This policy explains how the Italian AI Music Awards ("the Awards", "we") collect and use personal data on this website, in line with the EU General Data Protection Regulation (Regulation (EU) 2016/679, "GDPR") and the Italian Personal Data Protection Code (Legislative Decree 196/2003, as amended).

1. Who we are

The data controller is Future Frequencies HUB, Via Fiume 3, Rogno (BG), Italy. For any question about your data, write to jan.nava.1978@gmail.com.

2. What data we collect

  • Open Call submissions: artist or project name, full name, email, city or region, website or social profile, track title, genre, link to the track, description of the track, AI tools used, the parts of the track you created yourself, and your declarations about rights and privacy.
  • Contact form: name, email, subject and message.
  • Newsletter ("Get notified" and "Subscribe"): email address, the page where you subscribed and the date.
  • Selected and invited artists: the information published on the artist's card and page – name, city, genre, photo, short bio, track title and link, quote, interview, social links and the Human × AI declaration – and, for invited artists, a contact email that is never published.
  • Technical data: to protect the forms from abuse we process a one-way encrypted (hashed) version of your IP address, which cannot be used to identify you directly. Our hosting provider also keeps standard technical logs for security.
  • Admin accounts (organisers only): email address and an encrypted password.
  • To receive and evaluate Open Call submissions and manage the selection – to take steps at your request and to apply the participation rules (Art. 6(1)(b) GDPR).
  • To publish selected and invited artists on the website – on the basis of the participation rules you accepted when submitting or of the agreement with invited artists (Art. 6(1)(b) GDPR).
  • To reply to your messages – at your request (Art. 6(1)(b) GDPR) and our legitimate interest in answering enquiries (Art. 6(1)(f) GDPR).
  • To send you news about the Awards and the Online Final – only with your consent (Art. 6(1)(a) GDPR), which you can withdraw at any time using the unsubscribe link in every email.
  • To keep the website and forms secure and prevent spam – our legitimate interest (Art. 6(1)(f) GDPR).
  • To comply with legal obligations and to establish or defend legal claims (Art. 6(1)(c) and (f) GDPR).

Providing your data is optional, but without the required fields we cannot process your submission or reply to your message.

4. Publication of artists

If your track is selected, your artist card and the information listed above are published on the website and remain online as an archive of the edition. You can ask us at any time to correct or remove your published information by writing to jan.nava.1978@gmail.com.

5. Who we share your data with

We do not sell your data. We only share it with service providers who help us run the website, under contracts that require them to protect it:

  • the website platform and hosting provider (Lovable) and its cloud database and file storage, with data stored in the European Union;
  • our email marketing provider (Mailchimp, Intuit Inc.), only for the newsletter.

When you press play on a track, the player is provided directly by Spotify, SoundCloud, YouTube (Google) or Suno. These services act as independent controllers under their own privacy policies (see the Cookie Policy).

Organisers and jury members involved in the selection can see submissions only as far as needed for the selection.

6. Transfers outside the EU

Some providers (for example Mailchimp and the music platforms) may process data in the United States. These transfers rely on the EU–US Data Privacy Framework or on the European Commission's Standard Contractual Clauses.

7. How long we keep your data

  • Submissions that are not selected: until 12 months after the end of the edition, then deleted.
  • Selected and invited artists: for as long as the edition archive is online, unless you ask us to remove them.
  • Messages from the contact form: up to 24 months.
  • Newsletter: until you unsubscribe.
  • Hashed IP data for form protection: up to 30 days.
  • Admin accounts: as long as the person works on the Awards.

8. Security

We use encrypted connections (HTTPS), access controls that limit personal data to the organisers who need it, and protection of the forms against automated abuse.

9. Your rights

You can ask to access, correct or delete your data, to restrict or object to its processing, and to receive it in a portable format. Where we rely on your consent, you can withdraw it at any time without affecting what was done before. To exercise your rights, write to jan.nava.1978@gmail.com. You also have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali, www.garanteprivacy.it).

10. Minors

We do not knowingly collect data from children under 14; if you believe this has happened, contact us and we will delete it.

11. Changes

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