Privacy and personal data

07 / Privacy notice

Art. 7.1 / Controller, contacts and scope

The controller is AIPI – Associazione Italiana Professionisti Interior Designers, Via Principe Eugenio 24, 20155 Milan, Italy, represented by its current President. Privacy contact: privacy@aipi.it. Competition Secretariat: vnaward@aipi.it. This notice under Articles 13 and 14 of Regulation (EU) 2016/679 (GDPR) covers the VN AWARD competition. Any subsequent professional commissions require notices from their respective controllers.

Art. 7.2 / Data and sources

Data include names, contact details, country, professional activity or course of study, category, team membership, competitor code, submissions, correspondence, declarations, signatures and acceptance records. Data are provided by the individual or an authorised team leader; every member receives this notice and signs the declarations concerning them. Anonymous boards must not contain names, contact details, signatures, identity documents or unnecessary third-party data. Health data are not requested; assistance needs should be discussed privately with the Secretariat, providing only essential information.

Art. 7.3 / Purposes and lawful bases

Registration, eligibility checks, communications, submission management and awards: performance of the participation terms and pre-contractual steps (GDPR Article 6(1)(b)). Statutory obligations: Article 6(1)(c). System security, prevention of abuse, protection of rights and documentation of results: the controller’s legitimate interests, subject to necessity and balancing assessments (Article 6(1)(f)). Publication of results, selected works and author credits is part of the competition programme and uses only relevant information. Promotional use of an identifiable personal portrait or interview that is unnecessary for participation requires the separate optional consent in Annex A (Article 6(1)(a)). Acknowledging receipt of this notice does not constitute blanket consent to all processing.

Art. 7.4 / Required information and recipients

Information needed to check eligibility and manage the competition is required; withholding it may prevent participation. Refusing or withdrawing optional consent does not affect admission, scores or awards. Before the announcement, the Secretariat keeps identities separate from boards; the Jury receives only the code and anonymous submission. Authorised personnel, IT and organisational providers appointed as processors under Article 28 where appropriate, advisers bound by confidentiality and authorities where required by law may access relevant data. Partners, exhibition venues and the public receive only works and credits intended for publication, not registration files or private contact details.

Art. 7.5 / Retention policy

The competition policy distinguishes: (a) operational registration records, contacts, identifiable enquiries and attachments unnecessary for documenting results: up to 12 months after the competition closes; (b) technical security logs: up to 6 months, except for documented incidents; rolling backups: within 90 days of ordinary deletion; (c) declarations, signatures and evidence needed to establish valid participation and protect rights: a separate restricted archive for up to 10 years after closure; (d) published works and author credits: the competition’s historical archive, with relevance reviewed at least every 5 years and no private contact details; minimum evidence of the licence is retained throughout authorised uses and subsequent applicable periods for protecting rights; (e) portraits and interviews used on optional consent: up to 5 years after closure or earlier withdrawal for future uses. Disputes or statutory duties may justify retaining only relevant data for as long as necessary. Data are deleted or anonymised when the applicable period ends.

Art. 7.6 / Transfers and security

Before registration opens, AIPI checks providers, privacy roles and processing locations. Transfers outside the European Economic Area may occur only subject to the conditions and safeguards in GDPR Chapter V, such as adequacy decisions or standard contractual clauses with the necessary assessments. Details of safeguards and recipients may be requested from the privacy contact. Measures include role-based access, separation of identities and codes, access logging, backups and deletion procedures. No solely automated decisions or profiling of competitors are envisaged.

Art. 7.7 / Rights and complaints

Where and to the extent provided by the GDPR, individuals may request access, rectification, erasure, restriction and portability, and object to processing based on legitimate interests. Optional consent may be withdrawn at any time by writing to privacy@aipi.it, without affecting the lawfulness of previous processing. Withdrawal prevents new uses under the controller’s control; removal from controlled channels and limitations relating to copies already distributed or third-party rights are also assessed. Individuals may complain to the Italian data protection authority, www.garanteprivacy.it, or another competent supervisory authority. Requests are answered within statutory time limits.

Art. 7.8 / Web preview and updates

Preview forms do not transmit or store registration data. The hosting service processes technical data necessary to deliver and secure the website; the competition code activates no advertising or profiling tools. The hosting service’s privacy notice also applies to processing for which it is responsible. Before actual registration opens, the controller checks that procedures, providers and systems implement this policy and publishes any updates with a version date. Signed declarations remain in a Secretariat-only area, never in the board submitted to the Jury.

Declarations and signatures

The PDFs include fillable fields and signature spaces. Keep these forms separate from the anonymous board: only the Secretariat receives them.

I have read and accept the brief and rules. I confirm the accuracy of my information, eligibility and declared category and the absence of the conflicts listed in Article 2.1.

I accept the Jury’s assessment and results under Article 6.4, without prejudice to statutory rights and remedies.

I confirm originality, ownership and necessary permissions for content and co-author contributions under Article 6.2.

I expressly grant the licence for projects, submissions and images of physical works within the scope and purposes of Article 6.2; independent commercial exploitation and construction require separate agreement.

I confirm receipt and reading of the Chapter 7 privacy notice, including its retention policy. This acknowledgement is not blanket consent.

Specific approval

Under Articles 1341 and 1342 of the Italian Civil Code, where applicable, I specifically approve: Article 6.2, final paragraph (responsibility for rights infringements attributable to the competitor); Article 6.5, first and second paragraphs (allocation of technical responsibilities and justified suspensions or amendments); and Article 6.6, second paragraph (courts of Turin, subject to mandatory jurisdiction rules). The exceptions and safeguards stated in those clauses remain unaffected.

Optional consent

Optional: I consent to use of my identifiable portrait or interview, if provided or made with my involvement, for institutional communication about the competition on the organisers’ websites, social media, press and catalogues for up to 5 years after closure. I may withdraw consent at privacy@aipi.it. Refusal does not affect participation. This choice does not alter the project licence in Article 6.2.

Loan of a physical work / Annex B

For an agreed physical exhibition, the form requires author, title, description and inventory; condition and photographs; venue, purpose and period; transport, costs and packaging; custody, liability, value and insurance; return arrangements; date and signatures of owner and recipient. Agree the terms before delivery. No physical object is required to enter; ownership remains with the author and commercial manufacture requires a separate agreement.