European Society of International Law

PRIVACY STATEMENT ON THE PROTECTION OF PERSONAL DATA FOR REGISTRATION and ORDERS ON THE EUI Electronic Payment System

1. Introduction

The European University Institute (EUI) is committed to user privacy.

This web page offers you an online registration for payments made via the EUI Electronic Payment System. While registering and placing orders, your personal data will be collected and further processed for the purposes detailed below.

As this online service collects and further processes personal data, the EUI’s Data Protection Policy outlined in the President’s Decision No. 10 of 18 February 2019 regarding Data Protection at the EUI is applicable.

2. Why do we collect, store and process your data?

Your data are collected and processed to enable the EUI payment platform to process your orders and/or to provide the personalised services you request after registering.

They are also used to compile studies or statistics for the EUI Electronic Payments System and improve the site content. The IP address is stored in the database but not shown on any reports. Statistics show only anonymous data.

We also require this information to understand your needs and provide you with a better service, and in particular for i) internal record and account keeping ii) improvement of our products and services.

3. Who is responsible for the processing of your data? (Data Controller)

The relevant data processing operations thereof are under the responsibility of the EUI’s Secretary General acting as overall responsible person for all the respective Data Controllers of the EUI’s Services and Departments involved (e.g. Communications Service, Law Department, Robert Schuman Centre for Advanced Studies).

4. What personal data do we collect and further process, and how?

1. Your name

2. Name of person the order is to be delivered to (if applicable)

3. Telephone numbers (if applicable)

4. Delivery/Debit Note address(-es)

5. Order(s) details

6. Your e-mail address

7. Your personal web address (if applicable)

8. Your former EUI status - PhD, LLM, Max Weber Fellow, Jean Monnet Fellow, Other Fellow, Staff, Other (if applicable)

9. Your area(s) of interest (if applicable)

10. Demographic information (if applicable)

When internet users visit the EUI online payment system, the following personal data, called “environment variables”, are recorded in the database:

1. user's TCP/IP address (identification number of the device used to access the internet)

2. brands and versions of user's browser software and operating system

3. device/browser language (on the internet)

4. information about (i) EUI Electronic Payment System pages visited by the user and (ii) the pages on other websites through which the user accessed the EUI Electronic Payment System.

For the exhaustive list of cookies collected on this website, please see the list of cookies section at the end of this privacy statement.

5. Who has access to your information and to whom is it disclosed?

The collected data will be treated confidentially and used only by the teams in charge of customer management and the follow-up of orders of the EUI Electronic Payment System to provide the products and the services requested.

The European University Institute’s Electronic Payment System will not share your personal data with third parties for any reasons other than providing the service you requested.

We will not distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. In the latter case, data may be transmitted to bodies responsible for monitoring, inspection or regulatory tasks under EU or national law, the teams performing administrative investigations or upon request to a judicial or law enforcement authority.

6. How long are your data kept?

If you are a registered user and do not use the site for 2 years, your preferences and profile will be automatically deleted. This is applicable only if you didn’t complete any purchase in the last 10 years.

Information about orders will be automatically deleted after 10 years.

7. How can you verify, modify or delete your information?

You have the right to request a copy of your personal details at any time to check the accuracy of the information held. To correct/update this information you can simply log in to the system and modify your personal data at any time. You may also ask for your personal information to be deleted completely, subject to settlement of all outstanding issues (you can only delete your data if there are no outstanding billings or other issues).

This will mean that you will also terminate all services and access rights that may be linked to this information.

In order to exercise those rights, please get in touch with the Data Controller at the email address indicated below. You will receive a reply within 30 working days of receipt of the request.

8. What do we do to avoid misuse or unauthorised access?

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and help prevent unauthorized access, maintain data security and correctly use the information we collect online to process orders for products and services.

Members of our staff who have access to personal data relating to your order are required to protect it in a manner consistent with this Privacy Statement - for example, by using it only to provide the services you request.

9. Contact Information

If you have any questions or if you wish to access or correct your personal information and exercise any other related individual rights, please contact the Data Controller as indicated below.

For more information about the EUI data protection policy please visit: http://www.eui.eu/AboutTheWebsite/DataProtection.aspx.

10. Recourse

• Remarks can be addressed to the EUI’s Data Protection Officer

• Complaints can be addressed to the Data Controller and should be notified simultaneously to the EUI’s Data Protection Officer.

Marco Del Panta

Secretary General of the EUI

Villa Salviati

Via Bolognese 156

50139 Firenze, Italy

Tel: [+39] 055 4685313

E-mail: Marco.DelPanta@eui.eu

11. Credit card details

Payment is due when you place your order and must be made with a credit card accepted by the Italian company ' Setefi S.p.A.', the operator handling electronic payments for the EUI.

Credit card payments on our site are fully secured by data encryption. All data transmitted to Setefi is encrypted, and neither the EUI nor any third party has access to it at any time.

Once your credit card has been billed (by Setefi) we will process your order.

12. Offline payment

Offline payments may also be made as an alternative to e-payment, namely:

1. Bank transfers

2. Cash or other direct deposit (at the EUI branch of the Intesa San Paolo bank or any other branch of it)

13. How we use cookies

This website uses cookies for session management. The session information used by this website may remain on your system after you leave the site or your browser is closed. You can disable cookies by modifying the settings in your browser’s options. However, doing so will reduce the functionalities available to you (editing your profile).

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

14. Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.