Privacy notice

1. Controller and contact

Sofia Baldi, Via Uberto Visconti di Modrone 8/1, 20122 Milan, Italy is the data controller for information collected through this portal. She operates the portal as founder and project lead under the Insulaphilia.org name and, until the future Insulaphilia Foundation is formally established, acts on its behalf for the purposes of this collaboration, project administration and the protection of the project's pre-existing research, concepts, texts and independently developed contributions. The future Insulaphilia Foundation is not yet incorporated or registered and is not presented as the current data controller.

Privacy, materials, authorship and rights requests: hello@insulaphilia.org.

2. Scope of this notice

This notice applies to the Partner Profile, uploaded logo, contact details, Letter of Intent, Insulaphilia addendum, electronic signature or uploaded signed PDF, audit evidence and all confirmations made through the portal. The short checkbox labels in the form are concise confirmations only; the complete meaning, limits and conditions of those confirmations are set out in this notice and in the documents presented for signature.

Submitting the form confirms that the authorised representative has had the opportunity to read and retain this notice before completing the submission.

3. Campaign recipient

Completed campaign submissions are disclosed to Victoria 2031 Foundation (Victoria31Għawdex) for the Victoria31Għawdex European Capital of Culture 2031 candidature and related partner administration. Victoria 2031 Foundation is responsible for identifying and communicating the legal basis, retention and other conditions applicable to its subsequent independent use of the data. If the parties later jointly determine purposes and means of processing, they will document their respective responsibilities as required by Article 26 GDPR and make the essence of that arrangement available to data subjects.

4. Data collected

We collect the organisation name and country; a short profile, website and social link; logo files; the contact person's name, role, email and optional telephone number; signatory name, role and date; the Letter of Intent, signature image or uploaded signed document; and the version of the notice and confirmations accepted.

For security, delivery and evidence, we also record submission time, source invitation or campaign link, IP address, browser information, account identifier, evidence identifier, signature method, document versions and SHA-256 integrity hashes. Please do not include special-category personal data, confidential third-party information or material unrelated to the campaign.

5. Purposes and legal bases

• Receiving and assessing the submission: to respond to the organisation's request to participate and take steps toward a potential collaboration, under Article 6(1)(b) GDPR where applicable, and for legitimate interests in organising, documenting and evaluating the project under Article 6(1)(f).
• Campaign and project administration: to prepare the second Bid Book, manage partner relationships, coordinate candidature materials and communicate about Future Football Club.
• Signature and evidential record: to verify declared authority and intent, preserve document integrity, prevent misuse, demonstrate delivery and establish, exercise or defend legal claims, under Articles 6(1)(f) and 6(1)(c) where applicable.
• Publication and communication materials: to use the organisation profile and logo only within the limited project scope described below. Where submitted material contains personal data and consent is the appropriate basis, Article 6(1)(a) applies and consent may be withdrawn for future use.
• Portal security and accounts: to authenticate users, operate access controls, diagnose faults, prevent abuse and protect the service.

Providing fields marked as required is necessary to assess and evidence a partner submission. Without them, the submission cannot be completed. Optional fields may be left blank. There is no automated decision-making or profiling producing legal or similarly significant effects.

6. Meaning of the form confirmations

Logo use authorised: the representative confirms that the organisation owns the submitted logo or has sufficient permission to provide it and authorise the limited uses described in section 8.

Letter of Intent read and accepted: the representative confirms that the complete Future Football Club Letter of Intent has been opened, reviewed and submitted as an accurate record of the organisation's present intention to collaborate.

Authority to submit and sign: the representative confirms that they are at least 18 years old, that the information supplied is accurate to the best of their knowledge, that required internal approvals have been obtained and that they are authorised to act for the organisation.

Electronic signature authorised: the representative agrees to the use of an electronic record and simple electronic signature, and to the association of that signature with the signed PDF, the addendum, the accepted confirmations, timestamps and integrity evidence.

Insulaphilia addendum accepted: the representative confirms that the addendum has been read and that it records the protection of the future Insulaphilia Foundation's pre-existing project work, presently safeguarded by Sofia Baldi acting on its behalf, together with the separate ownership of partner contributions.

Privacy Notice read and accepted: the representative confirms receipt and review of this notice. This confirmation records acknowledgement of the notice and does not replace any legal basis required for processing.

7. Project ideas, authorship and partner materials

All pre-existing concepts, curatorial frameworks, texts, research, strategies, formats, methodologies, identities, designs, project structures, digital systems and other materials developed for Insulaphilia remain protected. Until the future Insulaphilia Foundation is formally established, Sofia Baldi safeguards and administers those materials on its behalf under the Insulaphilia.org name, unless a separate written agreement expressly states otherwise. Submission of a Partner Profile or Letter of Intent does not assign, transfer or license those materials, nor does it authorise any person or organisation to represent, reproduce, develop, submit, fundraise from or commercially use them independently.

Ideas, information and materials shared by participating partners remain the property of their respective authors or rights holders. They may be accessed and used only as reasonably necessary for Future Football Club, the Victoria31Għawdex 2031 candidature, the Bid Book, evaluation, project development, communications agreed with the partner and the project archive. No submission creates ownership over another partner's contribution.

