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INFORMATION ON PERSONAL DATA PROCESSING FOR TENURE TRACK CALLS, INTERMEDIATE ASSESSMENTS, STC MEETINGS AND SITE VISITS

Dear Candidate/Colleague,

pursuant to EU Regulation 2016/679 on "Protection of individuals with regard to the processing of personal data and the free movement of such data" (hereinafter the “Regulation”) and to Legislative Decree no. 196/2003 as amended and supplemented (hereinafter the “Decree”), this is to inform you that Fondazione Istituto Italiano di Tecnologia, (hereinafter "IIT”) will process some of your personal data for the purposes of selection and evaluation activities and for statistical analysis on gender identity.

1. Identity and contact details of the Data Controller

The Data Controller of your personal data is Fondazione Istituto Italiano di Tecnologia, based in Via Morego, 30 – 16163 Genova – Phone 010 28961.

2. Contact details of the Data Protection Officer

The Data Protection Officer can be contacted at the following email address: dpo@iit.it.

3. Object of data processing

Within the framework of the selection and evaluation process, IIT may process the following categories of data relating to you:

  • Common personal data such as, for example, name, surname, tax code, e-mail address, telephone number, nationality, institution of affiliation.
  • Special categories of data: gender identity. Please kindly note that with reference to this question you can decide, at your sole discretion, to tic the option “I prefer to not response”.

4. Purposes and Legal basis of data processing

The processing of your personal data by IIT will take place for the purpose of managing the Tenure Track Calls, Intermediate Assessments, STC Meetings and Site Visits.

In particular, the processing of personal data will take place using the following legal bases:

  • the execution of a contract of which the data subject is a party or for the execution of pre-contractual measures taken upon his/her request (Article 6, paragraph 1, point b) of the Regulation), with regard to common personal data and for the following purposes, here reported as an example:
    1. Acquisition of data in the screening phase of your application;
    2. Evaluation of your Curriculum Vitae and research activities;
    3. Evaluation of IIT Research activities;
    4. Performing interviews;
    5. Reference checks;
    6. Refund of travel expenses incurred for participation in the selection process, if provided and requested.
  • Legitimate interest of IIT (art. 6, paragraph 1, point f of the Regulation) with the derogation of your express consent (art. 9 paragraph 2, point a. of the Regulation) with regard to special categories of data (gender identity).

5. Processing Method

Your data will be processed by computer and paper support, following the rules on protection of personal data, including those related to data security.

6.Categories of recipients of personal data

Personal data may be communicated based on the obligations provided by national and international laws.
Your personal data will be also released to non-IIT scientists whom IIT has appointed as Evaluators under the Tenure Track Calls, Intermediate Assessments and Site Visits.
Special categories of data (gender identity) will be communicated to the Human Capital and Organization Directorate for statistical analysis without any link to your identification data.
In any case, IIT remains responsible to communicate the data to Judicial Authorities, to handle requests.

7. Data storage

The storage of your personal data will take place in compliance with the security measures used by IIT on data protection, and access to them will be allowed only to the staff involved and duly appointed to process data.
Your data will be kept for the purposes referred to in paragraph 4) for the time necessary to fulfill the purposes and in any case for no longer than 18 months after the end of the selection process (except in case of your consent to the further data processing).

8. Transfer of personal data to a third country

Your personal data may be transferred outside the European Union.
In the absence of an adequacy decision by the European Commission concerning the country to which the data transfer takes place (Article 45 of the Regulation), IIT will apply the derogation provided by Article 49, par. 1, point c): “the transfer is necessary for the conclusion or performance of a contract concluded in the interest of the data subject between the controller and another natural or legal person”. The derogation is applicable based on the following evaluations:

  • Personal data involved in the transfer are limited and only referred to identification data.
  • The duration of data processing is time-limited.
  • The transfer is necessary for the execution of a contract.

9. Rights of the data subject

You may exercise the rights provided in Articles 15, 16, 17, 18 and 20 of the Regulation at any time by contacting the Data Protection Officer, at the contact data at paragraph 2 of this information note.
In particular, as data subject, you can request:

  1. access to your personal data, as provided in Article 15 of the Regulation;
  2. rectification of your personal data, as provided in Article 16 of the Regulation;
  3. cancellation of your personal data ("right to be forgotten"), as provided in Article 17 of the Regulation;
  4. restriction of personal data processing, as provided in Article 18 of the Regulation;
  5. portability of your personal data, as provided in Article 20 of the Regulation.
  6. Furthermore, you can object to the processing of data at any time, pursuant to Article 21 of the Regulation, for legitimate reasons related to your particular situation.

10. Consent and withdrawal

You may withdrawal your consent at any time sending an e-mail at dpo@iit.it, without affecting the lawfulness of the processing based on the consent given before the withdrawal.

11. Complaint to the Supervisory Authority

Finally, pursuant to Article 77 of the Regulation, you have the right to lodge a complaint with a Supervisory Authority (Autorità Garante per la protezione dei dati personali), if you consider that data processing infringes the provisions of the Regulation and the Decree.

12. Nature of the processing and obligation of providing data

Data required are necessary (even in fulfilment of obligations coming from legal rules) to selection and evaluation process and for statistical purposes. Failure to provide these data may result in conclusion of the selection and evaluation process.

13. Existence of automated decision-making processes in the data processing

It is specified that for processing of the above data there is NOT any type of automated decision-making process, pursuant to Article 22 of the Regulation.