Last updated: 24 October 2026
This notice explains how we handle your personal data when you apply to the QubiTO Hackathon (11–13 December 2026, Torino) through our application form, or write to us as a potential partner, in line with the EU General Data Protection Regulation (GDPR, Regulation 2016/679).
1. Who is responsible for your data
QubiTO, the quantum computing student team of Politecnico di Torino, c/o Politecnico di Torino, Corso Duca degli Abruzzi 24, 10129 Torino. Email: teamqubito@gmail.com
2. What data we collect
If you apply to the hackathon (through our Google Form):
- name, surname and email address;
- current level of study or work, field of study or work, university or organisation;
- your self-assessment, from 1 to 5, in a few areas (quantum mechanics, quantum information, quantum software, algorithms, hardware, software development);
- your motivation statement and any extra information you choose to add;
- dietary restrictions or allergies, only if you choose to tell us;
- your choices on the consent boxes (privacy notice, and optionally photos and videos);
- the date and time of your application.
If you write to us as a potential partner: the information in your email (usually your name, company and contact details).
We do not ask for documents, CVs, phone numbers or ID numbers.
3. Why we use it, and on what legal basis
| Purpose | Legal basis |
|---|---|
| Reviewing applications, selecting participants and telling you the result | Your request to take part (Art. 6(1)(b) GDPR) |
| Sending you the automatic confirmation email and practical information about the event | Your request to take part (Art. 6(1)(b)) |
| Preparing meals that are safe for you | Your explicit consent, given by filling in the optional dietary field (Art. 9(2)(a)) |
| Publishing general photos and videos of the event (rooms, groups, crowd) in which you are not the subject | Our legitimate interest in documenting and promoting the event (Art. 6(1)(f)); you can object at any time |
| Publishing photos or videos in which you are the subject (close-ups, portraits, interviews) | Your consent, given with the optional photo box (Art. 6(1)(a)) |
| Answering partner requests | Our legitimate interest in organising the event with partners (Art. 6(1)(f)) |
Giving us the data marked as required is necessary to apply. Without it we cannot consider your application. Dietary information and photo consent are optional and do not affect selection.
We do not make automated decisions about you: applications are read and evaluated by people.
4. Who can see your data
- The members of QubiTO who organise the hackathon.
- Google, which provides the tools we use to collect and store applications and to send emails (Google Forms, Google Sheets and Gmail). Google acts on our behalf and may process data outside the EU under the EU–US Data Privacy Framework and the European Commission’s standard contractual clauses.
- The catering service, only for the dietary needs required to prepare meals, without your other application data.
- Politecnico di Torino, only the names of participants if required for access to the building during the event.
We do not sell your data and we do not share it with sponsors or partners. Partners will not receive your contact details unless you give them yourself.
5. Photos and videos
During the event we take photos and audio/video recordings, and publish them for event recaps, promotion and communication on our website, social media and promotional materials.
- General shots of the event (rooms, groups, the crowd), where nobody is the subject, may include you even if you didn’t tick the photo box.
- Photos and videos where you are the subject (close-ups, portraits, interviews) are published only if you ticked the photo box.
If you prefer not to appear at all, tell the organisers at check-in: we’ll make sure you can be recognised by our photographers, and we won’t publish images in which you can be identified. You can also write to teamqubito@gmail.com at any time, also after the event, to withdraw your consent or to ask us to remove an image: we’ll remove it from our channels where possible.
6. How long we keep it
- Applications: until 31 March 2027, then deleted.
- Dietary information: deleted within one week after the event.
- Partner requests (emails from companies): as long as needed to answer and to organise the event together, then deleted, unless you ask us to delete them earlier.
- Published photos and videos: as long as they remain on our channels, unless you withdraw consent or ask us to remove them.
7. Your rights
You can ask us at any time to access, correct or delete your data, to restrict or object to its use, or to receive it in a portable format. Where we rely on your consent, you can withdraw it at any time; this does not affect what we did before. Write to teamqubito@gmail.com and we will 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).
8. This website
This website does not use cookies or analytics. Our hosting provider (Politecnico di Torino) may keep technical server logs, such as IP addresses, for security purposes.