Winter School

Information on the processing of personal data of the participants in events organized by UniTrento

Regulation (EU) 2016/679, the “General Data Protection Regulation” (hereinafter “GDPR”), provides that everyone has the right to the protection of personal data concerning him or her.

In compliance with Article 13 of the EU Regulation 2016/679, the University of Trento provides the data subjects, that is individuals who participate – as speakers, guests, students, faculty, citizens, etc. – in events organized by the University, including online events (congresses, seminars, conferences, graduation ceremonies, etc.) with the information below.

1. Data controller

The data controller is the University of Trento, via Calepina 14, 38122 Trento; email: ateneo@pec.unitn.it.

2. Contact details of the data protection officer

Data subjects can contact the data protection officer to obtain information on their personal data and to exercise their rights under Article 15 et seq. of the GDPR. The contact details of the data protection officer are: via Verdi 8, 38122 Trento; email: http://rdp@unitn.it.

3. Purpose of the processing and legal basis

The personal data of people participating in events organized by the University are processed for the following purposes:

• to register the participants and in the planning and organization of events, for the performance of a task carried out in the public interest, for the performance of a contract, or for compliance with a legal obligation (Article 6, (1), points (e), (b) (c), of the GDPR);
• to create and disseminate documents and materials on University events, with audio and visual recordings, photos and any multimedia and paper materials, that are created, replicated, edited, published, disseminated, transferred or filed, for the performance of its task in the public interest, in compliance with Articles 96 and 97 of law 633/1941 (Article 6, (1), point (e), of the GDPR);
• to advertise specific events through audio and visual recordings, photos and any multimedia and paper materials, that are created, replicated, edited, published, disseminated, transferred or filed, with the consent of data subjects (Article 6, (1), point (a), of the GDPR).

4. Categories of processed data

Personal data: name and surname, contact details and other information based on the type of event (for example, on academic career, profession, membership in professional associations, tax information, bank details), images, voice samples (from video recordings or photos).

5. Nature of data

The provision of personal data is necessary to participate in the event. As regards audio and visual recordings and/or photographs, data subjects may not give their consent to the processing of their image and voice but, in this case, they will not be able to access the locations where filming and/or recording is taking place, and will not be able to actively participate in online events.

6. Data processing methods

The processing of personal data shall be carried out in paper forms and/or by automated means by authorised staff. Personal data shall be processed in respect of lawfulness, fairness, transparency, accuracy, relevance and necessity as per Article 5, par.1 of the GDPR.

7. Categories of recipients of the personal data

The personal data may be disclosed to other departments and centres of the University as well as to other public and private entities for the purposes mentioned above, or disclosed in compliance with a legal obligation s and/or a decision of the Judicial Authorities.

The images and voice recordings included in audio, video and photographic material may be transmitted and/or disseminated through paper publications, cctv, video streaming, radio and tv broadcasts, University platforms and University social media (University website, Unitn YouTube channel, Facebook, Instagram, Twitter, LinkedIn).

8. Data retention period

Data will be stored as long as necessary to fulfil the purposes for which they were collected, and in any case as long as it is necessary by law. In any case, the data will be stored as long as necessary by the regulations in force and/or by University regulations on the storage of administrative documents relevant to the performance of its services.

9. Rights of the data subjects

Data subjects may exercise the rights referred to in Articles 15 et seq. of the GDPR at any time. In particular, data subjects have the right to obtain from the controller:

• access to personal data and to all information pursuant to Article 15 of the GDPR;
• the rectification of inaccurate personal data and the right to have incomplete personal data completed; the erasure of personal data (right to be forgotten), except when the University is obliged to data storage pursuant to Article 17, par. 3 of the GDPR;
• the restriction of processing of personal data for what mentioned in Article 18 of the GDPR;
• the right to object to processing of personal data concerning them when allowed pursuant to Article 21 of the GDPR; the right to withdraw their consent without affecting the lawfulness of processing based on consent before its withdrawal.

Data subjects can exercise their rights through the form available at the "Privacy and data protection" page on the University's website. Fill in the form and email it to the Data protection officer: rdp@unitn.it.

This is without prejudice to the right to lodge a complaint with the Italian Supervisory Authority in accordance with Article 77 of the GDPR.