Who is involved
APS means a social promotion association; SRL means a limited liability company. The two organisations have different roles.
| 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. |
Before signing
- One document to sign: participation form, terms A–E and signatures. Only the participating council and Rural Pop-up Events APS, the social promotion association leading I Custodi, sign. The technical support arrangement between the association and company is separate and requires no council signature.
- Before signing, the competent council office establishes the necessary administrative act and authorised signatory. This is not necessarily an executive resolution: the object, competences and local rules matter. Free participation does not automatically remove administrative requirements, especially where indirect economic benefits exist.
- The association’s RUNTS registration is confirmed by the document it provided. This does not automatically make the draft an Article 56 agreement or Article 55 co-design procedure under the Third Sector Code.
- Independent editorial mapping based on lawfully usable information is separate from council participation. It does not permit entry, QR installation, use of the council logo or claims of institutional collaboration.
- This is a draft, not an executed or legally validated agreement. Complete and review it with the council’s secretary or legal office before signing. The specific permission described in annex D must be implemented before any private contact is transferred.
Association: Rural Pop-up Events APS · tax code 90065180045 · Via San Michele 18, 12050 Lequio Berria (CN), Italy. RUNTS: promotion of social activities section, entry 152505, registered 22 May 2025.
Participation form · to complete
The Italian participation form identifies the council, authorised signatory, approving act, institutional contact, place, ownership and authority to permit the activities. Missing legal details must be completed and verified before signing.
The form separately records the QR position and period, any licensed materials and use of the council logo. No permission is inferred from a blank field.
No publication on a commercial catalogue, company participation or commercial contact sharing is part of this form. The council and association are the only parties.
A · Purpose and scope
The council and association collaborate to gather and review memories, ideas and interest concerning the place, support human encounters and explore reactivation. The custode is an explicitly artificial voice, not an institutional spokesperson or decision maker.
The proposed scope includes the association’s public place page, chat and reviewed public board, with a normally quarterly summary to the council. Statistics are not certified counts of unique people or evidence of an effect on depopulation.
No property or management rights are assigned and no manager is guaranteed. Opening a venue or holding an event requires the permissions and safeguards applicable to that activity.
B · Free participation, independence and technical support
The described service is free for the council, with no fees, commissions, paid renewal, purchasing obligation or expenditure commitment. Each party bears its own costs. Future paid services require a separate decision and the applicable acts.
There is no exclusivity or preference in future awards. Activating a custode requires no listing on rural-pop-up.com, Cercasi Gestore or another commercial catalogue. This agreement authorises no such publication and assigns the company no commercial or management rights over places.
Welance Ventures Italia SRL currently supports hosting and LLM costs, according to the project promoter. This grants no rights over private contacts, award preferences or promotional obligations for the council, and is not a promise of unlimited or permanent funding.
Public place information from Cercasi Gestore may be used within applicable rights. Municipal staff work contacts known to the company and received by the association require a separate lawful-basis and transparency assessment; this flow excludes prospective manager contacts. The council’s signature does not replace these checks or retrospectively validate earlier transfers.
The association and company must separately document funding and technical services, limits, duration, account control, software licences, continuity and data export. The promoter declares that development and consultancy are provided free of charge. Hosting and LLM accounts belong to the company; the Google Drive archive account belongs to the association. Assignments, access and licences must be documented.
The company has access to the backroom through the promoter who works there and supports the project. This access is disclosed and grants no right to commercial use. Access must be authorised and governed according to the actual role. Processing for the association requires a GDPR Article 28 agreement; merely paying invoices does not automatically create that role. No company marketing or independent reuse of data is authorised.
C · Activities, permissions and responsibilities
The association configures the custode, reviews contributions and distinguishes facts, memories, hypotheses and unknowns. It verifies corrections and suspends content or functions when necessary.
The council nominates a contact and provides materials it may lawfully share. Permissions are non-exclusive and limited to the agreed publications. Images and personal information require a separate assessment.
QR installation is restricted to the location and period stated in the form. No additional occupation or property rights are granted. Venue safety, public access, event permissions and insurance must be addressed before an event. Each party remains responsible for its own activities under the law.
D · Statistics and private contacts
The proposed arrangement treats the association as controller of its custode activity. The council initially receives summaries that do not identify people, even indirectly. It receives no general access to private conversations, attachments or archives.
Before sharing a contact, the association must name the recipient council, explain the purpose and data, and record specific, verifiable permission. Existing permission to be contacted by the association is not automatically extended to the council. The council’s signature cannot replace the person’s consent.
Before receiving contacts, the council must establish its own lawful purpose and basis, information notices, authorised recipients, secure transfer and retention periods. Independent subsequent processing is its responsibility. Actual joint control or processing on behalf of the council must first be governed under GDPR Articles 26 or 28; contractual labels cannot override the facts.
No private contacts are transferred to the company for marketing or its own activities. Signatory and institutional contact details are used to administer the agreement under the applicable legal bases, without a blanket consent requirement.
E · Duration, termination and accepted version
The proposed term is 12 months, with no automatic renewal. Continuation requires written agreement. Participation may end on 30 days’ notice without penalties; affected activities may be suspended immediately for safety, unlawful content or infringement of rights.
Termination addresses removal of the sign, QR updates and ending any claim of an active collaboration. Place memory and personal data are handled according to lawful purposes, rights and retention obligations.
The form and annexes A–E form one document. Only the version included in the signed PDF applies: later website changes do not amend it. This is a draft to review and complete before use.
Signing the single document
The Italian PDF records the council’s and association’s acceptance of the completed form and annexes A–E, version 2026-09-30.2. Only the council and association sign this document.
The complete signed file must be retained. Publication of any executed agreement must respect statutory transparency duties and data minimisation; signatures, personal contacts and private attachments must not be automatically published.
References
Sources for the council’s assessment of the applicable framework. They do not replace review of the specific arrangement.