Information on the processing of personal data (Staff and collaborators)

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

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, securities held and income conditions;
2. special data, such as data relating to health, the processing of which is carried out only if authorized by express provision of law, for the pursuit of purposes of significant public interest, or by consent expressed by the data subject at the same time as the occurrence of contingent needs (such as, for example, a possible accident);
3. data on criminal convictions and offences.

The University processes the personal data provided at the time of the establishment of the employment relationship, during its course or at the time of its termination, relating to the data subject and his/her family members, exclusively for the purpose of fulfilling the legal and contractual requirements relating to the employment relationship, including those related to the management of tax and social security charges.
In particular, the processing has as its object the pursuit of the following purposes:

I. Management of the Employment Relationship and Organization

1. legal career management, internal and external mobility, evaluation of the professional's work activity, economic and career progression;
2. management of personnel records and publication of contact data and further publication obligations in accordance with the law;
3. recording and management of attendance, also through badges or other electronic methods;
4. use of exemptions, permits, leave, expectations, concessions and/or benefits recognized by law and collective bargaining;
5. management of training and professional updating (enrolment in training courses, any certificates of attendance at courses), also abroad;
6. authorization to carry out non-institutional assignments;
7. payroll processing and complementary and ancillary operations;
8. checks of suitability for the service for disabled people;
9. management of insurance and social security practices, welfare treatments, reports and accident practices;
10. management of institutions to support parenting;
11. management of activities against discrimination in the workplace and protection for gender equality and the enhancement of organizational well-being;
12. prevention and management of cases of mobbing and sexual harassment;
13. management of teleworking;
14. disciplinary proceedings and out-of-court procedures, conciliation proceedings and judgments before all administrative and judicial authorities relating to the person concerned.

II. Teaching and research

1. management of registers of teaching activities;
2. participation, subject to adherence, in research projects;
3. management of research projects and technology transfer activities;
4. national and international mobility management.

III. Internal organization

1. management of the organizational structure and human resources (organizational positions, competence profiles, company repertoire of knowledge, remuneration policies);
2. management of University agreements, conventions and contracts;
3. management of institutional bodies and offices;
4. Application of safety measures in the workplace according to the provisions of Legislative Decree no. 81/2008;
5. video surveillance in the University facilities;
6. statistical surveys and evaluations within the University in order to improve services;
7. dissemination of the degree courses and information and cultural events organized or sponsored by the University or by teaching and research structures.

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, including profiling, relating to the rights of the data subject, 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), will also be 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 institutional e-mail address assigned to the staff at the time of the establishment of the employment relationship is the communication tool between the worker and the University, through which all communications and official information relating to the management of the relationship and the pursuit of all the purposes referred to in point 4 will be sent.

Personal and common data (point 3, letter a) are processed pursuant to art. 6, par. 1, EU Regulation on the basis of at least one of the following conditions of lawfulness:

1. for the performance of a contract or pre-contractual measures to which the data subject is a party;
2. for compliance with a legal obligation;
3. for the performance of tasks in the public interest.

Special personal data (e.g. those relating to health, political and trade union opinions or religious beliefs, etc.) and judicial data (point 3., letters b and c) are processed on the basis of at least one of the following conditions of lawfulness provided for in Article 9, paragraph 2, letter b), EU Regulation:

1. to fulfil obligations under labour law and social security and social protection;
2. for reasons of important public interest on the basis of European Union or national law;
3. for archiving purposes in the public interest, scientific or historical research or for statistical purposes;
4. to establish, exercise or defend legal campus claims;
5. on the basis of the data subject's explicit consent.

Personal data relating to criminal convictions and offences referred to in letter c) of point 3 are processed to the extent strictly necessary for the performance of the purposes indicated in point 4 above.
The provision of personal data for the purposes of processing for the purposes indicated in point 4 is mandatory, as it is necessary for the establishment and management of the employment relationship with the University and for the fulfilment of regulatory obligations and purposes of significant public interest

The recipients of the personal data collected are the natural persons appointed by the University for the processing of data for the purposes indicated in point 4, including employees and collaborators, including self-employed ones, of affiliated entities.

The recipients of the data are also the Data Processors appointed by the Data Controller, including CINECA Consorzio Interuniversitario, as a provider of IT services, with campuses in via Magnanelli 6/3 - 40033 Casalecchio di Reno (BO).

In addition, the data provided are communicated to the following subjects:

1. ESU Di Padova - Regional Agency for the Right to University Education;
2. Pro-tempore Treasurer Institute of the University of Padova
3. INAIL, P.S. Authority, One-Stop Shop for Immigration and other Authorities required by law for accident reporting;
4. accident insurance institutions;
5. CUN (National University Council) for the institutional functions assigned by law;
6. INPS, for benefits related to pension and severance pay;
7. Verification Committee for service causes and territorially competent Medical Commission (as part of the procedure for the recognition of the cause of service/fair compensation, pursuant to Presidential Decree 461/2001);
8. competent health facilities for tax examinations;
9. public and private entities to which the law or the University have entrusted the staff training service;
10. private entities to which the University entrusts outsourcing services within its competence;
11. Employment centre or body territorially competent for recruitment pursuant to Law 68/1999 and ss.mm.;
12. trade unions for the fulfilment of obligations related to the payment of enrolment fees and for the management of trade union permits;
13. Ministry of Finance, in the context of the performance by the Universities of the role of Tax Assistance Center (CAF), in relation to the tax return;
14. public administrations to which employees are seconded, in the context of labour mobility;
15. Padova Hospital, Veneto Oncology Institute and other ULSS companies with reference to staff and collaborators who carry out activities in agreement with the NHS;
16. public and private entities for the completion of procedures relating to guaranteed loans against the assignment of a fifth of the salary and small loans;
17. State Attorney, Ministry of Foreign Affairs, Police Headquarters, Embassies, Public Prosecutor's Office regarding residence permits, recognition of particular statuses;
18. judicial authorities and other public authorities in the exercise of their inspection and investigative functions.

The personal data of the interested party will not be disseminated or transferred outside the national territory, except when necessary for the management of research and international mobility projects.

The determination of the period for which personal data will be stored is based on the principle of necessity for processing. Personal data are therefore stored for the entire period necessary to carry out the purposes indicated 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. 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, the interested party may contact the Data Controller, by writing to the certified e-mail address amministrazione.centrale@pec.unipd.it or to the e-mail address urp@unipd.it. Alternatively, the interested party can write 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 www.unipd.it/privacy.