AI4Gov-project.euis the official website of the EU-funded AI4Gov project (funding from the European Union’s Authority as part of the Horizon Europe – The Framework Programme for Research and Innovation (2021-2027) call HORIZON-CL2-2022-DEMOCRACY-01-01: Artificial intelligence, big data and democracy, under Grant Agreement N° 101094905).
1) Who does this policy apply to?
This policy applies to all AI4Gov website (https://ai4gov-project.eu) users and its goal is to communicate how we, Maggioli SpA, collect and process your personal data.
2) When are your personal data collected and used?
There are several ways in how we can collect information about you:
- We collect your e-mail address when you subscribe to our newsletter.
- We may also collect your personal data (your name, your organization name, country, your contact details and the message itself) if you contact us via the contact form in our website, via social media, e-mail, phone, or any other digital communication channel. We will use this data only to reply to your initial message, unless you agree to receive information related to AI4Gov Project.
3) Who is the controller of your personal data and how can you contact them?
This website is developed by Maggioli SpA who is part of the AI4Gov consortium (“We”, “us”), and we are the controller for the data processing occurring here. You can contact us at:
Maggioli SpA, Santarcangelo di Romagna (RN) in via del Carpino 8, Italy, registered at the Chamber of Commerce of Rimini, Fiscal Code 06188330150 and VAT No 02066400405. Should you have further questions regarding the processing of your personal data, do not hesitate to contact: Maggioli SpA Data Protection Officer by sending an email to firstname.lastname@example.org
4) How do we use your data?
We process your personal data for the following purposes:
- If you subscribed to the newsletter: to regularly send you the AI4Gov newsletter, including invitations to events and webinars about the project. You may also receive email from us with questions and information about your subscription to our newsletter. You always have the opportunity to unsubscribe from our newsletter by contacting us at email@example.com or by clicking on the link provided in the newsletter.
- When you contact us through the contact form or via phone, e-mail or other digital communication channel: to answer the questions received via the contact form.
- Improve the website content and experience by analysing the user’s performance.
We may also process your personal data to comply with legal obligations or to comply, insofar we are legally allowed, with any reasonable request from competent law enforcement agents or representatives, judicial authorities, governmental agencies, or bodies, including competent data protection authorities.
5) What is the legal basis for collecting and using my data?
If you subscribe to our newsletter, you are providing your consent which is the legal basis on which we process your personal data. Your consent is voluntary but necessary to receive the newsletter. You may withdraw your consent at any time by sending an e-mail to firstname.lastname@example.org or by clicking on the link provided in the newsletter.
If you contact us via our contact form or via phone, e-mail, or other digital communication channel and for web analytics purposes we rely on our legitimate interest to be able to respond to your message, request or a question or improve the performance of our website.
6) Are we sharing your data?
The information collected from the website may, when necessary, be shared with:
- the AI4Gov consortium partners (i.e. if you ask a question relating to the role of a particular partner). The list of the partners is available here;
- potentially also with the European Commission when reporting AI4Gov results or governmental or judicial authorities insofar we are required by law to send them your personal data (e.g. police or law enforcement).
We will only share your personal data when necessary. Where possible, data will be anonymized and/or aggregated.
We do not intend to send your personal data outside of EEA. In case any transfer of personal data outside the European Economic Area (the European Economic Area consists of the EU, Liechtenstein, Norway and Iceland) would occur, we assure you that we will only do so in accordance with either Art. 45 GDPR (on the basis of an adequacy decision) or Art 46 GDPR (appropriate safeguards in place).
7) How long do we keep your data?
We process and store personal data as long as it necessary for the fulfilment of our contractual obligations under the Grant Agreement of the project. When this data is no longer necessary for the above purposes, it will be regularly deleted.
All personal data we collect to send you our newsletter we will keep for as long as you remain subscribed to our mailing list.
8) What are your rights as a data subject?
As defined in the Regulation (EU) 2016/679 (General Data Protection Regulation), User (data subject) has the following Rights:
- Right to have access to the Personal Data that is held about you by the Provider – what data we have collected, for what purpose, how it is processed and how long it is stored (article 15).
- Right to rectification (article 16). You have the right to obtain from the Provider the rectification of inaccurate personal data and to have incomplete personal data completed.
- Right to erasure (‘right to be forgotten’) (article 17). You have the right to obtain from the Provider the erasure of personal data concerning you.
- Right to restriction of processing (article 18). You shall have the right to obtain from the Provider restriction of processing where one of the following applies: (a) the accuracy of the personal data is contested (b) the processing is unlawful (c) the Provider no longer needs the personal data for the purposes of the processing.
- Notification obligation regarding rectification or erasure of personal data or restriction of processing by the controller (article 19). The Provider will communicate any rectification or erasure of personal data or restriction of processing carried out to each recipient to whom the personal data have been disclosed, unless this proves impossible or involves disproportionate effort. The Provider shall inform you about those recipients if you request it.
- Right to data portability (article 20). You have the right to receive the personal data concerning you, in a structured, commonly used and machine-readable format and have the right to transmit those data to another Party without hindrance from the Provider.
- Right to object (article 21).
You have the right to object to processing of your personal data. The Provider shall no longer process the personal data unless the Provider demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.
We handle your requests with the utmost care to ensure that your rights are protected. For any requests that may require assumption or disclosure of Personal Data, the User will have to demonstrate legitimate grounds for making the respective requests, as well as provide sufficient evident for the identity of the User.
In some cases, we may not be able to process your request directly. However, in any event we will inform you of the progress of your request within one month of the submission of your original request.
You always have the right to complain to the competent supervisory authority of the Member State. In Italy, the supervisory authority is the “Garante per la protezione dei dati personali (http://www.garanteprivacy.it/)”. The list of the European data protection authorities is available on the website of European Data Protection Board (https://edpb.europa.eu/about-edpb/board/members_en ).