How we handle your data

1 · Who handles your data

Rutopia is a communication, marketing and events project by Simone Ariu and Federica Vargiu.

The data you send us through this website is processed by both of us, as joint controllers under Article 26 of the EU General Data Protection Regulation 2016/679. We have jointly defined the purposes and means of processing and agreed on who is responsible for what. You can contact either of us, and your request will apply to both.

• Simone Ariu, simone@rutopia.it
• Federica Vargiu, federica@rutopia.it

You can reach us at hello@rutopia.it for any question about this policy or your data. On request, we will provide the essence of the arrangement between the joint controllers.

We have not appointed a Data Protection Officer, as none of the cases set out in Article 37 of the Regulation applies to us.

2 · What data we collect

We only collect the data you give us by filling in one of the contact forms on this website. Depending on the form, this includes:

• your full name, always required
• your email address, always required
• your company, organisation or public body, and your role there
• your phone number, if you choose to give it
• details about the project: service of interest, type of event, dates, venue, number of attendees, type of procurement procedure, approximate budget
• the text of your message
• how you heard about us, if you choose to tell us

The website collects no data in any other way. We don't use profiling cookies, we don't track your browsing across other websites and we don't buy contact lists.

Please don't include special categories of data in your message — for example information about health, religious or political beliefs, or trade union membership — as we have no need for them in our work.

3 · Why we process it

We use your data to reply to your request, assess the project you tell us about and, if a collaboration takes shape, prepare a proposal. The legal basis is taking steps at your request prior to entering into a contract, under Article 6(1)(b) of the Regulation.

We also keep our correspondence so that, if needed, we can show how a business relationship developed: in that case the legal basis is our legitimate interest in defending our rights, under Article 6(1)(f).

If the relationship becomes an assignment, we will also process your data to meet our tax and accounting obligations under the law.

We won't send you marketing messages or newsletters as a result of a contact request. If we ever start a service of this kind, we will ask for your separate consent, which you can withdraw at any time.

4 · How long we keep it

If your request doesn't lead to a collaboration, we keep your data for 24 months from our last contact and then delete it.

If it leads to an assignment, we keep your data for as long as the relationship lasts and for ten years afterwards, the period required by Italian law for tax and accounting records.

5 · Who else sees it

Your data is processed by the two of us and by the technical service providers that keep the website and our email running. These providers act as data processors, under a contract that binds them to process data only on our instructions:

• Lovable — the platform that hosts the website and, when you send a form, forwards your request to us by email without storing it
• Infomaniak — the mailbox where requests arrive and are kept

We may also share your data with our tax adviser and, where required, with public authorities. We never sell or hand over your data to third parties for their own purposes.

6 · Transfers outside the European Union

Infomaniak is based in Switzerland, a country the European Commission recognises as providing an adequate level of data protection: your emails therefore stay in an environment with safeguards equivalent to those in the EU.

The website is published through Lovable, which relies on the network of Cloudflare, a company based in the United States. While your request travels from the website to our mailbox, your data may therefore pass through servers outside the European Economic Area. These transfers are covered by the safeguards provided for by the Regulation: the EU-U.S. Data Privacy Framework and the standard contractual clauses approved by the European Commission. You can ask us for a copy of these safeguards by writing to hello@rutopia.it.

7 · Cookies and statistics

This website only uses technical cookies needed for it to work, and collects no visitor statistics. That's why you won't see a consent banner. You'll find the details in our Cookie Policy.

8 · What you can ask us

The Regulation gives you certain rights, which you can exercise at any time by writing to hello@rutopia.it:

• to know whether we process your data and to get a copy of it
• to have it corrected if it's inaccurate or incomplete
• to have it deleted, where we are not legally required to keep it
• to ask us to restrict its processing
• to receive your data in a machine-readable format, or have it transferred to another controller
• to object to processing based on our legitimate interest

We reply within one month. We don't use automated decision-making or profiling.

If you believe your data is being processed unlawfully, you can lodge a complaint with the Italian Data Protection Authority, the Garante per la protezione dei dati personali (garanteprivacy.it), or take legal action.

9 · Minors

This website and our services are aimed at professionals, businesses and public bodies. We do not knowingly collect data from anyone under sixteen.

10 · Changes

If we change our tools or how we process data, we will update this page and the date at the top. Please read it again before sending us a new request.

This is a translation of the Italian informativa privacy, which prevails in case of any discrepancy.