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Privacy Policy for students

INFORMATION REGARDING PROTECTION OF PERSONAL DATA AND CONSENT TO PROCESS - STUDENTS VISITING MONASH PRATO

[May 2018]

Pursuant to the terms and conditions of Section 13 of the Italian Legislative Decree number 196 of 30th June 2003 (“Codice in materia di protezione dei dati personali” – Personal Data Protection Law, hereinafter “the Law”) and to the provisions of Regulation (EU) 2016/679 (“Regulation on the protection of natural persons with regard to the processing of personal data and on the free movement of such data”, hereinafter “the EU GDPR”), we hereby inform you that Monash University (hereinafter referred to as “Monash University”), in its capacity as Data Controller in Italy, pursuant to Section 29 of the above Law, regarding the processing of your personal data and information, is required to provide you with the following information:

  1. All personal data you have provided to Monash University, as well as any entity from whom personal data are collected, and all the further data provided in order to allow the planning and organisation of the Monash Univerity study programs at the Monash Univerity Prato Centre (in Prato, Italy), and thereof aimed at the performance of the academic services to be provided to you, will be processed and handled by Monash Univerity in accordance with its policies and with the aforementioned Law and EU GDPR, and with the principles of fairness, lawfulness, transparency, purpose limitation, accuracy, storage limitation, integrity and confidentiality and accountability, as well as the utmost protection of your privacy; sensitive data processing will only take place in relation to data regarding your health condition (such as diseases, allergies, food intolerances) or judicial data.
     
  2. All data shall be processed exclusively for Monash Univerity institutional purposes, connected or related to the activities carried out by Monash Univerity, such as study programs in Italy organisation, the accomplishment of bureaucratic practices for your entry in Italy, the underwriting of the contractual obligations of Monash Univerity in connection with your study abroad stay at the Monash Univerity Prato Centre (in Prato, Italy). In particular the data supplied or collected will be processed for the following purposes: a) to fulfill the obligations established by any applicable law, including the regulations or the European Union Law; b) to execute the contractual obligations with reference to your enrolment in Monash Univerity study programs organised in Prato, Italy at the Monash University Prato Centre (such as but not limited to courses attendance certification, students' health and safety protection); c) with reference to data provided by public authorities or by hospitals should an accident or aggression occur to the student, in order to take the necessary actions.

    Sensitive data regarding your health conditions and food habits will only be processed for the purpose of protecting students safety or of fulfilling the obligations established by law, by regulations or by the European Union Law; sensitive data regarding judicial measures which may have been provided to Monash Univerity by public bodies will be processed only for purposes relating to a health or safety emergency and complying with any applicable mandatory provision of Italian or European Union law.

    Personal data (including sensitive data) may be transferred overseas, and more specifically to Australia, pursuant to the terms, conditions and limits specified at Section 43 of Legislative Decree 196/2003 as well as under the provisions of Section 49 (1) (a) of the EU GDPR.

    Consent to process your personal data (including sensitive data) is not required if such data comes under one of the possible cases for exemption as per Section 24 of Italian Legislative Decree 196/03.
     

  3. Submittal and processing of personal data is necessary in order to achieve the purposes above specified.
     
  4. Any refusal will make it impossible to carry out the necessary activities and the correct administrative and academic management of student programs necessary to accomplish the contractual obligations of Monash University in connection with your study abroad experience at the Monash University Prato (in Prato, Italy), as well as the obligations imposed by law.
     
  5. Data of common nature will be collected and processed automatically and/or manually in compliance with the provisions of Sections 11 and 31 of the Italian Personal Data Protection Code and by adopting the related minimum safety measures, securing strictly monitored access; the collecting and processing of sensitive data will be carried out in compliance with the provisions of Sections 11 and 31 of the Italian Personal Data Protection Code and by adopting the related minimum safety measures.
     
  6. Data processing will take place, according to the aforementioned criteria, only within those offices of the Monash University Prato Centre premises which are exclusively dedicated to MU study abroad programs; the data will be handled only by the persons who are in charge and responsible of the related activities and by other persons working on the same areas as specified in internal communications; sensitive data will be handled only within those offices of Monash University Prato Centre premises which are exclusively dedicated to MU study abroad programs, for the purposes above specified, by persons officially appointed to this task. Your personal data you have provided, with the exception of sensitive data, may be transferred overseas pursuant to the terms, conditions and limits specified by Title VII of Part I of Legislative Decree 196/2003.
     
