Privacy & Legal Information - Ancient Rome Live

Last updated: December 4 2025

1. Who We Are

Ancient Rome Live is an educational platform operated by The American Institute for Roman Culture, a 501(c)(3) nonprofit organization registered in the United States (EIN 22-3885181).

Our headquarters and operational base are:

Via F. Crispi, 90, Int. 5, 00187 Rome (RM), Italy.

In this Privacy Notice, “we”, “us”, and “our” refer to Ancient Rome Live and The American Institute for Roman Culture together. We are the Data Controller for personal information collected through ancientromelive.org and related digital properties.

For questions about this Privacy Notice or how your personal information is handled, please contact Darius Arya, who oversees data-protection matters.

Contact Details

Phone (US): +1 239-784-5197
Email: contact@romanculture.org
Postal address: Via F. Crispi, 90, Int. 5, 00187 Rome (RM), Italy

This Privacy Notice may be updated from time to time, and any changes will appear on this page.

2. Key Definitions

Data Controller: The entity that determines how and why personal data is processed.

Data Processor: A third party processing personal data on our behalf (e.g., hosting providers, payment processors, analytics tools).

Personal Information: Data that identifies, or can identify, a living person.

Special Category Data: Sensitive data requiring enhanced protection (e.g., health information, religious beliefs, biometric data).

3. Information We Collect

Depending on how you use ancientromelive.org, we may collect the following types of personal information:

Identity Information

First name, last name (when provided)

Contact Information

Email address
Social media usernames (if provided voluntarily)

Survey & Feedback Information

Responses to surveys, questionnaires, or feedback forms relating to educational programs or online content

Marketing Preferences

Your preferences for receiving updates from Ancient Rome Live or the American Institute for Roman Culture

Payment Information

(When donating or purchasing access to content or courses)

Credit or debit card information
Bank account information
PayPal details
Donation or transaction history (amount, date, method)

Transactional Information

Details about online courses, digital content access, or donations
Records of purchases or contributions

We retain this information only as long as necessary for business, operational, and legal purposes. You may request deletion of your data at any time.

We Do NOT Collect (via this website):

Login credentials for user accounts (unless you later enable membership functionality)
Information relating to criminal convictions or offences

4. Special Category Data

Ancient Rome Live does not collect Special Category Data through the website.

However, as part of in-person educational programs operated by The American Institute for Roman Culture, we may collect health information solely to ensure safe participation.

This information is securely deleted at the end of the program.

5. How We Use Your Information

We process personal information only when allowed by law. Legal bases include:

Contract: To provide access to digital content, courses, or donation-related services
Legitimate Interests: To operate, maintain, and improve Ancient Rome Live
Legal Obligations: Compliance with financial, tax, accounting, and audit requirements
Consent: When you voluntarily opt to receive marketing communications or provide optional data

Reasons We Use Personal Information

To provide online educational content, courses, and digital resources
To process donations, payments, and confirmations
To respond to enquiries and support requests
To maintain legal and financial records
To analyse how visitors use the website
To improve content, services, and user experience
To send optional marketing communications when permitted
To ensure proper operation and security of ancientromelive.org

Anonymised Data

We may anonymise data for analytics, reporting, and research. Anonymised data does not identify you.

6. How We Collect Data

We collect personal information when you:

Subscribe to updates or newsletters
Complete surveys or feedback forms
Register for programs or online content
Make donations or purchases
Contact us by email, phone, or post
Interact with embedded forms, video platforms, or educational tools

Data From Third Parties

We may receive information from:

Payment processors (PayPal, Shopify, bank providers)
Analytics services (Google Analytics, YouTube Insights, Squarespace Analytics if used)
Email marketing platforms
Course partners or facilitators

Cookies

ancientromelive.org uses cookies and similar technologies to:

Improve website performance
Analyse visitor behaviour
Deliver embedded content (e.g., YouTube, Vimeo, mapping tools)

Full details are provided in our Cookie Policy.

7. Sharing Your Information

We may share personal information with:

Service Providers (Data Processors)

Website hosting providers
IT and technical support
Email platforms
Analytics tools
Payment processors
Legal and accounting providers
Educational partners involved in course delivery

Regulatory Bodies

As required by law (e.g., IRS, tax authorities).

Potential Business Successors

In cases of restructuring or transfer of digital operations.

All Data Processors must comply with strict privacy and security requirements.

We never sell or trade personal information.

8. International Transfers

Because we operate in both the US and Italy, some data may be transferred outside the EEA.

When transfers occur, we rely on approved safeguards, such as:

Standard Contractual Clauses (SCCs)
Adequacy decisions
Binding Corporate Rules
Certification mechanisms
Legally authorised derogations

Details about specific safeguards can be requested.

9. Data Retention

We keep personal data only for as long as needed to:

Provide services or access
Meet legal and regulatory requirements
Manage financial and audit obligations
Defend or establish legal claims

Special Category Data for on-site programs is deleted immediately after use.

10. Your Rights

You have the following rights regarding your personal information:

Access your data
Correction of inaccurate information
Erasure where applicable
Restriction of processing
Data portability
Objection to processing (especially marketing)
Withdrawal of consent at any time

To exercise these rights, contact us using the details at the top of this Notice.

We may require proof of identity.

11. Marketing Preferences

You may receive marketing communications from Ancient Rome Live if:

You have opted in, or
We have a legitimate interest in sharing similar educational content

All marketing emails include an unsubscribe link or a link to update preferences.

We never share personal information with third parties for their marketing campaigns.

12. Complaints

If you have concerns about how your information has been handled, please contact us first so we can help resolve the issue.

You may also lodge a complaint with your local data protection authority.

13. Third-Party Links

ancientromelive.org may contain links to third-party websites or embedded content (e.g., YouTube, Google Maps).

These services may collect data independently.

We encourage you to review their privacy notices.