Who processes personal data

The data controller is Acquedotto Pugliese S.p.A. (“AQP”), with its registered office at Viale Cognetti 36, 70121 Bari.

We have appointed a Data Protection Officer (DPO), who can be contacted by completing the form available at the following link:

https://www.aqp.it/privacy-cookie/tutela-dati

or by sending an email to the following address: dpo@aqp.it

This event is organised within the framework of the AQUA project, with Acquedotto Pugliese S.p.A. acting as the Lead Partner. Some organisational, communication, dissemination, monitoring, evaluation and reporting activities are carried out jointly with the AQUA project partners. Where necessary for these purposes, personal data may be shared with the project partners in accordance with this Privacy Notice and the applicable data protection legislation.

Why and for what purposes do we process personal data

The data collected when booking the event and visit will be processed to manage participation and provide the requested service, as well as for corporate security purposes and to protect assets and individuals. This will always be in compliance with Italian and European legislation on the protection of personal data and confidentiality obligations.

We are legally entitled to process your personal data in order to manage your booking and participation (implementation of contractual and pre-contractual measures), including sending confirmation emails, granting access to our premises, and ensuring corporate security in AQP's legitimate interests.

For online or hybrid events, personal data will also be processed to manage webinar registration, generate and send access credentials, organise virtual participation, manage interactions through chat and Q&A functions, provide technical assistance where necessary, and send communications before and after the event.

Personal data, images, photographs and video footage may also be processed, subject to specific consent from the data subject, for auditing, monitoring and evaluating project activities.

As the event is organised within the AQUA project, such processing may also be carried out for communication, dissemination, reporting and other obligations arising from the Interreg IPA ADRION Programme.

On the other hand, the processing of data relating to photographs and video footage is intended to document the event for advertising and promotional purposes only, within the context of the company’s institutional activities and initiatives.

Publication and/or dissemination may take place in any form on the company’s website, Web TV, in print (e.g. La Voce dell’Acqua), and/or via any other medium, including social media (e.g. Facebook, LinkedIn, YouTube and Twitter).

This processing will always be carried out with a view to protecting your privacy and respecting your rights, and is based on your consent as the data subject.

The images will not be transferred to third parties, but they may be viewed and processed by persons responsible for activities related to filming and editing the images. This includes third parties who have been appointed as data processors under Article 28 of the GDPR. They may also be used to remove individuals who have not provided consent for their data to be processed from the footage, or to ensure that they remain unrecognisable.

For online webinars, recordings may include presentations, shared screens, contributions to the chat, Q&A sessions, and voluntary interventions by participants via microphone and/or camera.

These images and recordings will be kept until the data subject withdraws their consent.

In accordance with the security requirements set out in the relevant regulations, processing will be carried out using IT systems, as well as on paper.

For online events, processing may also take place through webinar, videoconferencing, and digital collaboration platforms used to deliver the event.

We do not carry out processing based on automated decision-making (such as profiling).
 

Nature of the provision of data and consequences of refusal

Providing all the data required for the booking is mandatory. Therefore, failing to do so will prevent AQP from granting access to the event and company premises.

For online events, failure to provide the required personal data may also prevent participants from receiving access credentials and joining the webinar.

However, with regard to services for which consent forms the legal basis, the data subject may withdraw their consent at any time by writing to the Data Controller or the Data Protection Officer.

Consent to the use of personal data, images and footage for auditing, monitoring, evaluation and reporting purposes is optional and will not affect your participation in the event.

Similarly, consent to the taking of photographs or video footage for institutional promotional purposes is optional and will not affect your use of the services.
 

Data transfer

Personal data will primarily be processed within the European Union. Where necessary for organising the event and implementing the AQUA project, personal data may be shared with project partners, including those established outside the EU, but only for the purposes described in this Privacy Notice.

If such processing involves transferring personal data to a third country, Acquedotto Pugliese S.p.A. will ensure that the transfer is carried out in accordance with Chapter V of the GDPR. Appropriate safeguards will also be implemented, including adequacy decisions adopted under Article 45 GDPR, Standard Contractual Clauses under Article 46 GDPR, or any other safeguard set out in the Regulation.

Where webinar platforms or other technical services involve international transfers of personal data, these transfers will also comply with applicable GDPR provisions..
 

Retention of data

We will retain personal data for as long as is necessary to manage registration for and participation in the relevant event, webinar or visit, to send access information and related communications, and to fulfil reporting, monitoring, auditing and evaluation obligations connected with the initiative in question.

If the event is organised within the AQUA project, personal data may also be retained for as long as is necessary to fulfil communication, dissemination, monitoring, evaluation, audit and reporting obligations relating to the AQUA project and the Interreg IPA ADRION Programme.