  7. In particular, your data may be communicated, in compliance with the rules above indicated, to public or private subjects to whom they may necessary in order to fulfill obligations set forth by laws, regulations or EU laws; sensitive data may be communicated to public bodies and authorities (such as Aziende USL or public hospitals, public safety authorities, police offices, courts, magistrates and the like) and to private subjects (such as private hospitals and clinics, security supervisors, insurance companies) only for purposes relating to health and safety emergency and for the purposes of fulfilling obligations set forth by laws, regulations and EU laws.
     
  8. The Data Controller, under the law and with particular reference to the safety obligations related to the automatic processing of your data, is MU.
     
  9. All data will be processed by MU in its capacity as Data Controller with the supervision of the Data Manager in compliance with Section 7 of Legislative Decree 196/2003, whom you can reach at the following telephone number and email address: +39 0547 43691 / privacy@monash.it .

  10. Media, photo, video and audio personal data collection and processing information if prior consent has been specifically granted by you:

    The University may use images of yourself caught in video, audio, or other recordings, and/or photographs, images or other taken/recorded during the period of your visit to Monash Prato, on and off campus, for use on the University's website, social networks (such as Facebook, Instagram, You Tube, Twitter etc.). 

    Such data may be used for University-related marketing and publicity related purposes and used in University publications and may be published on the University's website.

    Please be informed that:

    a) images of yourself will be held in accordance with the EU GDPR and the Italian Legislative decree n. 196/2003;

    b) images of yourself captured in the above video, audio or other recordings and/or photographs, images or other, will be the copyright of the University and any other intellectual property which arises in the recordings will also belong to the University;

    c) all property rights in your performance in the film and/or recordings are irrevocably assigned to the University;

    d) all moral rights in your performance in the film and/or recordings are waived to the University;

    e) you can request the University to stop using your images at any time, in which case they will not be used in future publications but may continue to appear in publications already in circulation.

    If the recording is going to capture you speaking (e.g. lecturing or presenting information), and such recording contains the intellectual property (including copyright) of another party, it will be used only on the assumption you have obtained the other party's permission or a licence to do so and irrevocably licence the University to use and sub-licence any copyright in the words spoken (once fixed by the recording).
     

  11. You will be able to exercise any and all other rights foreseen by Section 7 of Legislative Decree 196/2003 reproduced hereunder in its entirety:

“1. The data subject has the right to obtain confirmation of the existence or not of personal data regarding him or her, even if not yet recorded, and their communication in intelligible form.

2. The data subject has the right to obtain indication: a) of the origin of the personal data; b) of the ends and methods of its processing; c) of the logics applied in the event of processing being carried out with the aid of electronic equipment; d) of the identification data of the controller, of those responsible and the appointed representative as per Section 5 paragraph 2; e) of the organizations and categories of organisations to whom personal data can be communicated or who are likely to get to know them in their capacity of designated representative in any area of the country, of officers and appointees.

3. The data subject has the right to obtain: a) the update, the rectification or, if he or she as interest to, the integration of the data; b) the cancellation, transformation in anonymous form or the blockage of any data processed unlawfully, including those whose storage is not necessary in relation to the aims for which the data were collected or later processed; c) a statement that the operations indicated at letters a) and b), including their content, have been made known to those to whom the data have been communicated or released, except in the case of this being found to be impossible or requiring the use of means which are clearly disproportionate to the protected right.

4. The data subject has the right to completely or partially oppose: a) for legitimate reasons, the processing of personal data regarding him/her even if relevant to the aims of their collection; b) the processing of personal data regarding him/her for the purpose of sending publicity material, direct sales or for carrying out market research or commercial communications.”

The data subject can exercise the rights as per Section 7 of Legislative Decree 196/2003, (updating, rectification, integration, cancellation, transformation, anonymously or blockage of data processed illegally, opposition, request for information as per section 1 and as per letters a), b), c), d) and 2) 2nd section, by contacting the Monash University Prato Centre, via Pugliesi 26, Prato 59100 (PO) Italy or by sending an e-mail to the following address: privacy@monash.it .

You can read Regulation (EU) 2016/679 at: http://ec.europa.eu/justice/data-protection/reform/files/regulation_oj_en.pdf

12. Periods of data retention:

a) the period for which your personal data will be stored will be from the moment of granting consent until six months after the end of the program;

b) the period for which media, photo, video and audio data related to you will be from the moment of granting consent until seven years after the end of the program;

c) the period for which communications will be sent to you such as events, news or updates will be from the moment of granting consent until three years after the end of the program;

e) you can withdraw your consent at any time and even only orally, but this will not affect the lawfulness of processing your personal data based on your consent before withdrawal;

f) you have legal rights and remedies against any breach of your personal privacy according to Articles from 77 to 84 of the EU GDPR.