Who handles your data
The controller is Rural Pop-up Events APS, Italian tax code 90065180045. Registered office: Via San Michele 18, 12050 Lequio Berria (CN), Italy. RUNTS: Associazioni di promozione sociale section, entry 152505, registered 22 May 2025. For privacy, rights and withdrawal of consent: hello@rural-pop-up.events.
Who is involved
These roles concern I Custodi. APS means a social promotion association; SRL means a limited liability company. They are distinct organisations.
| Organisation or person | Role in I Custodi | Agreement and data |
|---|---|---|
| Rural Pop-up Events APS · association | A non-profit association registered in the Italian Third Sector register. Leads the social project and reviews place contributions. | Signs with the council. The main Google Drive archive uses its account; it is the contact for data rights. |
| Welance Ventures Italia SRL · company | A separate private company supporting hosting and LLM costs through company accounts. | Does not sign the council participation form. Has backroom access through the promoter; association data is not used commercially. |
| Participating municipality | The local authority. Identifies a contact and verifies the permissions for the place and QR sign. | Signs with the association. Private visitor contacts require specific permission naming the recipient council. |
| Project promoter | Provides ideas, digital development and consultancy free of charge; also works in the company. | Accesses the backroom. The capacity and task for each access must be defined in the association’s assignments. |
Technical support and restricted access
For I Custodi, Welance Ventures Italia SRL supports hosting and LLM costs through company accounts. The main archive of places, contributions and contacts is on Google Drive through an association account. Messages and technical data needed to operate the service also pass through hosting and AI providers: an association-owned archive does not mean that no data passes through other providers.
The company has backroom access through the project promoter, who works in the company and supports the project. His personal development and consultancy work is free of charge. Backroom access includes private conversations, contributions and contact details; it is not public access and does not authorise company commercial use.
Rural Pop-up Events APS uses public place information from Cercasi Gestore and may receive professional contact details of municipal staff already known to Welance Ventures Italia SRL: name, role, council and work contact details, limited to information actually available. The purpose is to identify the council contact and discuss reactivation of a place. This flow excludes prospective manager contacts and does not authorise publication of staff contact details.
Sharing and using these details requires a verified lawful basis; a social purpose or a publicly listed address is insufficient. Reliance on legitimate interests requires documented necessity, reasonable expectations and a balancing of rights for both disclosure and subsequent use. This page does not certify that those checks are complete or retrospectively validate earlier transfers.
Unless an applicable exception is documented, the association must provide the GDPR Article 14 information within one month and no later than its first contact with you, if earlier. It must also identify the source, data received, lawful basis, recipients and applicable retention. Contact hello@rural-pop-up.events to request the source or exercise access, rectification, erasure or objection rights; you may complain to the Italian data protection authority. We do not assume you have already been informed.
The company does not use association data for marketing, selling contacts or its own commercial activities. Technical support does not extend your consent or give the company data for independent purposes.
The association remains your contact for project purposes and data rights. Technical access and assignments must match the actual work and be governed and limited to what is necessary. Company processing on behalf of the association requires a GDPR Article 28 agreement. This notice describes the arrangement; it does not certify that all appointment documents have already been signed.
Data, purposes and legal bases
We ask only for information needed for the function you choose. Reading public pages does not require leaving contact details. The “I’d back this” vote on published ideas is anonymous: only non-reversible fingerprints are kept to avoid repeated votes, and no IP address.
| Function | Data and purpose | Legal basis |
|---|---|---|
| Browsing and security | IP address and technical request data to deliver pages, prevent abuse and resolve faults. | Legitimate interest in operating and securing the service (GDPR Article 6(1)(f)). |
| Optional statistics | Technical browsing data and Google Analytics cookie identifiers, only after your choice, to measure use of the main website. | Revocable consent (Article 6(1)(a)). No personalised advertising. |
| Talking to a Custode | Messages and recent context to generate the reply you request through an artificial intelligence service. | Performance of the service you request (Article 6(1)(b)) and the association’s legitimate interest in retaining and verifying contributions (Article 6(1)(f)). |
| Contributions to the memory of places | Messages, memories, ideas and attachments you choose to share with a Custode, read by human custodians. | Performance of the requested service and the association’s legitimate interest in preserving the memory of places (Articles 6(1)(b) and 6(1)(f)). Publication requires separate authorisation. |
| Stay in touch | Preferred channel (email, WhatsApp or phone) and, depending on that choice, email or mobile number; optional name, selected interest and reference to contributions from the conversation, to reply and contact you about that place. | Specific consent (Article 6(1)(a)). Email is verified with a link; a mobile number receives no automatic messages and remains to be confirmed by the human custodians. |
| Publication | Selected and authorised contributions, after human review. This permission does not make contact details public. | Consent for personal data and permission to use the content. Other people’s rights still need to be checked. |
| Donations and membership | Payment and contact details and, for membership, identity and tax details required by Stripe and the association. | Performance of your request and applicable obligations (Articles 6(1)(b) and 6(1)(c)). |
Chat, notes and device memory
The place’s voice is artificial. Messages needed for a reply are sent through OpenRouter to the model provider used; selecting the useful contributions to set aside also requires this processing. Fields in the contact form are not sent to the model.
