Last updated: October 8, 2025
Website: https://www.cfdparschool.com
Data Controller: S.G.I. CFD SUMMER SCHOOL, VIA YURI GAGARIN 23 INT 140129, Bologna (BO), Italy
Email: organizzazione@cfdparschool.com
1) What this notice covers
This Privacy Policy explains how we collect, use, share and protect personal data of applicants and participants to the CFD Summer School, including the creation of WordPress accounts for the private area and related communications.
2) Data we process
2.1 Data you provide via the application form
- Identity & contact: name, surname, email, affiliation, gender.
- Documents & content: short CV (PDF), research interests, motivation letter.
- Preferences: dietary requirements / food intolerances (optional).
- Account data (participants only): upon admission we create a WordPress account (username, email; password set/reset by you).
2.2 Technical data
- IP address, browser/user-agent and basic telemetry gathered for security and anti-spam.
- Cookies: see our separate Cookie Policy.
Special category data: dietary requirements/food intolerances may reveal health information. We collect and process this only if you choose to provide it and with your explicit consent.
3) Purposes and legal bases (GDPR)
| Purpose | Legal basis |
|---|---|
| Receive and assess applications; select candidates; manage acceptances/rejections | Contract (Art. 6(1)(b)) and legitimate interest in running the school (Art. 6(1)(f)) |
| Administrative communications about the application, admission, payment and logistics | Contract (Art. 6(1)(b)) |
| Create and manage your WordPress private area account (admitted participants) | Contract (Art. 6(1)(b)) |
| Issue certificates of attendance; manage training credits where applicable | Contract (Art. 6(1)(b)) |
| Security, fraud/spam prevention, and platform maintenance | Legitimate interest (Art. 6(1)(f)) |
| Dietary requirements / food intolerances (hospitality needs) | Explicit consent (Art. 9(2)(a)) |
| Legal/financial compliance (invoices, accounting) | Legal obligation (Art. 6(1)(c)) |
| Optional newsletter and promotional updates about future editions and materials | Legal basis: Consent (Art. 6(1)(a) GDPR). You may withdraw your consent at any time, e.g., via the unsubscribe link or by emailing organizzazione@cfdparschool.com. We use double opt-in to confirm your subscription. |
We do not perform automated decision-making producing legal or similarly significant effects (Art. 22 GDPR).
4) Who receives your data (processors/recipients)
We use trusted providers acting as processors under written contracts:
- Hosting / WordPress infrastructure
- Email delivery / SMTP
We may share limited data with public authorities when required by law. We do not sell your personal data.
5) International transfers
Some processors may be located outside the EEA. Where this occurs, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses (SCCs) and perform transfer risk assessments. Categories may include hosting, email delivery, and file storage. Details available upon request.
6) Retention periods
Unless a different legal obligation applies, we keep data only as long as necessary:
- Applications (rejected/withdrawn): core application data kept for up to 12 months after notification to document the selection process, then deleted or anonymized.
- Applications (admitted, operational data): kept until the end of the edition and up to 10 months afterwards to provide access to the private area and course materials; then accounts are deleted and data minimized/anonymized.
- Financial records (invoices, payments): 10 years (legal obligation).
- Consent and security logs (including IP/User-Agent at consent time): 12 months.
- Dietary data (content + consent): deleted within 3 months after the event ends.
- CV uploads and motivation letters: deleted within 3 months after selection closure/outcome notification.
- Admission letters and certificates of attendance: retained for 5 years to document attendance and provide re-issuance upon request.
- Newsletter data (email, consent logs): retained until withdrawal of consent or 24 months of inactivity (no opens/clicks), whichever comes first.
Exact durations may vary to meet legal obligations or to establish/defend legal claims.
7) Your rights
You can request: access, rectification, erasure, restriction, portability, objection, and withdraw consent (for dietary data) at any time without affecting the lawfulness of prior processing.
To exercise your rights, email organizzazione@cfdparschool.com.
You also have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali) or your local DPA.
Where processing is based on our legitimate interests, you have the right to object. For marketing/newsletter, you can withdraw consent at any time without affecting prior processing.
8) WordPress private area
If you are admitted, we create a WordPress account linked to your email. You will set a password (or receive a reset link). You must keep credentials confidential and notify us of any suspected misuse. We may suspend or delete accounts for security or program-related reasons.
8.1 Account and course materials
We create an account to let you access the course content (slides, videos, PDFs). We process your data (first name, last name, email, affiliation) on the basis of the contract for purchase/participation. We keep the account and related data for the entire duration of access to the materials (e.g., 12 months). When that period ends, the account is deactivated and the data are minimized or deleted, without prejudice to legal obligations (e.g., invoicing records retained for 10 years). Promotional communications are optional and based on separate consent, which you can withdraw at any time.
9) Security
We apply technical and organizational measures appropriate to the risk (access controls, HTTPS, least-privilege, logging). No system can be 100% secure; we monitor and improve safeguards regularly.
10) Minors
The program is intended for adult applicants (university/doctoral context). We do not knowingly process data of children under applicable age thresholds.
11) Updates to this Policy
We may update this notice; the current version and “Last updated” date appear at the top. If we make material changes, we may notify you by email or on-site notice and, where required, request renewed consent.
12) Contacts
S.G.I. CFD SUMMER SCHOOL
VIA YURI GAGARIN 23 INT 140129, Bologna (BO), Italy
Email: organizzazione@cfdparschool.com