International student Congress on Clinical Innovation and Medical Sciences

Privacy Policy

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Privacy Policy and Personal Data processing of the International student Congress on Clinical Innovation and Medical Sciences (ICOCIMS)

This privacy Policy describes how the International student Congress on Clinical Innovation and Medical Sciences (ICOCIMS), along with its services and Website (icocims.unipr.it) collects, protects, uses and discloses the Personal Data provided by the User when accessing and interacting with the Website and any of ICOCIMS products or services, in accordance with Article 13 of EU regulation 2016/679 (GDPR) for the processing of Data collected through web browsing. It also describes the choices available to the User regarding the use of their Personal Data and how they can access and update this information.

 

The validity of this note does not apply to companies that ICOCIMS does not own or control, or to entities or individuals that are not managed by ICOCIMS; hence the information contained in this document is not relevant to any other website, even though icocims.unipr.it might be accessible from links provided in them.


ICOCIMS undertakes to comply with the general principles of the EU Regulation 2016/679 of lawfulness, correctness, transparency, appropriateness, relevance and necessity in processing the Data acquired, using appropriate technical and organizational measures to protect the confidentiality and the rights of Users. ICOCIMS respects the privacy of the visitors to the Website and the Personal Data collected will be used for limited purposes.

 

This document will provide specific information and details regarding the following topics:

    • Owner and Data Controller
    • Purposes of Data processing
    • Types of Data collected
    • Image rights
    • Legal bases of Data Processing
    • Mode and place of Data processing
    • Retention time
    • Rights of Users
    • Displaying content from external platforms
    • Cookies
    • Privacy of children
    • Changes to the Privacy Policy
    • Information Security
    • Additional information about Data collection and processing
    • Legal references
    • Definitions
    • Acceptance Of This Policy

 

Owner and Data Controller
The Owner of the Website and Data Controller is the International student Congress on Clinical Innovation and Medical Sciences (ICOCIMS).
URL: icocims.unipr.it
Email: general.icocims@unipr.it

It is a responsibility of the ICOCIMS Organizing Committee who is in office at the time to process the Personal Data of Users.

 

Purposes of Data processing
The Data collected is used exclusively within ICOCIMS activities and for the following purposes:

    • To enable navigation of the ICOCIMS Website (icocims.unipr.it);
    • To provide the User with the information and services requested, to contact the User and to present events carried out by ICOCIMS;
    • To disseminate and share the results of the User’s research activities, only with the User’s explicit consent; promotion could leverage various channels, including third-party Publishers;
    • To showcase the Members, Partners, Ambassadors, Sponsors and Associates of ICOCIMS on the Website and on other communication platforms; the collected Data will be used to create informative profiles for individuals belonging to the mentioned categories, providing personal details to the extent the individual people or associations/institutions agree to;
    • To communicate with ICOCIMS’s Team Members, Partners, Ambassadors, Sponsors and Associates; to ensure the User’s privacy, ICOCIMS will only share the Data necessary to improve the User’s personal experience and to guarantee the services requested by the User;
    • To verify the proper functioning of the Website, carry out monitoring activities for security purposes and identify actions aimed at improving the services provided;
    • To fulfill legal obligations, comply with orders from public authorities, protect its rights and interests (or those of its Users or third parties), detect any malicious or fraudulent activity.

 

Types of Data collected
Personal Data may be freely provided by the User, or collected automatically when using icocims.unipr.it.


ICOCIMS collects the following types of Personal Data:

    • Usage Data and navigation Data collected during the User’s interaction with the Website, transmitted implicitly with the use of Internet communication protocols and/or web resources.
    • If the User voluntarily chooses to send an email to an address mentioned on the ICOCIMS Website, the sender’s email address and any other information included in the request will be subsequently collected and solely used to respond to the inquiry.
    • If the User voluntarily chooses to register through specific forms present on the Website, on other ICOCIMS platforms, or directly sent to them, the subsequent acquisition and processing of all the Data contained in the fields filled in by the User is carried out exclusively to provide the service requested. ICOCIMS, via specific forms, could collect Data that may include, but is not limited to: full name; email address; telephone number; IBAN and/or billing address; date of birth; civil or tax identification number; country; state; city; academic background; information on reasons to participate in certain activities; information on experience useful for participating in certain activities; field of activity; company name; workplace; profession; photo of the User; or any other identifying element that, by law, is considered so.

 

For specific services and registration to events, failure to provide requested Data may make it impossible for ICOCIMS to grant participation in activities to the User. To receive these services, the User freely and consciously consents to the use, storage and processing of mandatory Data. The registration to events promoted and developed by ICOCIMS constitutes express consent on the part of the User to this Privacy Policy, and they declare to be fully aware of it. The User, freely and consciously, is giving permission for the processing of their Personal Data, specifically for the selected purposes, and they are guaranteed that the Data collected will only be used for the purposes described.