Before your first conversation we show a short notice (“Before you come in”), the same for every place, reminding you that you are talking to an artificial voice and that what you share is read by human custodians. It is an acknowledgement, not a consent: the version you read stays in your browser and is recorded with the conversation. Together with the notice you may, if you wish, type a first name or a nickname: it is optional; if you type it, it stays in your browser and is recorded with the conversation, so the human custodians know who left a memory or an idea. The notice also asks, as a required field, what your connection to the area is (for example you live there, used to live there, work there, are visiting): it is your own statement, not proof of residence; it stays in your browser for that municipality and is recorded with the conversation, so the human custodians understand the perspective of whoever writes. It does not change votes or rankings and is not given to the artificial voice. For earlier conversations the custodians may derive it only from an explicit first-person statement in your messages; otherwise it stays unspecified. Your contact details and the publication of content remain separate choices.
The association’s archive retains conversations with the Custodi (messages and replies, with date and language), so that human custodians can read them, verify contributions and improve the service, as stated in the “Before you come in” notice. They are not published and do not contain the details from the contact form.
Since 26 September 2026 there is no notebook to fill in: useful contributions (memories, ideas, corrections, offers to help) are set aside automatically for the human custodians. Greetings, questions and pleasantries do not become cards. Below your message the chat shows what was set aside (for example “For the human custodians: 1 idea”), and you can withdraw it with “withdraw” within 24 hours, as long as nobody has taken it up; a withdrawn contribution is archived and not used. After that, you can ask for deletion at hello@rural-pop-up.events.
After the “Before you come in” notice, chat memory on your device is on by default, so the conversation is not lost when you reload the page: this browser retains up to 200 messages per place and your draft; anyone using the same browser can read them. Nothing is written until you send your first message. You can turn it off and delete it at any time through “+ → Chat on this device”; the choice to turn it off is recorded in the browser.
I Custodi do not make automated decisions about property allocations, funding, membership or people’s rights. Replies can contain errors: a person checks a contribution before using it as a fact or publishing it.
Who may receive the data
Authorised people in the association and appointed human custodians access the data needed for their work. The back office is restricted; contact details and private contributions are separate from public content.
Current service providers include Vercel for hosting; Google Drive for storage and Google Gmail for email delivery; Google Analytics for optional statistics on the main website; OpenRouter and model providers for AI functions; and Stripe for payments and subscriptions. Stripe can also act as an independent controller for its own purposes, such as security and legal obligations. If you choose WhatsApp in the contact form, the human custodians may write to you through WhatsApp, a Meta service with its own privacy policy.
Card details are entered in Stripe’s hosted checkout. Our website does not receive the full card number or security code. Authorised content that is published is accessible to everyone, including through search engines.
Opening a link to Maps, a source, Drive or another website means visiting a service with its own privacy information. Main catalogue covers may load from the external rural-pop-up.com platform’s CDN: the image server receives technical request data without the referring page.
International services
These providers use international infrastructure: we do not promise that all data stays exclusively within the European Union. Conditions depend on the service, actual provider and account configuration.
You can request information about processing countries and applicable safeguards, including adequacy decisions and standard contractual clauses where relevant. Permission to publish content or contact you is not blanket consent to transfers without the required safeguards.
How long data is kept
Duration depends on purpose, not simply on available storage. Private contributions are kept for the time needed to verify them and manage the proposal; contact details depend on the continuing relevance of the expressed interest and consent. Withdrawal stops uses based on that consent. Conversations remain in the archive as long as they are needed for work on the place; you can ask for them to be deleted at hello@rural-pop-up.events.
Public content can remain as part of a place’s memory while the purpose and grounds for publication remain valid. Preserving a place’s history does not justify indiscriminate retention of contact details or unnecessary personal information.
Evidence of choices, rights requests and accounting records may need to be retained separately to meet applicable obligations or protect legal rights. Data needed for those purposes is not reused to contact you.
Chat memory on your device expires 90 days after it was last saved; expiry is checked when you next access it. You can turn it off and delete it earlier. The technical back-office session lasts at most 12 hours. Provider logs and copies also follow their settings and terms; you may request information about applicable periods.
Your choices and rights
You can request access, correction, erasure, restriction and, where applicable, portability. You can object to processing based on legitimate interests. Where processing relies on consent, you can withdraw it without affecting the lawfulness of earlier processing.
Email hello@rural-pop-up.events with your request and, if known, the relevant place or contribution. You do not need to attach identity documents automatically. Where necessary, we request only proportionate verification to protect your data.
The ordinary response deadline is one month. Complex cases can require an extension of two further months; we will inform you within the first month and explain why. You may complain to the Italian Garante or the competent supervisory authority in your country.
Deleting the chat from your device does not delete contributions already set aside for the human custodians. Removing content from the website does not automatically erase copies downloaded by others: we also consider obligations towards recipients and search engines.
Other people’s data and children
Do not submit other people’s contact details, health information, political opinions or other sensitive data. Permission from the person uploading a photograph does not replace the rights of identifiable people. If a contribution concerns someone who has not contacted us, its source, legal basis and required notice must be checked before it is used or published.
Children’s consent needs specific attention: age thresholds and when parental responsibility must be involved depend on applicable law. Contact the association first about children’s participation or images: a contribution left in the chat is not parental authorisation.