Privacy policy for participants in the University's competitive selection procedures

This policy is intended for those who participate in the competitive selection procedures of the University or of one of its Structures

All competitive selection procedures for the recruitment of professional staff, teachers and researchers, whether employed on a fixed term or permanent basis, contract teachers, fixed-term assistant professors, interns, various types of collaborators, etc. are included.

This policy is provided in accordance with articles 13 and 14 of Regulation (EU) 2016/679 (GDPR).

Please be advised that the Alma Mater Studiorum - Università di Bologna will process the personal data contained in the applications or in any supplementary documentation accompanying the applications sent by the candidates.

The legal basis for the processing is found in art. 6, para. 1 (e) and articles 9 and 10 of the GDPR.

Parties involved in processing

The Data Controller is Alma Mater Studiorum - University of Bologna, with registered offices at via Zamboni 33 – 40126 Bologna, in the person of the Rector who is its Legal Representative.
The contact details are:
Certified email (PEC):

In accordance with R.D no. 271/2009 of 23.02.2009, consolidated regulations on privacy and on the use of the University's information systems, art. 9, para. 2, the internal persons responsible for responding to the data subjects are:

  • The persons in charge of the organisational units that issue the calls for applications. In particular, the Director of the Personnel Division for the calls for applications issued by the General Administration

  • the persons in charge of the University structures for the calls for applications issued by the latter (the list of structures is available on the page Sites and Structures. The contact details of the persons in charge can be found on the structure websites)

  • The contact details of the Data Protection Officer (DPO) are:
    Certified email (PEC):

Processing purposes and methods

The data provided by you will be processed in order to manage the competitive selection procedure, to assign the work or appoint the successful applicant, or to manage the ranking lists (where provided for in the call for applications).

It is possible that the data processed may also include sensitive data (e.g. relating to health, disability, judicial data, etc.). The processing of this data is provided for by the laws governing selection procedures (e.g. to provide the appropriate support to candidates with disabilities, to verify the personal requirements of the candidates, etc.).

The candidates’ personal data are processed by the members of the selection committee, the administrative offices in charge of the selection procedures and those in charge of recruitment, appointments, etc.

It should be pointed out that the data may be processed with or without the use of electronic tools. Where such tools are used, the relative IT systems are equipped, in compliance with the provisions of Chapter V of Regulation (EU) 2016/679, with security features able to prevent any loss, unlawful or improper use of the data or any unauthorised access thereto (e.g. profiling of the database access authorisations).

The management of data contained in paper documents (e.g. the applications to participate in the selection procedures) envisages specific organisational security measures to be communicated to the committees and adapted to each specific case (e.g. keeping applications under lock and key, filing them in the University archives, keeping information confidential).

The University may obtain official information in order to verify the declarations submitted by the candidates (e.g. a criminal records check, verification of academic qualifications, verification of the candidate's family status, etc.).

Data retention period

The data will be kept:

  • as regards the personal data contained in the applications to participate in selection procedures or in documents attached thereto, the retention period is determined by the mandatory periods established for Italian universities and the discarding of documents is subject to preventive screening by the Supervising Archival Board for the district;

  • as regards the personal data entered into the information systems, the reader is referred to the principles established in art. 5 of Regulation (EU) 679/2016, under which data will be retained for a period of time no longer than is necessary for the purposes of the processing and with specific regard for the storage limitation principle established in art. 5 (e) of Regulation (EU) 679/2016.

Nature of the provision of data

Provision of the data is necessary in order to achieve the purposes indicated above. If you do not provide said data, you will not be admitted to the selection procedure and may not benefit from any help offered.

Legal basis of the processing

The personal data are processed in accordance with article 6, paragraph 1 and articles 9 and 10 of the GDPR.

Rights of the data subject

The data subjects to which the personal data relates enjoy the rights specified in sections 2, 3 and 4 of Chapter III of Regulation (EU) 2016/679.
In particular, they have the following rights in relation to the data controller: right of access to their personal data and its rectification or erasure, right to restrict or object to processing that relates to them and right to data portability.
They are also entitled to complain to a supervisory authority.

These rights may be exercised by writing to the Data Processor.