1. Extended Disclosure

Disclosure pursuant to Art. 13 Reg. EU/679/2016

We inform you that the personal data provided and/or collected, as part of the registration process and as part of the audio and video recording to the 29th International Conference on Optical Network Design and Modelling, ONDM2025 (Pisa from May 06th till May 09th 2025) and those necessary to make it possible to participate in the event, are processed in accordance with European (EU Reg. 679/2016) and national (d.lgs 196/2003 and ss.mm.ii.) regulations.

For this purpose, we inform you that:

1. Data Controller: The Sant’Anna School of Advanced Studies (hereafter also referred as School), in the person of the Rector p.t., Piazza Martiri della Libertà, n. 33 - 56124 Pisa, tel. 050.883111 - pec: protocollo@sssup.legalmailpa.it, which has authorized as the persons appointed [General Chair, Professor Luca Valcarenghi, Administrative Area Responsible, Daniela Parra email: ondm2025@santannapisa.it]. The processing will also be carried out by the personnel of the Sant’Anna School of Advanced Studies, instructed for this purpose and for this effect authorized.

2. Data Protection Officer: The Data Protection Officer of Sant’Anna School of Advanced Studies can be contacted at the following email address: dpo@santannapisa.it.

3. Purposes of Processing: The purposes of processing coincide with the organization of ONDM2025 International Conference. Specifically, personal data collected as part of ONDM2025 Conference participation may be processed to ensure and manage participation in the event in question. The data will be processed in order to finalize the registration for the event, make contact for information strictly related to the event itself and, where appropriate, for purposes of monitoring and verification of activities by the School and for the production of videos and multimedia promotional and dissemination material.

4. Methods of Processing: The methods of processing during the ONDM2025 International Conference will consist of the collection of images and audio. The images and audio will be recorded and/or videotaped using video cameras and cameras owned by the School. They will be transferred to and stored in the School's NAS folders, on the School's servers located in Italy for for 3 years after the end of the event. Some images may be selected and published on the institutional website and official channels of the Scuola Superiore Sant'Anna. The data subject to processing, including images, of filming and audio/video recordings (hereinafter, the "Images"), even in partial and/or modified or adapted form, made during the event will be processed, in full compliance with the GDPR. The data will be processed, also with the aid of electronic means, by individuals specifically appointed for the dissemination and communication activities of the Scuola Superiore Sant'Anna. The Images collected will be stored, also in electronic form and on any technological support for the purposes and within the limits defined above and may be disseminated in accordance with Law No. 150/2000 on institutional websites as well as through social network channels (Facebook, Twitter, Youtube by way of example but not limited to). It is in any case excluded under the aforementioned article and pursuant to Article 10 of the Civil Code any use of the Images that may cause prejudice to the honor, reputation or decorum of the person portrayed, filmed or recorded.

5. Legal Basis for Processing: The legal basis for the processing of data necessary for participation in the event is to be found, pursuant to Article 6(1)(e) (processing for reasons of public interest) of Regulation (EU) 2016/679. Should the data subject refuse to provide data for these purposes, the School will not be able to guarantee and manage his/her participation in the event. The legal basis for the processing for the realization of videos and photos is to be found, according to Art. 6, paragraph 1, letter a) of Regulation (EU) 2016/679 (processing carried out on the basis of the express consent of the data subject) as well as the fulfillment of the institutional obligations of the Sant’Anna School of Advanced Studies ex art. 6 lett. c) and e) and letter f) (pursuit of the legitimate interest in training, scientific dissemination, performance of institutional activities) Reg. EU 679/2016). The provision of data is free and optional. Refusal to provide consent for the use of the images will result in the impossibility for the Holder to disclose said images.

6. Rights of the Data Subject: Each data subject has the right to access his or her personal data, to request their rectification, updating and deletion, if incomplete, erroneous or collected in violation of the law, as well as to object to their processing for reasons recognized by the law, and to request their deletion, transformation into anonymous form or blocking of data processed in violation of the law including those whose preservation is not necessary in relation to the purposes for which the data were collected or subsequently processed, by making a request to the Data Controller and/or to General Chair, ONDM2025 professor Luca Valcarenghi, Administrative Area Responsible, dott.ssa Daniela Parra email: ondm2025@santannapisa.it or at privacy@santannapisa.it. It is also your right to lodge a complaint before the Data Protection Authority.

7. Third Party Disclosure: The data in question will not be disclosed or subject to transfer to third parties, in addition to the aforementioned publication of images relating to the event pursuant to the provisions of paragraph d), given the public interest of the initiative. We inform you that during the course of the event there may be the presence of professional journalists who will carry out, even independently, filming for the purpose of dissemination and communication in the press, in compliance with the limits imposed on the exercise of journalistic activity pursuant to Art. 85 Reg. EU 679/2016 and Articles 136 et seq. Legislative Decree 101/2018]. The data could be processed by companies and foundations, appointed as Data Processors, involved for example for the needs of technological maintenance of the site, for the management of web spaces, for the realization of photos or filming, as well as for the editing of videos.