Data Owner: The owner of the processing of personal data voluntarily provided or acquired automatically by the website is the University of Florence, based in Florence, Piazza San Marco 4, Italy, telephone +39 055 27571, e-mail urp@unifi.it, certified e-mail (PEC) ateneo@pec.unifi.it

Data Protection Officer: The Data Protection Officer (DPO) is Dr. Massimo Benedetti, Florence, via G. la Pira 4, Italy, telephone +39 055 2757667, email privacy@unifi.it

Types of Data Collected: This Application, independently or through third parties, may collect Personal Data, such as, but not limited to: name, surname, email, telephone number, address and various types of Data. Complete details on each type of Personal Data collected are provided by specific explanation texts displayed prior to the Data collection. Personal Data must be freely provided by the User when using this Application. Unless otherwise specified, all Data requested by this Application is mandatory. Failure to provide this data may make it impossible for this Application to provide its Service. In cases where this Application specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service. Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner. Any use of Cookies – or of other tracking tools – by this Application or by the owners of third-party services used by this Application serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy, if available. Users are responsible for any third-party Personal Data obtained, published or shared through this Application and confirm that they have the third party's consent to provide the Data to the Owner.

Mode and place of processing the Data: Methods of processing. The Owner takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data. The Data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Application (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.
Legal basis for the processing. The Owner may process Personal Data relating to Users if one of the following applies:

• Users have given their consent for one or more specific purposes
• the processing is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;
• the processing is necessary for compliance with a legal obligation to which the Owner is subject;
• the processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
• the processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.

In any case, the Owner will help clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.

Place. The Data is processed at the Owner's operating offices and in any other places where the parties involved in the processing are located. For more information, contact the Owner. Depending on the User's location, data transfers may involve transferring the User's Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data. Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union, and about the security measures taken by the Owner to safeguard their Data. If any such transfer takes place, Users can refer to the relevant sections of this document or inquire with the Owner using the contact information provided at the beginning of the policy.

Retention period. Personal Data shall be processed and stored for a maximum period of 10 years. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority. Once the retention period expires, Personal Data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

Purposes of processing of the collected data: The Data concerning the User is collected to allow the Owner to provide its Services, as well as for the following purposes: Contact the Users, Access to accounts on third-party services, Interaction with social networks and external platforms, Statistics, Manage contacts and send messages. Users can find further detailed information about such purposes of processing and about the specific Personal Data used for each purpose in the respective sections of this document.

Detailed information on the processing of personal data: Personal Data is collected for the following purposes and using the following services:
Mailing List or Newsletter (This Application). By subscribing to the mailing list or the newsletter, the Users’ email addresses are automatically inserted in a list of contacts for the transmission of email messages containing information (including of commercial and promotional nature) relating to this Application. The Users’ email addresses may also be added to this list as a result of registering to this Application or after making a purchase. Personal Data collected: surname, email address and name.

Contact form (This Application). By filling in the contact form with their Data, the User consents to the use of Personal Data as a response to requests for information, quotes, or of any other kind specified in the form header. Personal Data collected: surname, email address, name and various types of Data as specified in the privacy policy of the service.

Interaction with social networks and external platforms. This type of service allows interaction with social networks, or with other external platforms, directly from the pages of this Application. The interactions and information acquired through this Application are always subject to the User's privacy settings for each social network.

AddThis (Addthis Inc.). AddThis is a service provided by Clearspring Technologies Inc. displaying a widget for the interaction with social networks and external platforms and for the sharing of the Application’s contents. According to the settings, this service can show widgets belonging to third parties, for example the operators of the social networks where the interactions are to be shared. In this case, the third parties providing the widget shall also be aware of the User’s interaction and of the Usage Data concerning the pages where this service is installed. Personal data collected: Cookies and usage data. Place of the processing: USA - Privacy Policy.

Registration and authentication. By registering or authenticating, Users allows the Application to identify them and to give them access to dedicated services. Depending on what is stated below, registration and authentication services may be provided with the help of third parties. Shall this occur, this application will be able to access some data stored by the third-party service for registration or identification purposes.

