Privacy Notice

1. Data Controller

The Data Controller is:

The Industrial Engineering Day is organized by the Department of Industrial Engineering (DII) of the University of Trento.

For information concerning the event, users may contact: comunicazione.dii@unitn.it.

2. Data Protection Officer

The University of Trento Data Protection Officer (DPO/RPD) may be contacted for information concerning the processing of personal data and the exercise of data protection rights.

3. Categories of data subjects

The IED service processes personal data concerning the following categories of users:

• students and participants, who use the service to participate in Industrial Engineering Day and its activities;
• company representatives, who use the service on behalf of companies participating in the event;
• University staff and authorized event organizers, who administer and operate the service.

4. Purpose of processing and legal basis

Personal data are processed for the organization and operation of Industrial Engineering Day and, in particular, to:

• create and manage user accounts;
• identify users and manage authentication;
• manage participation in the event, including checking that students are eligible to take part as students of the Department of Industrial Engineering;
• manage registrations for event activities;
• manage individual interviews between students and participating companies;
• provide students and companies with their respective interview schedules;
• manage attendance and check-in to event activities;
• manage information required for the recognition of CFU, where applicable;
• allow students to provide their CV to companies in connection with scheduled interviews;
• send service communications, invitations, confirmations and interview reminders;
• request feedback from students and participating companies after the event, to evaluate and improve it;
• allow authorized University staff to administer and support the event;
• ensure the security, integrity and traceability of the service, including appropriate audit and access records;
• comply with applicable legal and administrative obligations.

The University of Trento processes personal data in the performance of its tasks carried out in the public interest pursuant to Article 6(1)(e) GDPR and, where applicable, for the provision of the service requested by the user pursuant to Article 6(1)(b) GDPR.

5. Categories of personal data processed

Depending on the user’s role and use of the service, the following categories of personal data may be processed.

Students and participants

The service may process:

• first name and surname;
• email address;
• account and institutional identifiers provided through the authentication system;
• student number (matricola), degree course, study level and year of enrolment;
• information on eligibility as a student of the Department of Industrial Engineering, either as declared by the student or as confirmed by the University’s authentication system;
• a pseudonymous participant code assigned by the service;
• information concerning participation in the IED event;
• registrations for activities and sessions;
• interview bookings and related scheduling information;
• attendance and check-in information;
• information and declarations related to CFU eligibility or recognition, where applicable;
• curriculum vitae (CV), when provided by the student;
• the date on which the student acknowledged this notice in the service;
• service communication and reminder status;
• account activity information, including the last access to the service;
• technical and security-related records necessary for the operation and protection of the service.

Company representatives

The service may process:

• first name and surname;
• email address;
• company affiliation;
• account and invitation information (passwords are stored only in a non-reversible, hashed form);
• information concerning the management of the company’s participation in the event;
• service access and activity information, including the last access, necessary for operation, security and audit purposes.

University staff and event organizers

The service may process:

• first name and surname;
• email address and account identifier;
• assigned role and authorization information;
• telephone number and operational notes, where provided;
• account and invitation information, including the last access to the service;
• administrative actions performed within the service, where recorded for security and audit purposes.

Post-event feedback

After the event, students and participating companies may receive an email with a one-time link to a short questionnaire. The email address is used only to send the link and is not stored with the answers. Submitted answers are kept without any link to the respondent’s account or company in the service, and the organizers can view them, without any identifier, only after the questionnaire has closed. Free-text answers may contain information that respondents choose to enter themselves.

6. Curriculum vitae and information made available to companies

A student’s personal information is not made generally available to all participating companies.

When a student has a scheduled interaction or interview with a company, authorized representatives of that company may access the information necessary to manage the interview. This may include:

• the participant identifier used by the IED service;
• first name and surname;
• scheduled interview information;
• the student’s CV, where provided.

The student’s email address, institutional student number and unrelated event information are not made available to company users through the interview schedule.

Public screens used at the event, such as interview queue displays, show only the pseudonymous participant code and scheduling information, never names, email addresses or student numbers.

7. Nature of the provision of data

The provision of the personal data required by the service is necessary to use the corresponding IED functions.

Failure to provide mandatory information may therefore make it impossible to create or use an account, register for activities, book interviews, manage attendance, or use other functions requiring that information.

Providing a CV is subject to the functionality offered to students for participation in company interviews.

8. Methods of processing and security

Personal data are processed using electronic and telematic means by personnel authorized by the University of Trento according to their assigned duties.

The service is designed and operated according to the principles of lawfulness, fairness, transparency, purpose limitation, data minimization, accuracy, integrity and confidentiality, as well as data protection by design and by default.

Access to information is restricted according to user roles and to the functions necessary for the organization of the event.

No profiling or decision-making based solely on automated processing is performed by the IED service.

9. Categories of recipients

Personal data may be accessed by authorized personnel of the University of Trento involved in the organization, administration, technical operation and support of Industrial Engineering Day.

Participating companies receive only the information necessary to manage interactions and interviews involving their company, as described in Section 6.

Personal data may also be processed by providers involved in the technical operation of the service, including authentication and communication services, subject to the applicable data protection requirements and contractual safeguards. Service emails are sent through the University of Trento’s mail system.

Personal data may otherwise be disclosed to third parties where required by law, regulation, or an order of a competent authority.

10. Authentication and external services

The core IED application and its database are operated on infrastructure made available for the service by the University of Trento.

The service may use authentication services provided by the University of Trento or other authentication providers made available to users. Depending on the configuration in use, students may sign in through the University’s institutional single sign-on or through Google, using their University Google account.

Where an external authentication provider is used, the provider may process the information necessary to authenticate the user according to its own applicable privacy terms and the safeguards established for that service. Where such a provider operates outside the European Union, this processing may involve a transfer of personal data outside the EU, subject to the safeguards applicable to that provider.

This section may be updated if the authentication mechanisms used by the IED application change.

11. Data retention

Personal data are retained only for the period necessary to organize and administer Industrial Engineering Day and to fulfil the related administrative, security, audit and legal obligations.

Data that must be retained as part of University administrative documentation are kept according to applicable law and the University of Trento’s rules concerning records management and retention.

Personal data that are no longer necessary for the purposes for which they were collected will be deleted or anonymized, subject to any applicable legal or institutional retention requirements.

The specific operational retention periods applicable to the IED service are determined according to the University’s records-retention and data-protection requirements.

12. Technical data and cookies

The IED web application processes technical information necessary to establish connections with the service and to ensure its operation and security.

The application uses only technical cookies that are necessary for functions such as:

• authentication;
• session management;
• security and protection against unauthorized requests;
• displaying one-time confirmation and error messages.

These cookies are required for the operation of the service.

The IED application does not use cookies for advertising or user profiling, and does not use analytics or tracking services.

13. Rights of data subjects

Under Articles 15 and following of the GDPR, data subjects may exercise, where applicable, their rights concerning their personal data, including:

• access to their personal data;
• rectification of inaccurate data and completion of incomplete data;
• erasure, where the applicable legal requirements are met;
• restriction of processing;
• objection to processing, where applicable.

Requests concerning the exercise of these rights may be addressed to the Data Protection Officer of the University of Trento at: rpd@unitn.it.

Data subjects who consider that the processing of their personal data infringes the GDPR also have the right to lodge a complaint with the competent Data Protection Authority or seek judicial remedy.

General information on data protection at the University of Trento is available at www.unitn.it/en/privacy.

14. Changes to this privacy notice

This notice may be updated when the functions of the IED service, the categories of data processed, the authentication mechanisms or the applicable regulatory requirements change.

The current version is always available through the IED web application, on this page.