If there is a need to process Personal Data provided for reasons other than those aforementioned, ICOCIMS will request the User’s consent, and will not be able, under any circumstances, to use the User’s Personal Data if due consent is not given.

 

In cases where ICOCIMS specifically states that some Data is not mandatory, Users are free not to share this information without consequences to the availability of the service. Users who are uncertain about which Personal Data is mandatory can enquire the Owner via the contact information provided.


Users are responsible for any third-party Personal Data obtained, published or shared through ICOCIMS and confirm that they have the third party’s consent to provide the Data to the Owner.

 

Image rights
ICOCIMS reserves the right to capture photographic, video, and other visual recordings of participants during its events. By participating in an event, the User implicitly grants permission to the Owner for the publication of these materials, which may include participants’ images. This publication is undertaken solely for the purpose of describing and promoting ICOCIMS initiatives.

 

Legal bases of Data Processing
The legal bases for the processing of Personal Data by ICOCIMS can be identified as follows:

    • Performance of tasks of public interest, or in the exercise of official authority vested in the Owner;
    • Legitimate interest, when the User has given consent to the processing of their Personal Data for one or more specific purposes;
    • Legitimate interests pursued by the Owner or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the User which require protection of Personal Data;
    • Processing of Data useful for the prevention and suppression of fraud and any illegal activity;
    • Processing necessary for compliance with a legal obligation where the User is one of the parties, or in order to take steps at the request of the User prior to entering into a contract;
    • Processing necessary for performance of an agreement with the User and/or for any pre-contractual obligations thereof;
    • Consent by the interested party as per Section 6(1) GDPR.

 

Mode and place of Data processing
Methods of processing
ICOCIMS implements appropriate security measures to safeguard Personal Data. This includes using computer and telematic tools suitable for storing and managing information, and, in any case, ensuring their security and protecting the privacy of the User. These measures aim to prevent unauthorized access, disclosure, modification, or destruction of Personal Data, ensuring its utmost confidentiality.

 

Place
The Data is processed in any place where the parties involved in the processing are located. Data processing outside the European Union (EU), specifically Italy, does not generally take place. Depending on the User’s location, their Personal Data may be transferred to a country other than their own and ICOCIMS cannot rule out the possibility that data may be routed via Internet servers located outside the EU. However, the Data is encrypted during transport via the Internet and thus protected from unauthorized access by third parties.

 

Specific categories authorized to process and/or access Personal Data
The Personal Data of Users will be known and processed, in compliance with current legislation on the subject, by Members, Collaborators, Sponsor, and Partners of ICOCIMS, involved in the provision of services associated with ICOCIMS. The Data may be accessible to specific individuals involved with the operations of ICOCIMS or to external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies). Additionally, ICOCIMS may need to share User’s personal data with third-party entities assisting with planning and executing specific activities. Moreover, information could be shared with Public Security Authorities or other public entities for purposes of defense, state security and detection of crimes, or to the Judicial Authority in compliance with legal obligations, where criminal offenses are identified.

 

All Data collected will be for the exclusive use of ICOCIMS and always used for the purpose indicated upon its collection. Each and every person working at ICOCIMS, who, due to the responsibilities executed, needs to access Personal Data and has been authorized to do so, is bound by the duty of confidentiality and protection of personal information. The information will always be treated confidentially, and its transfer to unauthorized third parties, whether they are a private person or a corporate entity, is prohibited without the User’s explicit consent.

 

Retention time
Personal Data will only be retained for the time strictly necessary to pursue the goals for which it was collected. Therefore:

    • Personal Data collected for the performance of a contract between ICOCIMS and the User, or between the User and a third-party related to ICOCIMS, shall be retained until such contract has been fully performed.
    • Personal Data collected for the purposes of ICOCIMS legitimate interests shall be retained as long as needed to fulfill such purposes.
    • Personal Data might be collected for longer periods of time with specific consent from the User, as long as consent is not withdrawn.
    • Personal Data might be collected for longer periods of time if requested by authorities, in order to fulfill legal obligations.
    • Once the retention period ends, Personal Data will be permanently deleted. Therefore, the User’s right to access, modify, correct, erase or transfer Data will no longer be applicable.

