pursuant to Articles 13 and 14 of Regulation (EU) 2016/679 (GDPR)
1. Introduction
Centro Studi Internazionale Leone XIV ETS (hereinafter also referred to as the “Study Center” or the “Controller”), an Italian Third Sector Organization established within the Augustinian Community of Santo Spirito in Florence, promotes scientific research, education, cultural dissemination, publications, conferences, seminars, workshops and activities of social interest in accordance with its statutory purposes.
The Study Center recognizes the protection of personal data as a fundamental right and is committed to ensuring that all processing activities are carried out in compliance with the principles of lawfulness, fairness, transparency, data minimization, accuracy, storage limitation, integrity and confidentiality established by Regulation (EU) 2016/679 (“GDPR”).
This Privacy Notice describes how personal data are processed in relation to users visiting the institutional website, members, participants in events, seminars and workshops, newsletter subscribers, donors, collaborators and all individuals who interact with the Study Center.
2. Data Controller
The Data Controller is:
Centro Studi Internazionale Leone XIV ETS
Piazza Santo Spirito, 30
50125 Florence (Italy)
Legal Representative pro tempore: Fr. Giuseppe Pagano OSA, President of Centro Studi Internazionale Leone XIV ETS.
For any request concerning the processing of personal data, you may contact the Controller at:
E-mail: segretario@studiumleonexiv.org
Certified E-mail (PEC): centro_studi_internazionale_leone_xiv_ets@pec.it
3. Affiliated Organizations and Institutional Partners
The Study Center operates within the Santo Spirito convent complex in Florence and cooperates on a regular basis with the Augustinian Community of Santo Spirito and with A Minimo Incipe ETS in carrying out cultural, educational, scientific and outreach activities.
In pursuing its institutional mission, the Study Center may also collaborate with universities, ecclesiastical institutions, academic bodies, research centers, foundations, Third Sector organizations and other public and private entities at national and international level.
In connection with specific events, research projects, educational activities, publications or communication services, personal data may be shared with organizations involved in the initiative for which the data subject has registered or participated, solely to the extent necessary to achieve the stated purposes and in compliance with applicable data protection legislation.
Where activities are jointly designed and managed with other entities, the respective relationships shall be governed in accordance with Article 26 GDPR concerning joint controllership arrangements.
4. Categories of Personal Data Processed
a) Browsing Data
When visiting the website, certain technical information may be collected automatically, including:
- IP address;
- device identifiers;
- browser information;
- date and time of access;
- visited pages;
- aggregated statistical navigation data.
b) Data Voluntarily Provided by the Data Subject
The Study Center may collect:
- first name and surname;
- e-mail address;
- telephone number;
- institution or organization of affiliation;
- professional or academic position;
- postal address;
- any additional information contained in communications sent to the Study Center.
c) Membership Data
Where an individual applies for membership or maintains a membership relationship with the Study Center, the following data may be processed:
- identification and personal details;
- contact information;
- information required for the management of the membership relationship;
- data concerning membership fees and related administrative activities.
d) Event, Seminar and Workshop Registration Data
For participation in events organized or promoted by the Study Center, the following data may be processed:
- identification and contact information;
- registration data;
- information necessary for the organization of the event;
- administrative and accounting information related to participation.
e) Donation Data
In the event of donations or financial contributions, the Study Center may process:
- donor identification data;
- information required for administrative and fiscal management;
- payment-related information concerning bank transfers or electronic payment platforms.
f) Newsletter Data
For institutional communications and newsletters, the following data may be processed:
- first name;
- surname;
- e-mail address;
- subscription preferences and interaction statistics.
g) Photographs, Audio and Video Recordings
During conferences, workshops, seminars, public meetings and other institutional activities, photographs, audio recordings and video recordings may be produced for institutional documentation, scientific dissemination, historical archiving and communication purposes.
5. Purposes of Processing, Legal Basis and Retention Periods
Personal data are processed for the following purposes:
| Purpose | Legal Basis | Retention Period |
|---|---|---|
| Website operation, cybersecurity and technical management | Art. 6(1)(f) GDPR | Up to 12 months, unless longer retention is required for security purposes |
| Responding to requests and communications | Art. 6(1)(b) GDPR | Up to 24 months after the last contact |
| Membership applications | Art. 6(1)(b) GDPR | Up to 24 months if the application is not accepted |
| Membership management | Art. 6(1)(b) GDPR and legal obligations | Duration of membership and applicable statutory retention periods |
| Organization of events, seminars, workshops and conferences | Art. 6(1)(b) GDPR | Up to 10 years for administrative and accounting purposes |
| Research projects, publications and scientific activities | Art. 6(1)(e) and 6(1)(f) GDPR | As necessary for scientific, archival and institutional purposes |
| Administrative, accounting and tax compliance | Art. 6(1)(c) GDPR | Up to 10 years or longer where required by law |
| Donations and financial contributions | Art. 6(1)(b) and 6(1)(c) GDPR | Up to 10 years |
| Newsletters and institutional communications | Art. 6(1)(a) GDPR (consent) | Until consent is withdrawn |
| Institutional photography and audiovisual documentation | Art. 6(1)(f) GDPR | As necessary for documentation and historical archiving purposes |
6. Nature of Data Provision
Providing personal data necessary for membership applications, event participation, donations or specific requests is required in order for the Study Center to provide the requested services.
