Introduction

This notice describes how Luiss processes the personal data provided by individuals who request the creation or reset of an account, and highlights their rights under the law.

We periodically update this document to align it with current legal provisions and/or new methods of processing personal data, thereby ensuring transparency.

What personal data do we collect?

Luiss, the data controller, collects and processes the following personal data:

• user identification data (first name, last name, tax code);
• contact details (email);
• data related to your category at Luiss (faculty member, adjunct professor, visiting professor, etc.);
• department.

For what purposes do we collect data, and why is its processing legitimate?

Luiss collects and processes the data subject’s personal information for the following purposes:

• creating and/or resetting the Luiss email account as requested by the data subject, and managing the related services (the legal basis for the processing is the obligation that arises between the Data Controller and the data subject);

How does the Data Controller process personal data, and for how long is it retained?

The data subject’s personal data is processed electronically (servers, cloud databases, application software, etc.).

The Data Controller retains the data subject’s information for a period determined in accordance with the statute of limitations under civil law and in compliance with specific sector-specific laws, as well as for the time necessary to properly pursue the purposes identified above.

Who do we share personal data with?

internal communication scope

Only University employees and collaborators who need access to a member’s personal data in order to provide the requested services may access it, and only the information that is instrumental and related to that purpose. Specifically:

• administrative staff;
• collaborators

Our employees and collaborators have been informed and trained on the importance of complying with the principles and rules regarding the processing of personal data.

external communication

The Data Controller shares the personal information of data subjects with certain providers that assist in delivering the requested services. These providers are specifically appointed as third-party Data Processors external to the processing for this purpose. Specifically, these are third parties the Data Controller uses to provide services essential for managing all interactions with the data subject.

If the provider accesses the data, it will do so in compliance with current data protection laws and the instructions provided by the Data Controller.

The Data Controller will not disclose personal information to other third parties without the data subject’s consent, unless required by law or by an Authority:

• when necessary for reasons of national security;
• for reasons of general interest;
• in response to a request from public authorities.

Is the data transferred abroad?

Member data is not transferred outside the European Economic Area.

What rights does the law grant to data subjects, and how can they exercise them?

The European General Data Protection Regulation (Reg. EU/2016/679) grants specific rights to data subjects. Specifically, these include the right to access, rectify, object to processing for commercial purposes or exclusively automated processing, erase, restrict, and port the data, as well as the right to contact the Data Protection Authority.

If the data subject wishes to exercise their rights as recognized by law, they can simply send an email to privacy@luiss.it or write to the Data Controller, Luiss Guido Carli, at Viale Pola no. 12 – 00198 – Rome, outlining their request and providing the necessary information for identification.

The contact details for the Data Protection Officer (DPO) can be found on the Data Controller's website at www.luiss.it/contatti.

The Data Controller will respond within one month. If the Data Controller is unable to respond within the specified timeframe, they will provide a detailed explanation of the reasons why the request cannot be fulfilled.