Direct registration (This Application). Users register by filling in the registration form and providing their Personal Data directly to this Application. Personal Data collected: surname, email address, name and various types of Data as specified in the privacy policy of the service.
Statistics. The services contained in this section allow the Data Controller to monitor and analyse traffic data and are used to keep track of the User’s behaviour.

Google Analytics (Google Inc.). Google Analytics is a web analysis service provided by Google Inc. (“Google”) Google uses the Personal Data collected in order to track and examine the use of this Application, compile reports and share them with the other services developed by Google. Google could use Personal Data to contextualize and personalize the advertisements of its advertising network. Personal data collected: Cookies and usage data. Place of the processing: USA - Privacy Policy - Opt Out.

Rights of users: Users may exercise certain rights regarding their Data processed by the Owner. In particular, Users have the right to do the following:

• Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
• Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent. Further details are provided in the dedicated section below.
• Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing.
• Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.
• Restrict the processing of their Data. Users have the right, under certain circumstances, to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.
• Have their Personal Data deleted or otherwise removed. Users have the right, under certain circumstances, to obtain the erasure of their Data from the Owner.
• Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine-readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that the Data is processed by automated means and that the processing is based on the User's consent, on a contract which the User is part of or on pre-contractual obligations thereof.
• Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.Details about the right to object to processing. Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection. Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time without providing any justification. To learn, whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.

How to exercise these rights. Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. These requests can be exercised free of charge and will be addressed by the Owner as early as possible and always within one month.

Cookie Policy: This Application uses Cookies. 

Additional information about Data collection and processing: Legal action. The User’s Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Application or the related Services. The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.

Specific information. In addition to the information contained in this privacy policy, this Application may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.

System logs and maintenance. For operation and maintenance purposes, this Application and any third-party services may collect files that record interaction with this Application (System logs) use other Personal Data (such as the IP Address) for this purpose.
Information not contained in this policy. More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.

Response to “Do Not Track” requests. This Application does not support “Do Not Track” requests. To determine whether any of the third-party services used honour the “Do Not Track” requests, please read their privacy policies.

Changes to this privacy policy. The Owner reserves the right to make changes to this privacy policy at any time by giving notice to its Users on this page and possibly within this Application and/or - as far as technically and legally feasible - sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom. Should the changes affect processing activities performed on the basis of the User’s consent, the Owner shall collect new consent from the User, where required.

Legal definitions and references: Personal Data (or Data). Personal data shall be defined as any information which, directly or indirectly, also in connection with any other information, including a personal identification number, makes a natural person identified or identifiable.

Usage Data. Information collected automatically through this Application (or third-party services employed in this Application), which can include: the IP addresses or domain names of the computers used by the Users connecting with this Application, the URI addresses (Uniform Resource Identifier), the time of the request, the method used 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 response (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system used by the User, the various time details per visit (e.g. the time spent on each page) and the details about the path followed within the Application with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User's IT environment.

User. The individual using this Application who, unless otherwise specified, coincides with the Data Subject.

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

Data Processor (or Data Supervisor). The natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Data Controller, as described in this privacy policy.

Data Controller (or Owner). The natural or legal person, public authority, agency or other body which, individually or jointly with others, determines the purposes and means of the processing of Personal Data and the tools used, including the security measures concerning the operation and use of this Application. The Data Controller, unless otherwise specified, is the Owner of this Application.

This Application. The hardware or software tool by which the Personal Data of the User is collected and processed.
Service. The service provided by this Application as described in the relative terms (if available) on this site/application.

European Union (or EU). Unless otherwise specified, all references made to the European Union within this document include all current member states of the European Union and the European Economic Area.

Cookies. Small piece of data stored in the User's device.

Legal information: This privacy statement has been prepared based on provisions of multiple legislations, including Art. 13/14 of Regulation (EU) 2016/679. This privacy policy relates solely to this Application, if not stated otherwise within this document.

Published by FUP
CC BY 4.0
DOI: https://doi.org/10.36253/fup_best_practice.11