Failure to provide such data may make it impossible to process the request or establish the relevant relationship.
Providing personal data for newsletters and informational communications is optional and based on the data subject’s consent.
7. Processing Methods
Personal data are processed using paper-based, electronic and digital tools in accordance with the principles established by the GDPR.
Appropriate technical and organizational measures are adopted to prevent unauthorized access, disclosure, alteration or destruction of personal data.
8. Recipients of Personal Data
Personal data may be disclosed to:
- members of the governing bodies of the Study Center;
- collaborators, consultants and professional advisers;
- IT and technology service providers;
- administrative, accounting and tax service providers;
- banks and payment service providers;
- public authorities where required by law;
- institutional partners involved in specific activities;
- the Augustinian Community of Santo Spirito in Florence and A Minimo Incipe ETS where jointly organized activities are concerned.
Such entities may act as independent controllers, processors pursuant to Article 28 GDPR, or authorized persons under the authority of the Controller.
9. Third-Party Services and Platforms
The Study Center uses a number of third-party services, including:
Google Analytics
The website uses Google Analytics to collect statistical information regarding website usage, subject to the preferences expressed through the consent management system.
Mailchimp
Newsletter and informational communications are managed through Mailchimp, a service provided by Intuit Inc.
Subscription takes place exclusively on the basis of the data subject’s consent.
PayPal
Donations and online payments may be processed through PayPal.
Payment data are processed directly by the relevant payment provider in accordance with its own privacy policies.
Indico
The Study Center uses the Indico platform for the registration and management of conferences, workshops and scientific events.
WP Mail SMTP
Institutional communications and automated messages generated through website forms may be transmitted through WP Mail SMTP using the e-mail provider configured by the Controller.
10. International Data Transfers
Some services used by the Study Center may involve transfers of personal data outside the European Economic Area.
Such transfers are carried out in accordance with Articles 44 et seq. GDPR and on the basis of an adequacy decision, Standard Contractual Clauses or other safeguards provided by applicable law.
Further information may be requested from the Controller.
11. Research, Educational and Publishing Activities
In accordance with its statutory purposes, the Study Center promotes scientific research, education, cultural dissemination, academic cooperation and publishing activities.
Personal data of scholars, researchers, lecturers, authors, speakers, participants and members of scientific committees may therefore be processed for organizational, scientific, editorial, documentary, archival and institutional purposes.
The Study Center may retain documentation relating to its activities for scientific research, historical research, public-interest archiving and institutional documentation purposes in accordance with Article 89 GDPR.
12. Photography, Audio and Video Recordings
Photographs, audio recordings and video recordings may be produced during conferences, workshops, seminars, public lectures and other institutional activities.
Such materials may be used for:
- documenting institutional activities;
- reporting on events;
- producing informational and outreach materials;
- publication on the institutional website;
- dissemination through newsletters and official social media channels;
- historical and archival documentation.
Where required by applicable law, specific consent may be requested.
13. Rights of Data Subjects
Data subjects may exercise the rights provided by Articles 15-22 GDPR, including:
- access to personal data;
- rectification;
- erasure;
- restriction of processing;
- objection to processing;
- data portability where applicable;
- withdrawal of consent at any time;
- protection against solely automated decision-making where applicable.
14. Exercising Your Rights
Requests concerning personal data may be addressed to:
Centro Studi Internazionale Leone XIV ETS
Piazza Santo Spirito, 30
50125 Florence (Italy)
E-mail: segretario@studiumleonexiv.org
PEC: centro_studi_internazionale_leone_xiv_ets@pec.it
The Controller will respond within the time limits established by the GDPR.
15. Right to Lodge a Complaint
If a data subject believes that the processing of personal data violates applicable law, he or she has the right to lodge a complaint with the competent supervisory authority or seek judicial remedies under Articles 77, 78 and 79 GDPR.
16. Cookies and Similar Technologies
Information regarding cookies and tracking technologies used by the website is available in the dedicated Cookie Policy.
Users may modify their consent preferences at any time through the tools made available on the website.
17. Amendments to this Privacy Notice
This Privacy Notice may be updated from time to time as a result of legal, organizational or technological developments.
The most recent version will always be published on the institutional website of Centro Studi Internazionale Leone XIV ETS.
Last updated: June 2026
