Information on the processing of personal data (Ombudsman)

The Data Controller is the University of Padova, with legal campus in Via VIII Febbraio n. 2, 35122 - Padova (certified e-mail: amministrazione.centrale@pec.unipd.it).

The Data Protection Officer, appointed pursuant to art. 37 of the EU Regulation, can be contacted at the following e-mail address: privacy@unipd.it.

The University processes the personal data provided by the data subject to the Ombudsman when submitting a complaint or complaint for the exercise of his/her rights.

The personal data that may be processed, exclusively for the purposes indicated in point 4, are:

1.  personal data (name, surname, date of birth, gender), contact, residence and career data;
2.  special data (for example, data relating to health, racial and ethnic origin, sexual orientation) provided by the data subject and exclusively for the protection of their rights and interests;
3.  data on criminal convictions and offences.

The processing of data is carried out exclusively for the following purposes:

1. provide advice and assistance to data subjects in the exercise of their rights;
2. manage complaints and grievances submitted by data subjects;
3. guarantee the impartiality, correctness and timeliness of the University's administrative action.

The personal data of the interested party are processed with the support of computer and paper means.

The University shall take appropriate organisational and technical measures to protect the personal data in its possession, through appropriate security measures to ensure the confidentiality and security of personal data, in particular against loss, theft, as well as the unauthorised use, disclosure or modification of personal data.

The Data Controller does not resort to automated decision-making processes relating to the rights of the data subject on the basis of personal data, including profiling, in compliance with the guarantees provided for by art. 22 of the EU Regulation.

Any processing of special data, referred to in point 3), letter b), is also carried out in compliance with the "Regulations for the processing of sensitive and judicial data of the University", which can be consulted on the page Regulations of general interest

The personal e-mail box, also certified, the telephone contact communicated by the interested party and the institutional e-mail box, assigned at the time of enrolment or enrolment, or personally with the Ombudsman, are the tools through which all communications and information relating to the pursuit of all the purposes indicated in point 4 are provided.

The provision of personal data for the purposes indicated in point 4 is essential for the establishment and management of the relationship between the data subject and the Ombudsman, for the provision of the relevant assistance and consultancy services and for the fulfilment of the related legal obligations.

The processing of personal data within the scope of the purposes indicated in point 4 is carried out by the Data Controller on the basis of at least one of the following lawfulness conditions.

Personal and common data (point 3, letter a), are processed for the performance of tasks of public interest as defined by law, the Articles of Association and internal regulations (pursuant to Article 6, paragraph 1, of the EU Regulation).

Consent is the legal basis for the processing of special data (such as data relating to health, political opinions or religious beliefs, etc.) and judicial data (point 3., letters b and c), when one of the following legal bases is not present:

(a)    for reasons of important public interest on the basis of European Union or national law pursuant to Art. 9, par. 2, letter g), of the EU Regulation and art. 2-sexies, paragraph 2, letter bb), of Legislative Decree no. No 196/2003;
b)    for archiving purposes in the public interest, scientific or historical research or for statistical purposes pursuant to art. 9, par. 2, lett. j), of the EU Regulation and art. 2-sexies, paragraph 2, lett. cc), of Legislative Decree no. No 196/2003;
(c)     to establish, exercise or defend legal campus claims.

The recipients of the data are the natural persons appointed by the University and assigned to the Ombudsman, on whom they functionally depend.

The Ombudsman, if necessary, avails himself of the collaboration of the administrative offices of the University for the performance of his functions of protection of the interested parties. Staff shall be bound by professional secrecy in respect of facts and records of which they become aware in the performance of their duties.

Personal data are not subject to dissemination.

The determination of the period for which personal data will be stored is based on the principle of necessity for processing. The personal data is then stored for the entire period necessary to carry out the purposes set out in point 4.

The data subject has the following rights:

1. right of access to your personal data (art. 15 EU Regulation);
2. right to rectification or integration of your data (art. 16 EU Regulation);
3. Right to erasure (right to be forgotten), pursuant to Art. 17 EU Regulation;
4. the right to restriction of processing under the conditions set out in Art. 18 EU Regulation;
5. right to data portability, as governed by art. 20 EU Regulation;
6. the right to object to the processing at any time (Article 21 of the EU Regulation);
7. the right to lodge a complaint with the Data Protection Authority.

To exercise their rights for the protection of personal data, the interested party may contact the Data Controller, by writing to the urp@unipd.it e-mail address or to the certified e-mail address amministrazione.centrale@pec.unipd.it. Alternatively, the interested party writes to: University of Padova, via VIII Febbraio n. 2, Padova.

The Data Controller is required to provide a response within one month of the request, extendable up to three months in the event of a particularly complex request.

Any changes and additions to this policy are published in the privacy section of the institutional website at https://www.unipd.it/difensore-civico.