Information note on the newsletters of the University of Bologna

This document is issued in compliance with Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data (the GDPR). According to articles 12, 13 and 14 of the GDPR, data subjects are to be informed with regard to the processing of their personal data.

This Information note is addressed in particular to all natural persons who receive the University of Bologna newsletters.

The legal basis for the personal data processing refers to art. 6, par. 1, point e) of the GDPR: processing for the University of Bologna newsletters is necessary for the performance of a task carried out in the public interest (such as fostering and promoting institutional and cultural activities).

  1. Persons and entities in charge of personal data processing
  2. Data processing purposes and modalities
  3. Personal data storage period
  4. Nature of the personal data
  5. Rights of the data subject

1. Persons and entities in charge of personal data processing

The Data Controller is the Alma Mater Studiorum - Università di Bologna, via Zamboni 33 - 40126 Bologna, legally represented by the Rector.

Contact details:
e-mail: privacy@unibo.it
PEC (certified e-mail): scriviunibo@pec.unibo.it

The internal Data Processors whom data subjects can contact are:

  • the heads of the educational and scientific structures listed under Campuses and Structures (names and contact details are available on each specific website) for newsletters concerning a single structure or parts thereof (research groups, LOUs, etc.);
  • the Director General and the heads of the administrative divisions for newsletters concerning a single division or parts thereof (units and offices). The complete list is available in Administrative Divisions section.

Contact details of the Data Protection Officer (DPO):
E-mail:
PEC (certified e-mail):

2. Data processing purposes and modalities

The University of Bologna uses newsletters to inform data subjects about its institutional and related activities, including communicative and promotional newsletters about events, conferences, seminars and cultural events in general, promoted by University of Bologna or other bodies.

Newsletters can also be sent to foster communities of practice and to develop relations with and among students, teachers, technical and administrative staff and, more generally, with all Italian and foreign citizens who are interested in the activities described in the University of Bologna newsletters.

Data subjects can unsubscribe from the University of Bologna newsletters at any time and their consent is not required to process their personal data. In order to send the newsletters that data subjects have subscribed to, personal data are usually processed through digital tools (such as newsletter management software), and occasionally through non-digital tools (printouts).

Personal data can be used for statistical purposes in the form of anonymous and aggregate data (domicile of newsletter subscribers, main interests, etc.) or for technical and administration purposes (e.g. migration of the newsletter to a new system).

Newsletter-related personal data are stored in the University of Bologna IT systems, as a rule in the IT systems run by CESIA (IT Systems and Services Division). These IT systems ensure high standards of security, confidentiality, and service continuity.

3. Personal data storage period

Newsletter-related personal data are stored for the duration of the data subject’s subscription; they are erased 6 months after s/he unsubscribes or the newsletter ceases to exist.

4. Nature of the personal data

Providing one’s personal data is not a legal obligation; instead, it is necessary in order to receive the University of Bologna newsletters. Therefore, individuals can actively subscribe to the newsletters on a voluntary basis. In some cases, individuals can request a newsletter subscription from the University of Bologna staff (e.g. during an event).

The processed data include e-mail addresses and can also include name and surname, job, employer, telephone number, etc.

5. Rights of the data subject

As data subjects, recipients have the right to unsubscribe from newsletters. They also have the rights stated in Chapter III, Sections 2, 3 and 4 of the GDPR (e.g. data subjects can request that the Controller give them access to and rectify/erase their personal data, restrict their data’s processing, request data portability, or object to the processing of their personal data).

Data subjects can also lodge a complaint with a supervisory authority.

To exercise these rights, data subjects can contact the internal Data Processor.