Privacy information DFIS4All

This privacy notice is issued pursuant to Article 13 of EU Regulation 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data, and in compliance with the legislation governing the processing of personal data and the free movement of such data.

This Privacy Notice concerns the processing of personal data carried out as part of the “DFIS4All” project, through which the Department of Physics at the Politecnico di Milano promotes scientific outreach activities aimed at schools of all levels and the general public. The project forms part of the University’s initiatives dedicated to social and cultural sustainability, in line with the objectives of the Strategic Plan.

Data Controller

Politecnico di Milano – Director-General, acting on behalf of the Rector pro tempore – contact: dirgen@polimi.it (mailto:dirgen@polimi.it).

Internal Data Processor

Prof. Mauro Nisoli, in his capacity as Head of Department, contact: mauro.nisoli@polimi.it (mailto:mauro.nisoli@polimi.it)

The data will be processed by other authorised persons who have been trained for this purpose in accordance with current legislation.

Data Protection Officer and contact points

Email: privacy@polimi.it (mailto:privacy@polmi.it)

Purposes of processing, legal basis, categories of data, and retention period.

For the purposes of applying relevant European and national regulations (EU Regulation 679/2016, hereinafter the "Regulation"), please be informed that your personal data will be used for the following purposes:

Purpose of processing for which the personal data are intended: purpose 1, registration for participation in the activities included in the “DFIS4ALL” program.

Legal basis for processing: public interest (Art. 6, para. 1, letter e) of the EU Regulation).

Categories of personal data subject to processing:

• Personal identification details;
• Contact details;
• School and class affiliation.

Personal data retention period: the collected data will be retained for a period of 6 months. Photographs may be taken during the event to document the initiative. Regarding the processing of such data, please refer to the Politecnico di Milano’s Multimedia Content Privacy Notice (https://www.polimi.it/fileadmin/user_upload/Il-Politecnico/privacy/2025_02_19_contenuti_multimediali.pdf).

The data subject to processing—including images from footage and audio/video recordings, whether in whole, in part, or in modified or adapted form, created during the initiative—will be processed in full compliance with the EU Regulation. The data will be processed, including by electronic means, by specifically designated personnel for dissemination and communication activities on Politecnico di Milano’s social media and streaming channels. The collected images will be stored—including in electronic format and on any technological medium—for the purposes and within the limits defined above, and may be disseminated pursuant to Law no. 150/2000 on institutional websites as well as via social network channels (including, but not limited to, Facebook, Twitter, YouTube, and LinkedIn). The use of the images does not entitle the subject to any compensation. Politecnico di Milano reserves the right to access or disseminate the images without further consent, pursuant to Art. 97 of Law no. 633/1941. This authorization entails the granting of a non-exclusive, worldwide, perpetual, and transferable license to third parties for the use of the materials; it includes the rights set forth in Articles 12 through 19 of Law no. 633/1941, including, but not limited to: the right of publication; the right of reproduction in any manner or form; the right of transcription, editing, adaptation, elaboration, and abridgment; the right of communication and distribution to the public, including the rights of projection, transmission, and dissemination—including in summarized and/or abridged versions—by any technical means; and the right to retain copies of the materials, including in electronic form and on any technological medium (whether currently known or invented in the future), for the purposes and within the limits defined above. In any event, pursuant to the aforementioned article and Article 10 of the Civil Code, any use of the images that might harm the honor, reputation, or dignity of the person portrayed, filmed, or recorded is excluded.

Nature of the data

Providing the data requested for Purpose 1 is optional. If the requested data is not provided, participation in the event cannot be guaranteed.

Processing methods

Processing for the aforementioned purpose may be carried out using either paper or digital formats, and performed manually and/or via electronic tools.

Specifically, data will be collected using Microsoft Forms.

Access to the collected data is restricted to duly authorized personnel.

Categories of recipients

In relation to the stated purposes, data may be disclosed to the following public and/or private entities, or to companies and/or individuals providing services (including external services) on behalf of the Data Controller. Specifically, collected data may be transmitted to service providers necessary for the execution of the initiative; these providers are formally appointed by Politecnico di Milano as "External Data Processors." Furthermore, collected data may be disclosed to third-party recipients acting as sponsors of the initiative, for their own purposes related to the initiative or similar events. Finally, personal data may also be disclosed to other public administrations—including in anonymized form where they need to process such data for proceedings within their institutional remit—as well as to public bodies to whom disclosure is mandatory under European law, statutes, or regulations, and to insurance entities for the handling of any accident-related claims.

Transfer to non-EU countries or international organizations

Personal data will be processed by the Data Controller within the territory of the European Union.

Should it become necessary—for technical and/or operational reasons—to engage entities located outside the European Union, or to transfer some of the collected data to technical systems and cloud-based services located outside the European Union, the processing will be governed in accordance with Chapter V of the EU Regulation and authorized based on specific European Union decisions.

All necessary precautions will therefore be taken to ensure the utmost protection of personal data, basing the transfer on:

a) adequacy decisions regarding the recipient third countries issued by the European Commission;

b) appropriate safeguards provided by the recipient third party pursuant to Art. 46 of the EU Regulation;

c) the adoption of binding corporate rules.

Rights of data subjects

• As a data subject, you may at any time request the Data Controller to: confirm whether or not personal data concerning you exists;
• provide access to your personal data and related information; rectify inaccurate data or complete incomplete data; erase personal data concerning you (subject to the conditions set out in Art. 17, paragraph 1 of the Regulation and the exceptions provided for in paragraph 3 of the same article); restrict the processing of your personal data (where the circumstances set out in Art. 18, paragraph 1 of the Regulation apply); or anonymize or block data processed in violation of the law, including data whose retention is unnecessary in relation to the purposes for which the data were collected or subsequently processed.

As the data subject, you also have the right to object, in whole or in part and on legitimate grounds, to the processing of personal data concerning you, even if such data is relevant to the purpose of collection.

These rights may be exercised by contacting privacy@polimi.it (mailto:privacy@polimi.it).

Should 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 any other supervisory authority competent under the Regulation.

Milan, 28/07/2026