Privacy Policy

1. Who processes your data

Data Controller

Extra Moenia S.r.l.
Viale Mazzini 120, Scala D
03100 Frosinone (FR)
C.F./P.IVA 02238620609
Email: privacy@birraandsound.com

Data processors

Where necessary, Extra Moenia appoints external service providers as Data Processors pursuant to Article 28 GDPR.

IES, editorial office of “Birra&Sound” magazine, based in Perugia (Via G. Donizetti n. 49), has been designated as Data Processor under Article 28 of Regulation (EU) 2016/679. The Editorial Office processes personal data exclusively on behalf of Extra Moenia S.r.l. and according to its instructions, for the following purposes:

• selection, evaluation and editorial valorisation of photographic works;
• publication of images and related credits:
  • on birraandsound.it, 
  • on official Birra&Sound social media channels, and 
  • in the magazine (print and digital formats);
• communication of shortlists, intermediate selections and final results;
• editorial and communication support for cultural, exhibition and dissemination activities connected to the project.
• The Editorial Office is not authorised to use the data for its own independent or commercial purposes, nor to disclose them to third parties beyond the Controller’s instructions.

The updated list of Data Processors may be requested at privacy@birraandsound.com.

2. What data we process

Within the scope of the project, we process the following categories of personal data:

identification and contact data

• First name and last name
• Email address
• Phone number (optional, if voluntarily provided)
• Residential address (if voluntarily provided)
• Social media profile or website (if voluntarily provided)
• Information necessary for participation management, such as category selection, language of communication and correspondence related to the project

data relating to the submitted works

Where necessary to verify the authenticity of a submitted work, we may request:

• uploaded photographic images
• declarations of authorship, authenticity and required authorisations (the participant declares and warrants that they are the rightful owner of the submitted works and that they have obtained, where necessary, all required authorizations and releases for any individuals depicted, assuming full responsibility in this regard.)
• original files including technical metadata (e.g. EXIF data). Such files will be used solely for verification purposes and will not be retained beyond the time strictly necessary for technical assessment.

3. Purpose of processing

We use your personal data for:

• manage your registration for the Beer Photography project;
• manage your participation and submission of photographic works;
• send you organisational and informational communications related to the project;
• select, evaluate and editorially valorise submitted works;
• organise exhibitions and cultural activities connected to the project;
• fulfil legal and administrative obligations;
• publish and display submitted and/or selected works (including author credit) in print, digital and exhibition contexts connected to the project;
• send you the digital version of Birra&Sound magazine (if requested);
• send newsletters or promotional communications (only if you have provided explicit consent).

Your data will not be used for marketing purposes without your explicit and separate consent.

4. How we process your data

We process your data using digital and paper-based tools and protect them through appropriate technical and organisational security measures.

Methods of data collection. 

Personal data are collected directly from the data subject through:

• completion of the competition registration form and the photographic work upload form available on the official competition website, managed through a digital platform integrated into the website;
• upload of photographic works via the platform designated by the organisation;
• any communications sent via email or through the official channels of the project.
• No personal data are collected from public sources or third parties, except where voluntarily provided by the participant.

Electronic storage

Data may be stored on password-protected computers, secure cloud services, business management systems and authorised company devices.

The project website is hosted by a provider established within the European Union (Aruba S.p.A.). Data collected through the website are stored on servers located within the European Union or otherwise in compliance with the safeguards required by the GDPR.

Photographic files uploaded by participants are stored on protected systems and are not publicly accessible, except for selected works used for editorial and exhibition purposes in accordance with these rules.

Security measures include, where applicable:

• periodic backups;
• two-factor authentication (2FA);
• encryption;
• controlled access systems.

Data retention

Personal data will be retained according to the following criteria:

• for the duration of the relevant edition of the Beer Photography project in which you participate, in order to manage registration, selection and related activities;
• contact data will be retained for up to 24 months following the conclusion of the relevant edition, for organisational, administrative or editorial purposes related to the exhibition and related publications;
• for selected works, the minimum data necessary for proper attribution (name and author credit) may be retained for as long as the works remain part of the editorial and cultural archive of the project or are used for exhibition, documentation or promotional purposes consistent with the project.
• After these periods, personal data that are no longer necessary will be deleted or anonymised.

Transfers Outside the European Union

• For the provision of certain digital services (e.g. cloud services or document management tools), the Data Controller may rely on providers that involve the transfer of personal data to countries outside the European Union.
• Such transfers are carried out in compliance with the safeguards required by the GDPR, through European Commission adequacy decisions and/or the adoption of Standard Contractual Clauses (SCCs) or other appropriate safeguards.

Further information on the safeguards applied may be requested by writing to: privacy@birraandsound.com

5. Legal Bases for Processing

We process your personal data only where there is a valid legal basis. This may include:

• the performance of pre-contractual and contractual measures related to your participation in the project, including registration, organisational communications, selection procedures and related editorial activities;
• compliance with legal obligations;
• the pursuit of our legitimate interest in the cultural realisation and promotion of the project, an interest compatible with the reasonable expectations of participants who voluntarily join an editorial and cultural initiative;
• the pursuit of our legitimate interest in the cultural and editorial dissemination and promotion of the photographic works, including the publication of the images and related credits on the official project channels, in line with the purposes of the contest and the reasonable expectations of the participants;
• your explicit consent, where required (e.g. for newsletters or promotional communications).

6. Recipients of Your Data

Your personal data are processed primarily by the Data Controller and by subjects acting on its behalf, in accordance with the purposes described above.

In particular, data may be processed by:

• the Editorial Office of “Birra&Sound” (IES), designated as Data Processor under Article 28 GDPR;
• authorised personnel acting under the direct authority of the Controller;
• technical and organisational service providers (e.g. digital platforms, hosting, email management services, IT providers, CRM), appointed as Data Processors and contractually bound;
• institutions, entities or partners involved exclusively in the organisation of cultural, editorial or exhibition activities connected to the Beer Photography project, where strictly necessary.

In the event of corporate restructuring operations (e.g. merger or transfer of business), data may be transferred to the successor entity, which will process them in accordance with the same purposes and safeguards described in this Privacy Policy.

Third-party contact requests

If cultural institutions, companies or industry operators express interest in contacting a participant for professional opportunities consistent with the cultural purposes of the project, the Controller may forward the request to the participant.

Such requests may be forwarded exclusively after the conclusion of the final exhibition, in order to guarantee the independence and neutrality of the selection process.

Direct contact between the parties will occur only on the initiative of, or with the explicit consent of, the participants

Participants’ personal data will not be communicated or transferred to third parties for commercial or marketing purposes.

Digital magazine delivery

With your separate and explicit consent, your contact details may be used to send you the digital version of Birra&Sound magazine or related editorial communications.

Without consent, your data will not be used for these purposes.

7. Your rights

You have the right at any time to:

• access your personal data;
• request rectification of inaccurate data;
• request erasure where applicable;
• request restriction of processing;
• receive your data in a portable format;
• withdraw consent at any time (without affecting prior processing);
• object to processing based on legitimate interest;
• lodge a complaint with the competent Data Protection Authority.

Requests may be sent to: privacy@birraandsound.com

8. Cookies and Similar Technologies

The project website uses cookies and similar technologies to improve navigation, optimise performance, analyse usage and provide essential functionality. Cookies may be technical, functional, analytical or from third parties.

For detailed information about the cookies used, their purposes and how to manage or reject them, please refer to the Cookie Policy available on this site.

Users can manage their cookie preferences at any time through their browser settings or via the tools provided on the website.

9. Updates

This Privacy Policy may be subject to revision.

The updated version will always be available on this page and through the official channels of the project.