Any personal data, images, audio recordings or video footage that is processed for project-related audit, monitoring, evaluation, dissemination or reporting purposes will be kept for as long as is necessary to carry out these activities. This period may be extended if the data subject has given their consent, until such consent is withdrawn. Once consent has been withdrawn, the retention period will be reduced accordingly, without prejudice to any further retention required by applicable law.

Once the project has been completed, personal data will be deleted or anonymised, unless a longer retention period is required by applicable law or necessary to protect AQP’s legitimate interests.

Images, audio recordings and video footage processed on the basis of consent will be retained until consent is withdrawn or until they are no longer necessary for the purposes for which they were collected.

To whom we disclose personal data (recipients and categories of recipients)

Personal data will be processed by authorised Acquedotto Pugliese S.p.A. personnel and external service providers acting as data processors. These providers have been appointed in accordance with Article 28 of the GDPR to carry out activities relating to the organisation, technical management, registration, recording and follow-up of the event, webinar or visit.

Where necessary for organising the event or implementing the AQUA project, personal data may also be shared with project partners, but only for the following purposes:

• participant registration and management;
• organisation of the event;
• communication with participants;
• dissemination of project results;
• monitoring and evaluation.
• Audit and reporting activities.
• Implementation of project deliverables.
• Other activities strictly connected with the AQUA project.

Each partner will process data in accordance with applicable data protection legislation, and within the limits of their respective roles and responsibilities.

Personal data will only be exchanged within the AQUA partnership where it is strictly necessary to organise the event and carry out communication, dissemination, monitoring, evaluation, audit and reporting activities connected with the project.

Where necessary, personal data, images, audio recordings and video footage may also be disclosed to the authorities and bodies responsible for monitoring, auditing, controlling and evaluating the Interreg IPA ADRION Programme, as well as to entities appointed by AQP or project partners to carry out activities related to the implementation of the project.

Personal data necessary for participation in the event or webinar will not be publicly disclosed.

However, it may be communicated to public authorities, judicial authorities or other legally entitled bodies where required by law.

Some AQUA project partners are based in countries outside the European Union. Where personal data is shared internationally, this will only take place in accordance with Chapter V of the GDPR and the safeguards referred to in the previous section.

How we safeguard participants’ rights

Data subjects have the right to obtain confirmation at any time as to whether their personal data is being processed, and if so, to access such data. They also have the right to receive the following information:

• the origin of the data;
• the purposes of processing;
• the processing methods;
• the recipients or categories of recipients;
• the applicable retention period.

They may also request:

• the rectification, updating or completion of inaccurate or incomplete data;
• the erasure of personal data;
• the restriction of processing;
• the portability of their data to another controller, where applicable;
• to object to processing on grounds relating to their particular situation.

Where processing is based on consent, data subjects may withdraw their consent at any time without affecting the lawfulness of processing carried out before its withdrawal.

These rights can be exercised by contacting Acquedotto Pugliese S.p.A. or its Data Protection Officer using the dedicated form available at:

https://www.aqp.it/privacy-cookie/tutela-dati

or by email at: dpo@aqp.it

Data subjects also have the right to lodge a complaint with the relevant supervisory authority, including the Italian Data Protection Authority:

https://www.garanteprivacy.it

Internal security

Visitors to AQP premises should be aware that the company has established security measures.

Some areas may be subject to restrictions and controls, including video surveillance for security purposes. Any processing of personal data carried out through these systems complies with applicable Italian and European data protection legislation.

Movement within the premises, buildings and infrastructure is subject to applicable access and safety rules. Visitors are required to follow the instructions provided by authorised AQP personnel, and they may be held liable for any damage caused intentionally or negligently by them.

Participation and security rules for the online webinar

The webinar will be delivered via a digital platform designed to facilitate secure and organised participation.

Access may be subject to prior registration, authentication and technical checks. Participants must use the personal access link provided by the organisers and must not share it with third parties.

Microphones and cameras may be disabled by default. Where necessary for the proper conduct of the webinar, the host or moderator may grant speaking, screen-sharing or video permissions.

Participants are required to:

• Use the platform responsibly.
• Follow the moderator's instructions.
• Use only the personal access link provided by the organisers and do not share it with third parties.
• Avoid conduct that may disrupt the event or interfere with its technical operation.
• Refrain from recording, reproducing or distributing webinar content without prior authorisation.
• Avoid sharing confidential information or personal data relating to third parties through the chat or Q&A functions.
• Respect the rights, confidentiality and reputation of speakers and other participants.

AQP may restrict, suspend or terminate access in the event of improper conduct, unauthorised use of the platform, security risks, or behaviour that is inconsistent with the webinar's objectives.

Any personal data generated through the registration process or during use of the platform's chat, Q&A, audio, video or recording functions will be processed in accordance with this Privacy Notice.

Where technically possible, the webinar platform may disable participants' microphones and cameras by default, enabling them only when authorised by the organiser or moderator.

Online platforms will be configured to minimise the collection of personal data and process only the information necessary for organising and delivering the event.