 

Rights of Users
The consent to the collection and processing of Personal Data is optional. The User may withhold consent and may revoke consent already given at any time. However, denying consent may result in the inability to provide certain services. To the extent permitted by law, at any time Users have the possibility to:

    • Withdraw and restrict their consent to the processing of their Personal Data;
    • Access their Data, obtain disclosure regarding the processing of Data by the Owner and receive a copy of the Data undergoing processing;
    • Verify the accuracy of their Data and seek rectification, updates or corrections;
    • Have their Personal Data deleted or otherwise removed;
    • Lodge a complaint; if the User believes that the processing of their Personal Data is in violation of the GDPR, they have the right to lodge a complaint with the Data Protection Authority (Art. 77 GDPR), or to take appropriate legal action (Art. 79 GDPR).

 

How to exercise these rights
All inquiries regarding the exercise of User rights should be directed to the Owner through the contact information provided in this document. These requests will be processed free of charge and responded to by the Owner at the earliest possible opportunity. Any rectification, erasure, or restriction of processing of Personal Data will be communicated by the Owner to each recipient to whom the data was disclosed. However, this communication may be waived if deemed impossible or excessively burdensome.

 

Displaying content from external platforms
icocims.unipr.it allows the User to view content hosted on external platforms, such as embedded content (e.g. videos, images, articles, etc.) and interact with them directly from this Website. Embedded content from other websites behaves in the exact same way as if the User has visited the other website. These websites may collect data about the User, use cookies, embed additional third-party tracking, and monitor the User’s interaction with that embedded content. This type of service might still collect web traffic data for the pages where the service is installed, even when Users do not use it.

 

Google Fonts
Google Fonts is a typeface visualization service provided by Google Ireland Limited that allows icocims.unipr.it to incorporate content of this kind on its pages. Google’s Privacy Policy: https://policies.google.com/privacy
Personal Data processed: Trackers; Usage Data.
Place of processing: Ireland.

 

Microsoft Forms (Microsoft Corporation)
Microsoft Forms allows individuals and organizations to create surveys, quizzes, polls, and other types of forms. ICOCIMS might use Microsoft Forms to organize events, collect feedback, or improve services. Microsoft’s Privacy Policy: https://www.microsoft.com/en-gb/privacy/privacystatement

 

Microsoft Privacy Statement:
Personal Data processed: the scope and type of Data processed depends on the information provided during participation in a vote or survey, particularly for open-ended questions, which can capture a broader range of data. The following personal data may be subject to processing: IP address; Username; Display name; email address; Profile picture (optional, if stored in Microsoft 365); Preferred language; Status (optional, if stored in Microsoft 365); Date and time of opening the survey; Date and time of dispatch of the reply(s); Survey-specific data (the scope of this data depends on the questions and answers, etc.).


If the User takes part in an anonymous survey, their answer will not contain any identifiable Personal Data. The anonymous survey Data (e.g. country of origin, field of studies, personal opinions), will be collected with the sole purpose of improving services and promoting future events. If ICOCIMS decides to publish the anonymized Data, publication will occur in a way that ensures the Data cannot be traced back to individual Users.


Legal basis: if the Personal Data is not required by ICOCIMS, but is nevertheless an elementary component of the use of Microsoft Forms, Art. 6 (1) f) GDPR is the legal basis for data processing. In these cases, ICOCIMS legitimate interest lies in effectively ensuring User satisfaction.


If survey responses contain special categories of data within the meaning of Art. 9 GDPR, e.g. data on food allergies, which are required for the purpose of event planning, the legal basis is Art. 9 (2) lit. a) or Art. 6 (1) lit. a) GDPR (consent of the data subject).


Recipients: Recipients of the data are only the respective responsible survey creators and a limited number of ICOCIMS Team Members. Other recipients of the Data may be technical service providers, or other third-party entities, who are involved in conducting the surveys, planning the event, sending out invitations or providing the IT infrastructure.


Place of processing: Microsoft Corp. is based in the USA. Processing can therefore take place outside the EU, namely in the USA. If there is a transfer to a third country, there are guarantees in the form of standard contractual clauses of the EU Commission.


Provision required or necessary: Without the Personal Data required, ICOCIMS will not be able to carry out the services described in the surveys or forms.

 

Google Forms (Google LLC)
Google Forms is a survey administration software included as part of the free, web-based Google Docs Editors suite offered by Google. ICOCIMS might use Google Forms to organize events, collect feedback, or improve services. Google’s Privacy Policy: https://policies.google.com/privacy

 

Google’s Privacy Policy:
Personal Data processed: the scope and type of Data processed depends on the information provided during participation in a vote or survey, particularly for open-ended questions, which can capture a broader range of data. The following personal data may be subject to processing: IP address; Username; Display name; email address; Profile picture (optional, if stored in the User’s Google Account); Preferred language; Status (optional, if stored in the User’s Google Account); Date and time of opening the survey; Date and time of dispatch of the reply(s); Survey-specific data (the scope of this data depends on the questions and answers, etc.).


