Privacy Policy

UniMeet Srl ("UniMeet", "we") respects your privacy. This policy explains which personal data we collect through www.unimeet.eu, why, and what rights you have under the EU General Data Protection Regulation (GDPR, Regulation (EU) 2016/679).

Who is responsible for your data

The data controller is UniMeet Srl, Piazzetta San Lorenzo 2, 21100 Varese (VA), Italy. VAT 04153750122, REA VA-405668. Email: info@unimeet.ai. Certified email (PEC): unimeet@legalmail.it.

What we collect and why

University fair registrations

When a university registers for a fair, we collect the representative's name, surname, email, phone and role; the institution's name, office and website; the fairs, services, number of representatives, room type and transport options selected; the payment method; and any comments. We use this to process the registration, prepare the quote and invoice, organise the event and contact you about it. Legal basis: performance of a contract or steps taken at your request before entering into one (Art. 6(1)(b) GDPR), and, for invoicing records, our legal obligations (Art. 6(1)(c)).

Campus visit registrations

Campus visits are organised for secondary-school students together with their school. The registration is made by a parent or legal guardian, who gives us:

• their own name, surname, email and phone number;
• the student's name, surname, email and phone number;
• the student's school, the campus visit chosen, and the preferred payment method.

We use this to process the registration, issue the invoice, organise the visit (travel, accommodation and the programme at the host universities) and contact the family about it. Legal basis: performance of a contract with the parent or guardian, or steps taken at their request before entering into one (Art. 6(1)(b)), and, for invoicing records, our legal obligations (Art. 6(1)(c)).

Students under 18

Many campus-visit participants are minors. For this reason the registration is made by a parent or legal guardian, not by the student. By registering, the parent or guardian confirms that they hold parental responsibility and that they have informed the student about this policy. We collect only the student data the visit requires, and we never use it for marketing.

Enquiries

When you contact us by email, phone, WhatsApp or through a form on this site, we use the details you give us to answer. Legal basis: our legitimate interest in replying to enquiries (Art. 6(1)(f)) or steps you ask us to take before a contract (Art. 6(1)(b)).

We never ask for special categories of data (such as health, religion or ethnic origin) through this site.

Cookies and visitor statistics

This site uses no cookies of any kind: no advertising, tracking or profiling cookies.

To understand how many people visit the site and which pages they read, we use Umami, an open-source statistics tool that we run on our own servers (the same EU hosting listed below). Umami does not use cookies, does not store anything on your device and does not store your IP address. It counts visits with an anonymised identifier that changes every day, cannot be traced back to you and cannot follow you across other websites. It records the page visited, the referring website, your approximate location (country, region and city, worked out from your IP address, which is then discarded), and the browser, operating system and device type. It also records a few anonymous actions on the site, such as opening or sending a registration form (with the estimated order total, never your name or details) and clicking an email, phone or WhatsApp link. If your browser sends a "Do Not Track" signal, nothing is recorded. This data is not shared with anyone. Legal basis: our legitimate interest in understanding how the site is used so that we can improve it (Art. 6(1)(f)).

To investigate usability problems, we also use sampled session recordings and aggregate click maps through our self-hosted Umami analytics service. Recordings are sampled at no more than 15% and stop after five minutes. Text and form inputs are masked; forms and registration sections are excluded from recordings. Click maps omit clicks within forms and registration sections, and we do not collect scroll-depth heatmaps on pages containing forms. The recorder does not run on administration, preview, confirmation or /v2 pages. Collection is suppressed when Do Not Track or the staff opt-out is active.

Who receives your data

We share personal data only with providers that help us run the site and our services, under data processing agreements:

• Hetzner Online GmbH: hosting of the website, the databases containing form submissions, content and self-hosted visitor statistics, and storage of published images and documents, including team photographs, in Nuremberg, Germany; database and media backups in Falkenstein, Germany.
• bunny.net (BunnyWay d.o.o., Slovenia): content delivery and forwarding website requests to our hosting servers. This involves processing visitor IP addresses, request information and data transmitted through website requests, including form submissions. Its delivery network operates internationally.
• Vercel Inc.: former website and analytics hosting, retained temporarily for rollback following the hosting move; previously hosted application processing was configured in Frankfurt, Germany.
• Neon: former databases containing form submissions, website content and visitor statistics, retained temporarily for rollback; configured in Frankfurt, Germany.
• Amazon Web Services EMEA SARL: retained copies and versions of previously published images and documents, including team photographs, in Frankfurt, Germany, pending retirement of the former file-storage service.
• Microsoft: email through our Microsoft 365 mailbox, provided through GoDaddy, used to send form confirmations and notifications and to correspond with you.
• Mainnet Design Ltda: website development and maintenance, which may require access to the database to maintain the site.

Some of these providers are established outside the European Economic Area (the United States and Brazil). Where your data is accessible from outside the EEA, the transfer is protected by the European Commission's Standard Contractual Clauses or, for certified US providers, the EU-US Data Privacy Framework.

We do not sell your data or use it for advertising.

How long we keep it

• Fair registrations and correspondence: for the duration of the business relationship and up to 24 months after the last event you registered for.
• Campus visit registrations: 12 months after the visit, then deleted, except invoicing data.
• Invoices and accounting records: 10 years, as Italian law requires (art. 2220 of the Civil Code).
• Visitor statistics: 24 months.
• Session recordings and heatmap events: deleted from the active Umami database in the nightly cleanup after they are more than 30 days old. Encrypted database backups may contain copies for up to approximately 13 months before scheduled deletion.

Your rights

You can ask us at any time to access, correct or delete your data, to restrict or object to its processing, or to receive it in a portable format. Where processing is based on consent, you can withdraw it at any time. For campus visits, a parent or guardian can exercise these rights on behalf of a minor student, and a student can exercise them directly once they turn 18.

Write to info@unimeet.ai. We reply within one month. You also have the right to lodge a complaint with the Italian data protection authority, the Garante per la protezione dei dati personali (www.garanteprivacy.it), or with the authority in your EU country of residence.

Changes

We may update this policy. The date at the top shows the latest version.