POLIMIRIDE 2025: Information on the collection and processing of data pursuant to art. 13 and 14 of EU Regulation no. 679/2016 of 27 April 2016:

The following is the information prepared in accordance with art. 13 and 14 of EU Regulation no. 679 of 2016 (hereinafter EU Regulation).

The Data Controller indicated below will collect and process such data, contained in the PolimiRide 2025 registration form, as well as any images collected for the purposes described below.

The personal data indicated in the online registration form are necessary for the conclusion and consequent management of the relationship with the Politecnico di Milano for participation in the sports initiative.

Data Controller

Politecnico di Milano in the person of the Director General delegated by the Rector pro-tempore – contact: dirgen@polimi.it.

Internal data processor

Dr. Chiara Pesenti, Campus Life Area Manager.

The data will be processed by other authorized parties and for this purpose instructed in compliance with current legislation.

Data Protection Officer and Contact Points

Mail: privacy@polimi.it

Purpose of processing, legal basis, categories of data and storage period

For the purposes of applying European and national legislation on the subject (EU Reg. 679/2016, hereinafter Regulation), we inform you that your personal data will be used for the following purposes:

During the PolimiRide 2025 sporting event, images will be acquired in the form of photographs or videos that will be used for dissemination purposes of the various moments of the event, on promotional material of the event, on social media and in the press, as an exercise of the right to report.

The images, both photographic and video, will be stored in the computer archives of the Politecnico di Milano and/or of the partners participating in the event.

To this end, please refer to the information on multimedia content for events of the Politecnico di Milano, available at the link https://www.polimi.it/fileadmin/user_upload/Il-Politecnico/privacy/2025_02_19_contenuti_multimediali.pdf.

Acceptance of the Regulations dedicated to the initiative implies the granting of a non-exclusive license, without limit of duration and for the whole world, transferable to third parties, for the use of the Materials and includes the rights referred to in art. 12 to 19 of Law no. 633 of 22 April 1941, including but not limited to: right of publication; right of reproduction in any way or form; right to transcribe, edit, adapt, process and reduce; right of communication and distribution to the public, including the rights of projection, transmission and diffusion even in summary and/or reduced version, by any technical means, right to keep copies of the Materials, including in electronic form and on any technological support known or future invention for the purposes and within the limits defined above.

In any case, pursuant to the aforementioned Article 97 and pursuant to Art. 10 of the Civil Code any use of the Images that may cause prejudice to the honour, reputation or decorum of the person portrayed, filmed or recorded.

During the PolimiRide 2025 sporting event, the service called ENDUpix will be made available in order to allow the participant to identify and purchase photos of the sporting event that portray him. In relation to the aforementioned service, Engagigo S.r.l., the company providing the ENDUpix service, is to be considered the data controller of the special personal data necessary for the provision of the service. To this end, please refer to the information on the processing of personal data with reference to the ENDUpix service, available at the following link: https://ftp-endu-net.s3.amazonaws.com/pdf/informativa_endupix_2022v2_it.pdf.

Nature of processing

The provision of data for Purpose 1 in the table is mandatory. Any refusal will make it impossible to participate in the planned sporting initiative.

The provision of data for Purpose 2 in the table is optional. Any refusal will make it impossible to access the newsletter service provided.

Processing methods

The data are processed for the formalization and consequent organizational, administrative, legal and tax management of the contractual relationship that arises from the acceptance of the enrolment by the Politecnico di Milano.

In addition, the data:

• they are processed in order to communicate any information functional to ensure participation in the sporting event or other activities that take place within the event itself;
• they are processed in order to send newsletters related to the promotion of the sports initiatives of the Politecnico di Milano, as established for Purpose 2 expressed in the table;
• are processed electronically, electronically and on paper by internal staff, authorised collaborators and external data processors duly appointed by the Politecnico di Milano;
• stored on computer or paper and protected against unlawful or unauthorised access, theft, loss and destruction with appropriate security measures;
• shared with partners participating in the event, subject to consent, as well as for insurance purposes;
• health data are also processed in the form of a medical certificate of fitness for non-competitive and/or competitive sports and/or FIDAL/Runcard/FCI card/EPS card/UCI card requested, in order to ensure the proper conduct of the event for registered agonists and/or non-agonists; The data will be used only and exclusively for the purpose described.

Categorie di destinatari

In relation to the purposes indicated, the data may be communicated to public and/or private entities, or may be communicated to companies and/or persons who provide services, including external ones, also on behalf of the Data Controller.

In addition, your personal data may also be communicated to other public administrations, such as in anonymous form if they have to process the same for any procedures within their institutional competence, as well as to all those public entities to which, in the presence of the relevant conditions, communication is compulsorily required by provisions of European law, laws or regulations,  as well as insurance bodies for any accident practices.

Pursuant to art. 28 of the EU Regulation:

•     Avaibook Sports, for the collection of registrations for the Ecological Ride;

•     Evodata, for the collection of registrations for the Cycle Tourism and competitive race;

•     Company A&C Consulting, for the purpose of the technical management of the sporting event.

Rights of the data subjects

As a data subject, you may ask the Data Controller at any time:

• confirmation of the existence or otherwise of personal data concerning him/her;
• access to your personal data and information relating to them; the correction of inaccurate data or the integration of incomplete data; the erasure of personal data concerning you (upon the occurrence of one of the conditions indicated in Article 17, paragraph 1 of the Regulation and in compliance with the exceptions provided for in paragraph 3 of the same article); the limitation of the processing of your personal data (in the event of one of the hypotheses indicated in Article 18, paragraph 1 of the Regulation), the transformation into anonymous form or the blocking of data processed in violation of the law, including those whose retention is not necessary in relation to the purposes for which the data were collected or subsequently processed;

As a data subject, you also have the right to object, in whole or in part:

• for legitimate reasons to the processing of personal data concerning him/her, even if pertinent to the purpose of the collection;
• to the processing of personal data concerning him/her for the purpose of sending and promoting training initiatives and cultural events of the Politecnico di Milano.

These rights can be exercised by contacting privacy@polimi.it.

If you believe that your rights have been violated by the data controller and/or a third party, you have the right to lodge a complaint with the Data Protection Authority and/or other competent supervisory authority pursuant to the Regulation.