If the User takes part in an anonymous survey, their answer will not contain any identifiable Personal Data. The anonymous survey Data (e.g. country of origin, field of studies, personal opinions), will be collected with the sole purpose of improving services and promoting future events. If ICOCIMS decides to publish the anonymized Data, publication will occur in a way that ensures the Data cannot be traced back to individual Users.


Legal basis: if the Personal Data is not required by ICOCIMS, but is nevertheless an elementary component of the use of Google Forms, Art. 6 (1) f) GDPR is the legal basis for data processing. In these cases, ICOCIMS legitimate interest lies in effectively ensuring User satisfaction.


If survey responses contain special categories of data within the meaning of Art. 9 GDPR, e.g. data on food allergies, which are required for the purpose of event planning, the legal basis is Art. 9 (2) lit. a) or Art. 6 (1) lit. a) GDPR (consent of the data subject).


Recipients: Recipients of the data are only the respective responsible survey creators and a limited number of ICOCIMS Team Members. Other recipients of the Data may be technical service providers who are involved in conducting the surveys, planning the event, sending out invitations or providing the IT infrastructure.


Place of processing: Google LLC is based in the USA. Processing can therefore take place outside the EU, namely in the USA. If there is a transfer to a third country, there are guarantees in the form of standard contractual clauses of the EU Commission.


Provision required or necessary: Without the Personal Data required, ICOCIMS will not be able to carry out the services described in the surveys or forms.

 

Cookies
icocims.unipr.it does not collect cookies while Users are browsing the site. However, external platforms visible on ICOCIMS’s website might collect cookies and other Usage Data. Please refer to the Privacy Policies of the specific third-party services to learn more about their commitment to safeguarding User’s Data privacy.

 

Privacy of Children
ICOCIMS does not knowingly collect any information from children under the age of 13. The Owner encourages parents and legal guardians to monitor their children’s Internet usage, instructing them never to provide personal information through this Website or related services. If a User has reason to believe that a child under the age of 13 has provided personal information to ICOCIMS through this Website or other services, they should contact the Owner via the email address provided.


Users must be 16 years of age or older to consent to the processing of their Personal Data. Parental or guardian consent may be accepted for minors on a case-by-case basis.

 

Changes to the Privacy Policy
ICOCIMS reserves the right to make changes to this Privacy Policy at any time. The updated version of the document will affect Personal Data collected after modifications. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom. If the changes collide with the Data already held by ICOCIMS, the Owner is obliged to inform the User by sending a notice via any contact information available. The User will be required to either renew their consent, or to assert their right for the Data to be erased. Continued use of the ICOCIMS website, or any other platforms, after the effective date of the revised Privacy Policy will constitute the User’s consent to those changes.

 

Information Security
ICOCIMS strives to protect the Personal Information provided by the User, however no Data transmission over the Internet or wireless network can be guaranteed. Therefore, the User must acknowledge that:

    • There are security and privacy limitations of the Internet which are beyond the Owner’s control;
    • The security, integrity, and privacy of any and all information and Data exchanged between the Owner and the ICOCIMS website, or other platforms, cannot be guaranteed;
    • Any such information and Data may be viewed or tampered with in transit by a third party, despite best efforts.

 

Additional information about Data collection and processing
More details regarding the collection or processing of Personal Data may be requested from the Owner at any time, by contacting ICOCIMS via the email address provided at the beginning of this document.

 

Legal references
This privacy statement has been prepared based on multiple legislations, including Art. 13/14 of Regulation (EU) 2016/679 (General Data Protection Regulation).

 

Definitions
Personal Data (or Data)
Any information that relates to an identified or identifiable living individual. Different pieces of information, which collected together can lead to the identification of a particular person, also constitute personal data.

 

Usage Data
Information collected automatically through a website (or third-party services employed by the organization), which can include: the IP addresses or domain names of the computers utilized by the Users, the time of the request, the method utilized to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server’s answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilized by the User, the various time details per visit, and other parameters about the device operating system and/or the User’s IT environment.

 

User
The individual using the ICOCIMS website or any other ICOCIMS services and platforms, who, unless otherwise specified, coincides with the Data Subject.

 

Data Subject
The natural person to whom the Personal Data refers.

 

Data Controller (or Owner)
The natural or legal person, public authority, business, agency or other body which determines the purposes and means of processing Personal Data.

 

Tracker
Any technology (e.g Cookies) that enables the tracking of Users, for example by accessing or storing information on the User’s device.

 

Acceptance Of This Policy
The User acknowledges that they have read this Privacy Policy and agree to all its terms and conditions. By using the Website or its Services, the User agrees to be bound by this Policy. If the User does not agree to abide by the terms of this Policy, they are not authorized to use or access the Website and its services.


Latest update: October 12, 2024