Privacy Policy

Last updated: 27 August 2026

This policy explains how Pittogramma processes personal data when you use the website, contact us, subscribe to the newsletter, submit a project, contribute to the index, register for an event or appear in editorial content.

Controller and contact

The data controller is Fabio Mario Rizzotti, operating the Pittogramma project. Pittogramma is currently an informal collective and is not a separate incorporated legal entity.

Fabio Mario Rizzotti
Pittogramma
c/o Spaces
Piazza Vetra 17
20123 Milano MI
Italy

Privacy enquiries and requests: info@pittogramma.xyz

Data we process, purposes and legal bases

Website delivery and security

When you visit the website, our hosting and content-delivery providers may process technical data such as IP address, request time, requested page, browser or device information, referrer and security logs. We use this data to deliver the site, prevent abuse, diagnose problems and maintain security. The legal basis is our legitimate interest in operating a secure and reliable website.

Contact and correspondence

If you email us, we process your name, email address, message and any information you choose to provide so that we can respond, maintain the relationship and handle requests or disputes. The legal basis is taking steps at your request, performing an agreement where relevant, and our legitimate interest in managing correspondence.

Newsletter

If you subscribe to the newsletter, we process your email address, any name you provide, subscription status, sign-up source, consent record and unsubscribe status. We use this information to send Pittogramma news and editorial updates. The legal basis is your consent. New subscriptions use a double opt-in process.

The newsletter is managed through Brevo. Pittogramma does not use newsletter open or click tracking for behavioural profiling. You can withdraw consent at any time through the unsubscribe link in each email or by contacting us. Withdrawal does not affect processing already carried out lawfully.

Subscribers imported from a previous Substack list will be included only where Pittogramma has evidence that their active subscription and consent remain valid.

Project submissions and designer profiles

When you submit a project through Fillout, we may process contact details, age or date-of-birth information used to confirm eligibility, residence, biography, education and work information, portfolio and social links, project descriptions, files, images, video, credits, collaborator and teacher details, permissions, declarations and other information included in the submission. Please do not provide special-category or highly sensitive personal data unless it is specifically requested and necessary.

We use submission data to check eligibility, review and administer the submission, communicate with the submitting representative, prevent fraud, collect the submission fee, make editorial decisions and, if selected, prepare and publish editorial content. The legal bases are steps taken at your request and performance of the submission agreement, compliance with legal obligations, our legitimate interest in running a fair editorial process, and consent where we specifically ask for it.

Project submissions are open only to adults aged 18 or over. The person making the submission must be authorised to provide the project materials and information about every listed collaborator. Each person remains entitled to exercise their own data protection rights.

If a project is selected, Pittogramma may publish names, biographies, portraits, education, location, links, project credits and submitted media as part of its editorial coverage. Publication also depends on the permissions and licence described in the Project Submission Terms.

For the submission rules and publication permissions, see the Project Submission Terms.

Designer opportunities database

If a designer separately agrees to join the opportunities database, Pittogramma may retain relevant profile and contact information to share suitable work, workshop or professional opportunities. This is optional and separate from the newsletter and project review. The legal basis is consent, which can be withdrawn at any time.

Submission payments

Stripe processes payment information for project submission fees. Pittogramma receives payment status, transaction identifiers, payer details and related records but does not receive full payment card details. We use this data to complete the payment, reconcile transactions, prevent fraud and meet accounting or legal obligations. The legal bases are performance of the submission agreement and compliance with legal obligations.

Index contributions

When you propose a resource or correction through a Notion form, we process your contact details, the proposed information, supporting links and any message you provide. We use it to assess, verify and manage the contribution and to contact you if necessary. The legal basis is taking steps at your request and our legitimate interest in maintaining an accurate editorial index.

Events

If you register for or buy access to an event through Luma, Pittogramma may receive registration, attendance, contact and payment-status information. We use it to administer the event, communicate operational information, provide the event and keep necessary transaction records. The legal bases are performance of the event agreement, our legitimate interest in organising the event and compliance with legal obligations.

