary for this purpose.
Data provided for application for registration to the IAMC Annual Meeting
The users who wish to attend the IAMC Annual Meeting must provide a set of data necessary for the management of registration, its administrative accounting, and subsequent participation in the Annual Meeting. These data are only used to perform the service or assistance requested and may be disclosed to third parties (in Italy and/or inside or outside the EU) only if necessary for this purpose. In particular, these data may be disclosed to the following subjects for the abovementioned purposes:
(i) the IAMC Secretariat’s internal accounting office and public authorities, where required by law or under their request;
(ii) credit institutions for the payment of provisions relating to the Annual Meeting registration fee;
(iii) institutions and/or external companies that the IAMC Secretariat and/or the Annual Meeting Local Organiser engages to carry out activities connected with, instrumental to or consequent to the registration and subsequent participation in the Annual Meeting (e.g. for press services; data processing and IT consultancy; promotional activities by companies participating in the Annual Meeting; for catering services; etc.);
(iv) external consultants (e.g. for the management of tax obligations, for the evaluation of the contributions/papers to be presented at the Annual Meeting), if not explicitly appointed as Data Processors.
Personal data will or may be communicated to the subjects indicated above (that are not explicitly appointed as Data Processors) as data controllers. They will perform this activity in accordance with the Privacy Code, in full autonomy, being unrelated to the original processing performed by the Annual Meeting organising institutions.
Without the consent to the communication of personal data and related processing, where it is required under the Privacy Code, all operations that require such communication cannot be executed.
The image and/or voice of the user taken/recorded during the Event may be diffused within the videos, audio and/or photographs of the Annual Meeting itself published on websites and social networks.
COOKIES POLICY
The following are the types and categories of cookies used by the website, how and why they will be used by IIASA (with headquarters based in Laxenburg, Austria), as well as instructions for refusing, deleting or changing the cookies settings in IAMC website and all sub-domains associated with it.
What are Cookies?
In computer technology, cookies are lines of text used to perform automatic authentications, track sessions, and store specific information about users who access the server, for example favorite websites or, in the event of purchases through internet, the content of their “shopping carts.” [from Wikipedia]
Cookies allow for preferences you provide when browsing a website to be saved, prevent you from having to always enter the same information multiple times, and analyze the use of services and content provided by the website, in order to optimize your browsing experience and the services offered.
The following are the types and categories of cookies used by the website, how and why they will be used by IIASA (with headquarters based in Laxenburg, Austria), as well as instructions for refusing, deleting or changing the cookies settings in IAMC website and all sub-domains associated with it.
No user profiling cookies are used on this website. The only processing operation we perform is related to the creation of statistics via pseudonymised and aggregated data concerning navigation in the iamconsortium.org website, as required by the Provision of the Data Protection Authority (n. 231 dated June 10th, 2021 and n. 229 dated May 8th, 2014).
How to erase cookies
Cookies are managed directly through the browser of the device you are using for your browsing activity.
Following are links to pages that are useful for managing cookies in browsers that are the most popular, both in mobile devices, as well as computers: Chrome, Firefox, Internet Explorer, Opera, Safari, Android, Blackberry, Safari (mobile), Windows Phone.
Types of cookies used on this website
Technical Cookies
These cookies are used to carry out the browsing process or provide a service requested by the user. They are not used for any other purpose and are normally installed directly by the data controller of the website. Without the use of these cookies, some procedures may not be able to be completed or would be more complex and/or less secure, such as home banking activities (viewing your bank account, performing money transfers, paying bills, etc.), for which cookies are essential, since they allow to identify the user and maintain the user’s identification within the session. (Source: Data Protection Authority)
Profiling Cookies
These are cookies used to track the user’s browsing activity on the web and create profiles regarding personal tastes, habits, choices, etc. Through these cookies, advertising messages can be sent to the user’s terminal, which are in line with the preferences already expressed by the same user through online browsing. (Source: Data Protection Authority).
IAMC website does not use its own profiling cookies. The user information collected through cookies are handled and processed anonymously by IIASA, which collects aggregate information on the number of users and how they visit the site for the sole purpose of optimizing the content proposed.
Third Party Cookies
When a user visits the website, cookies might be saved that are not controlled by IIASA but that refer to third parties. This information is completely handled and controlled by these third parties as described in their own cookies policy.
As for this website, there are two types of cookies that refer to third parties and, therefore, fall under the direct and exclusive responsibility of the third party controller.
Analytical cookies are cookies used to collect and analyze statistical information on access/visits to the website. They are comparable to cookies and other technical identifiers because they are only used to produce aggregate statistics, statistics concerning the individual website, and the fourth component of the IP address is masked; in addition, the Google Analytics platform has been configured so that the data is not used for other Google services.
Instead, Widgets are all those graphical components of the user interface of a program, which have the purpose of facilitating user interaction with the program itself (such as Facebook and Twitter cookies).
Users who do not wish to receive third party cookies on their devices must proceed through the informational documents and the consent forms set forth by said third parties.
The following are links that involve the website:
- Google (Analytics): https://tools.google.com/dlpage/gaoptout?hl=it
- Twitter: https://twitter.com/settings/security
- Youtube:https://policies.google.com/privacy?hl=en&gl=it
- ResearchGate:https://explore.researchgate.net/display/support/Security+and+privacy
This page (“Legal Notes”) is visible, through the link at the bottom of all the pages throughout the website, in compliance with Section 122, paragraph 2, of Legislative Decree n.196/2003 updated by Legislative Decree 10 Aug 2018 n. 101, and through following the simplified procedures for the informational documents and for acquiring consent for the use of cookies.