Where Sofia Baldi, acting on behalf of the future Insulaphilia Foundation, and one or more partners later create new material jointly, its ownership, permitted uses, credits, governance, funding and revenue arrangements must be defined in a separate written agreement before production or public exploitation. Nothing submitted through this portal creates a partnership, agency, employment relationship, commission, funding entitlement or authority to bind Sofia Baldi, the future Insulaphilia Foundation, Insulaphilia.org or another partner.

8. Organisation profile and logo

The submitting organisation retains ownership of its name, profile and logo. By submitting them, the authorised representative grants Sofia Baldi, acting under the Insulaphilia.org name and on behalf of the future Insulaphilia Foundation until its formal establishment, and Victoria 2031 Foundation a non-exclusive, worldwide and royalty-free permission to reproduce, resize, crop where reasonably necessary, format, display and share those materials solely for Future Football Club, the Victoria31Għawdex European Capital of Culture 2031 candidature, the Bid Book, evaluation and presentations, agreed project communications and the project archive.

The material may be adapted only for technical or editorial layout, without altering the organisation's identity or implying endorsement beyond the submitted partnership context. This permission does not allow unrelated advertising, merchandising, licensing or commercial exploitation.

A partner may request that new public use stops by writing to hello@insulaphilia.org. This will not affect lawful uses already made, printed or published candidature materials, archived copies, evidential records or uses required to document the project history.

9. Letter of Intent and addendum

The original Letter of Intent records an intention to collaborate and does not by itself create a binding partnership, funding commitment, agency, procurement obligation, commission or financial agreement. Any later production, governance, funding, fee, delivery, licensing or revenue arrangement must be defined separately in writing.

The accompanying Insulaphilia addendum protects both participating partners and the future Insulaphilia Foundation. Until the Foundation is formally established, Sofia Baldi acts on its behalf for the purposes of this collaboration and the protection of the project's pre-existing research, concepts, texts and independently developed contributions. The addendum also preserves the independent ownership of materials contributed by each partner and does not transfer partner-owned material to Insulaphilia.org or the future Foundation.

10. Electronic signatures, delivery and evidence

For an online signature, the portal creates a signed PDF and audit certificate linking the document, signature, confirmations, named recipients, timestamp, technical evidence and integrity hashes. The signature may be placed in the relevant signature field and logically associated with the full submission record.

The record is intended to demonstrate the signatory's declared identity, authority, affirmative actions, document version and electronic delivery. It is a simple electronic signature and is not represented as an advanced or qualified electronic signature. A qualified method may be requested separately where a transaction requires higher assurance.

By submitting, the representative directs electronic delivery of the completed record to Sofia Baldi under the Insulaphilia.org name, acting on behalf of the future Insulaphilia Foundation until its formal establishment, and authorises disclosure to Victoria 2031 Foundation for the candidature and related administration.

11. Recipients and service providers

Access is limited to Sofia Baldi, authorised Insulaphilia.org project administrators acting for the future Insulaphilia Foundation, and authorised personnel of Victoria 2031 Foundation who need the information for the stated purposes. Data may also be processed by hosting, database, storage, authentication and email providers, currently including Vercel, Supabase and Resend, as service providers; by professional advisers and candidature evaluators where necessary; and by public authorities where disclosure is legally required.

Personal data is not sold and is not used for unrelated advertising. A current list of processors and relevant safeguards can be requested at hello@insulaphilia.org.

12. International transfers

Service providers or authorised recipients may process data outside the country in which it was collected. Where personal data is transferred outside the European Economic Area, an applicable adequacy decision, European Commission standard contractual clauses or another lawful safeguard will be used as required. Information about the applicable safeguard may be requested using the contact above.

13. Security and retention

Records are held in access-controlled systems; uploaded documents are stored privately and administrative access is restricted. Reasonable technical and organisational measures are used to protect confidentiality, integrity and availability, including restricted access, integrity hashing and controlled administrative workflows. No internet service can guarantee absolute security.

Incomplete or unsuccessful submission data is retained only for the time reasonably needed for security and troubleshooting. Completed partner, confirmation and signature records are retained through the candidature and project-administration period and then reviewed. They may be retained for up to 10 years after the last relevant project activity where reasonably necessary to evidence permissions, authorship, signatures, delivery and legal claims, or longer where litigation or law requires it. Contact data that is no longer needed will be deleted or anonymised earlier where feasible.

14. Rights

Subject to applicable law, individuals may request access, correction, deletion, restriction or portability of their personal data, object to processing based on legitimate interests, and withdraw consent at any time where consent is the legal basis. Withdrawal does not affect processing already lawfully carried out. Some evidence may need to be retained where necessary for legal obligations or the establishment, exercise or defence of claims.

Requests may be sent to hello@insulaphilia.org. Individuals may lodge a complaint with the Italian Garante per la protezione dei dati personali or, where applicable, another competent EEA supervisory authority. Questions about processing performed independently by Victoria 2031 Foundation should also be directed to that foundation.

15. Notice version

future-football-club-privacy-v5-future-foundation-2026-07-20 · Updated 20 July 2026. Material changes will be reflected in a new version shown before a future submission.