Data controller
Hoplo S.r.l. is the data controller for this website and its application form. AI for EU is currently an initiative without a separately incorporated entity. Registered office: Via Fontana 25, 20122 Milan, Italy. VAT and tax number: 08450220010. Privacy requests: [email protected]. Certified email: [email protected].
What we collect
The form collects your name, business email, organisation, role, country, website, company size, area of interest and message. We also record the submission time, language, reference and acknowledgement of this notice. Network services may process IP addresses and technical request data. The member and team directory publishes professional names, roles, affiliations, photos and profile links provided for the initiative or taken from the professional sources linked on the site. Do not include sensitive personal information or confidential third-party information in your message.
Purposes and legal bases
We use these details to assess your application and respond, relying on Hoplo’s legitimate interest in managing professional contacts and requests concerning AI for EU (Article 6(1)(f) GDPR). Security and abuse prevention rely on the same basis; legal obligations rely on Article 6(1)(c). The professional directory serves the legitimate interest in presenting the people involved in the initiative; you can object or request correction or removal through Hoplo. Submitting this form does not subscribe you to marketing. The checkbox records that you have read this notice, not marketing consent.
Required information
Submitting an application is voluntary. Fields marked with an asterisk are necessary to process it; without them we cannot handle your request through this form. Applications are assessed by people, without automated decisions or profiling.
Access and service providers
Applications are stored on the website’s server. Notifications are sent through InfoMail, a Hoplo service, to the Hoplo team responsible for AI for EU applications. Hosting is provided by Hetzner in Germany; Cloudflare provides network delivery and security. Authorised personnel and technical providers access data only as needed for their duties. This form does not automatically forward applications to other member companies or publish them.
International processing
The website’s application database is hosted in Germany. Cloudflare operates a global network, so network data may be processed outside the European Economic Area. Applicable transfer safeguards, including standard contractual clauses where required, are described in Cloudflare’s Data Processing Addendum. Contact Hoplo for information about the safeguards applicable to your data.
Retention
Application records are kept for up to 24 months from submission, then deleted from the website’s database. Notification emails and any follow-up correspondence must be managed under the same retention limit unless an ongoing relationship, legal obligation or specific dispute justifies a separate retention period. Professional profiles remain published while relevant to the person’s involvement, subject to correction, objection or removal requests. Technical providers retain operational data under their applicable service policies.
Your rights
You may request access, rectification, erasure or restriction of processing and object to processing based on legitimate interests. The right to data portability applies where the legal conditions are met. Write to [email protected]; we respond within one month, subject to extensions allowed by the GDPR. You may complain to the Italian data protection authority (Garante) or your competent supervisory authority.
Browser storage and external links
The site stores your language choice locally in your browser. The application form does not add advertising or analytics trackers, and open and click tracking is disabled for notification emails. External company and LinkedIn links lead to services with their own privacy notices. Network providers may use technical security mechanisms.
Updates
This notice applies to the website and application form in their current configuration. If a separate AI for EU entity takes over processing, the controller, purposes and any data transfer must be assessed and this notice updated before that change.