Information note for users intending to enrol in a PhD programme

Pursuant to Article 13 of D. Lgs. 196/2003, please note that the Alma Mater Studiorum - University of Bologna will proceed with the processing of the data provided exclusively for institutional purposes and in compliance with the personal data protection laws.

The Alma Mater Studiorum – Università di Bologna is updating its privacy policies pursuant to the new EU Regulation 2016/679 on the protection of natural persons with regard to the processing of personal data.

In the next few days this privacy policy will be brought up to date.

In the meantime, the current privacy policy is supplemented by the information published on the Privacy Policy Update pursuant to the EU General Data Protection Regulation (2016/679)" webpage (in Italian).


Purposes of processing and methods used

The data provided by you will be processed also using electronic means, for the purposes of managing the selection and registration procedures, for managing the university career of the Candidate/Student and, generally, to perform all relative administrative activities, teaching, research or the right to education within the University or for the purposes laid down in D.R. 271/2009.
Sensitive date (concerning health) are provided by the interested party requesting specific support or services during the performance of the test or for institutional purposes laid down by the laws applicable to your study programme.
Please note that your data is processed with or without the use of electronic systems; in the latter case, such computer systems comply with the provisions of Annex B of the Privacy Act, and are equipped with suitable safety measures to prevent the loss, unlawful and improper use of your data or unauthorised access.

Use of "Radio Frequency Identification"("RFID") technologies in the University badges assigned to PhD students

Please note that as part of the institutional purposes, for particular safety requirements, ID badges are affixed with “RFID” labels, special technologies that are used to read the personal information contained in the magnetic badges using special readers.
The use of this processing system complies fully with the principles governing D. Lgs. no. 196/2003 (Privacy Act), particularly concerning the liberties, fundamental rights and dignity of the concerned parties (art. 2, para. 1 of the Privacy Act) and in conformity with the principles of need (art. 3); honesty, purpose and quality of the data, and proportionality (art. 11).
Please also note that the points of passages where your data is read using the “RFID” technology are marked with special notices.
The data read is in no way processed, gathered or otherwise handled for purposes other than those indicated, nor is it used to monitor the preferences of users.
You may in any case request that the “RFID” labels be removed or disabled. In such case however, please not that if disabled you will not be able to use the services related to the use of the badge.

Nature of the data

You must provide the data to complete the above-described purposes. If the data is not provided it will bot be possible to register for the exam or for the PhD programmes.

Processing parties

The Data Controller is the Alma Mater Studiorum University of Bologna – Via Zamboni, 33 40126 Bologna (BO). Pursuant to Rectoral Decree no.271/2009 art. 9 para. 2,  the Data Managers in charge of liaison with users are:

  • the Head of Research and Knowledge Transfer concerning the management of competition procedures and career management;
  • the Head of the Department in which the PhD activities may be performed;
  • the Head of the University computer centre (CESIA) for the management of databases and the Studenti Online application.

Data flows

Your personal data is processed by the departments and employees of the university exclusively for institutional purposes and in line with applicable legal provisions and regulations. Your data may be notified to:

  • M.I.U.R. (Ministry of Universities and Research) for the performance of all statutory functions;
  • C.U.N. (National University Council) for the performance of its statutory institutional functions;
  • INPS and the Inland Revenue, concerning the granting of PhD scholarships;
  • certifying administrations, during inspections concerning the personal statements made for the purposes of Italian Presidential Decree (DPR) no. 445/2000;
  • Public authorities, for the purposes of granting any funds, contributions or other benefits also to specific categories of PhD students;
  • Third country public bodies and private parties for all matters concerning the allocation of PhD student grants according to agreements signed pursuant to Italian Law no. 449 of 27.12.1997and D.M. no. 224 of 30.04.1999;
  • The Attorney General, Ministry of Foreign Affairs, the Police, Embassies, State Prosecutors, concerning residence permits and the recognition of special statuses of PhD students;
  • the Region, other accredited or authorised public or private bodies and potential employers, for the purposes of careers guidance and entry into the job market (pursuant to Italian law 30/2003, the labour market reform, and subsequent implementations);
  • Insurance bodies and INAIL, for the management of insurance and accidents;
  • Regional management authorities (bodies with administrative and management autonomy established under Italian law no. 390/91 concerning the right to university studies), national and foreign university and academic bodies for all matters aiming to foster international mobility for PhD students and manage transfers;
  • Foreign Universities and Academic bodies, as part of the agreements involving the establishment of joint, dual or multiple qualifications and joint PhD theses;
  • other public or private bodies to which the university, within statutory limits, outsources services of its own competence or with which agreements are held (e.g. printing of degree certificates);
  • legal authorities;
  • university staff, to carry out research activities for the purpose of analysing possible improvements to the services, in a form that does not permit the direct identification of the party concerned;
  • national or foreign private parties, at their specific request, to confirm the presence of any qualifications or requirements in order to facilitate guidance, learning and employment pursuant to art. 96 of D.Lgs. 196/03;
  • parties listed in art. 16 and following of the Rector's Decree no. 271/2009 (Amalgamated law on Privacy and the use of the University Computer Systems).

Rights of the interested party

Pursuant to Article 7 of D. Lgs. 196/2003, at any time it is possible to obtain information from the data processors concerning the processing of your data, the methods and purposes of the processing and the applied logic, as well as:
1) the confirmation of the existence of the data and relative communication as well as their origin;
2) the details of the data controller and data processors and any parties or categories of parties to whom the data may be disclosed or who may have access to the data in their capacity as data processor or appointed party;
3) the updating, correction and/or integration of your personal data;
4) the deletion, transformation into an anonymous form or suspension of any data processed in breach of the law;
5) the confirmation that the operations referred to in points 3) and 4) have been notified to those to whom the data was disclosed or transmitted, except in those cases in which such notification is impossible or requires the use of means which are manifestly disproportionate to the protected right;
6) to oppose: the processing of your data, even where this is pertinent to the purposes for which the data was collected, on legitimate grounds; the processing of your data for commercial purposes or for the purposes of market research.
You may exercise these rights by writing to the Data Manager or to