Editorial subjects and contributors

Pittogramma may process names, roles, biographies, professional details, portraits, credits, interviews, quotations and links concerning designers, contributors and other people featured in editorial content. Depending on the context, the legal basis is consent, performance of an agreement, the licence or permissions supplied to us, and our legitimate interest in cultural and editorial publication.

Sponsorships and affiliate links

Pittogramma may record business contact details and agreement information for sponsors, partners and affiliate relationships. The legal bases are taking steps toward and performing an agreement, legal obligations and our legitimate interest in managing transparent commercial relationships. If you follow an affiliate link, the destination service may process data under its own privacy policy. Pittogramma does not currently use behavioural advertising or profiling on this website.

When information is required

Fields marked as required are needed to provide the relevant service, process a submission or meet a legal requirement. If you do not provide them, we may be unable to accept the form, review the project, process a payment, register you for an event or answer a request. Optional fields can be left blank.

Recipients and service providers

Personal data may be accessed by:

• Fabio Mario Rizzotti and authorised Pittogramma team members who need access for their role;
• Netlify for website hosting and delivery;
• Sanity for content management and media hosting;
• Infomaniak for domain and email services;
• Brevo for newsletter subscriptions and delivery;
• Fillout for project submission forms;
• Notion for index contribution forms;
• Luma for event registration and ticketing;
• Stripe for payment processing; and
• professional advisers, authorities or other recipients where required by law or necessary to establish, exercise or defend legal claims.

Access is role-based. Editors use Sanity, project reviewers use Fillout, newsletter administrators use Brevo, event organisers use Luma, and financial records are managed by Fabio Mario Rizzotti. Developers receive access only when needed for support. Access should be removed when a person's role ends.

International transfers

Some service providers may process data outside Italy or the European Economic Area. Where a transfer requires a safeguard, Pittogramma relies on the provider's lawful transfer mechanism, such as an adequacy decision or approved standard contractual clauses, together with any supplementary measures required for the transfer. You may contact us for information about the safeguard relevant to your data.

Retention

Pittogramma keeps personal data only for as long as needed for the relevant purpose, including legal, accounting, security and dispute requirements. The current working retention periods are:

• rejected project submissions: 12 months after the editorial decision;
• unfinished Fillout responses: 30 days;
• accepted submissions and publication permissions: while the material is published, followed by a limited legal and editorial archive where justified;
• designer opportunities database: until consent is withdrawn or the record is removed through periodic review;
• index contributions: 12 months after review, unless the correspondence is needed for an accepted entry or dispute;
• general email correspondence: 24 months after the last meaningful exchange, unless a longer period is necessary;
• event operational data: 12 months after the event;
• newsletter records: until unsubscribe or withdrawal, followed by minimal suppression data needed to respect the opt-out; and
• payment, invoice and accounting records: for the period required by Italian tax, accounting and other applicable law.

Backups and technical logs may be retained for shorter rotating periods or until their normal deletion cycle completes. A record may be kept longer where necessary for a legal claim, investigation or binding legal obligation.

Your rights

Subject to the conditions in applicable law, you may ask Pittogramma to:

• confirm whether your personal data is processed and provide access to it;
• correct inaccurate or incomplete data;
• erase data;
• restrict processing;
• provide portable data where the right applies;
• stop processing based on legitimate interests by objecting on grounds relating to your situation; and
• withdraw consent at any time where processing is based on consent.

You also have the right to complain to the Garante per la protezione dei dati personali in Italy or, where applicable, another competent European supervisory authority.

To exercise a right, email info@pittogramma.xyz. We may need to verify your identity before completing the request.

Automated decisions

Pittogramma does not use personal data for solely automated decisions that produce legal or similarly significant effects. Editorial selection decisions are made by people.

Adults and minors

The project submission and payment service is for people aged 18 or over. Pittogramma does not knowingly accept project submissions or payments from minors. If you believe a minor has submitted personal data through that process, please contact us.

Cookies and local storage

The website's current use of cookies and similar browser storage is described in the Cookie Policy.

Changes to this policy

We may update this policy when our services, providers or legal obligations change. The new version will be posted here with an updated date. If a change materially affects processing based on consent, we will request new consent where required.