Registration in a competition or enrollment of a minor student

• Log in to the Reserved Area, select the "REGISTER" option, and complete all the required screens. This step is not necessary if you already have credentials to access the Reserved Area of the University of Pavia.
• Log in using the credentials you obtained or those already in your possession, open the side menu, and from the "HOME" section, select "GUARDIANS".
• On the next screen, specify the type of guardianship by choosing from: multi-parent family, single-parent family, or legal guardian.
• Then, select "SUBMIT GUARDIANS" and complete the following screens by entering the guardians’ personal details.
• In the "GUARDIAN ATTACHMENTS" screen, click on the "Insert attachment" button in the "Actions" column and upload the "Declaration of consent for the enrollment application or matriculation of minor students in the degree programs of the University of Pavia" certificate, fully completed and signed (you can find the document at the bottom of this section).
• Finally, the system will ask you to upload valid identification documents for the listed guardians.
• Once this step is completed, you can proceed with your matriculation for your degree program according to the provided instructions.

The Data Controller

The University of Pavia informs users about the processing of personal data provided in the act of consent for the application for admission or matriculation of a minor in a degree program. The University of Pavia is committed to processing data in accordance with the general principles of lawfulness, fairness, transparency, adequacy, relevance, necessity, and non-excessiveness, as per Article 5(1) of Regulation (EU) 2016/679 (hereinafter GDPR), with appropriate technical and organizational measures to safeguard confidentiality and the rights of the data subjects.

The Data Controller is the University of Pavia, represented by the Rector (head office: C.so Strada Nuova n. 65, 27100 Pavia, PEC: [email protected]).

The University of Pavia has appointed a Data Protection Officer (DPO). Contact details: University of Pavia, C.so Strada Nuova n. 65, 27100 Pavia, email: [email protected], PEC: [email protected].

The internal Data Processors are identified as the Heads of the University Structures (Managers and Heads of organizational units responsible for the procedure). The respective names and contact details are available on the institutional website at the following link: https://web.unipv.it/ateneo/amministrazione/.

Purpose of Processing – Legal Basis

The personal data collected and processed include:

• The personal and contact details of the parents/guardians/custodians;

• The personal and contact details of the minor;

• Copies of identification documents of the parents/guardians/custodians and the minor;

• Any official document appointing a guardian/custodian, duly translated and legalized.

The data provided by the data subjects will be processed by the University of Pavia for institutional purposes in compliance with Article 6(1)(e) of the GDPR. Specifically, data will be processed for the performance of tasks carried out in the public interest or in the exercise of official authority vested in the University, including:

• The application for admission and matriculation of the minor in a degree program;

• The management of the academic and administrative relationship between the University and students;

• The provision of specific services requested by the data subjects.

Data processing may also be carried out for historical, statistical, or scientific purposes, including archiving, historical/scientific research, and statistical analysis, in compliance with legal provisions and ethical codes.

Processing is generally carried out using IT and telematic tools for data storage and management. In certain phases, data may also be processed on paper, ensuring security and confidentiality.

Nature of Data Provision and Consequences of Refusal

Providing personal data is generally mandatory. Failure to provide data will prevent the establishment and continuation of the relationship with the University. Partial or inaccurate data provision will result in the inability to initiate the related procedures and access the requested services.

Categories of Recipients

Personal data may be accessed and processed, in compliance with applicable regulations, by authorized staff and collaborators of the University’s competent offices, examination committee members, or external service providers expressly appointed as data processors (pursuant to Article 28 of the GDPR), such as CINECA, a non-profit inter-university consortium.

Personal data may also be disclosed to judicial authorities and other public administrations in cases required by European, national, or regulatory provisions, as well as to public entities when mandatory disclosure is required (e.g., the Ministry of University and Research for national admission competitions, certifying administrations for verifying substitute declarations under DPR 445/2000, etc.). The University of Pavia adheres to current regulations on transparency and mandatory data and document publication.

Data Retention

The data provided will be retained by the University of Pavia in compliance with regulations on administrative documentation retention. Data retention periods are determined based on the necessity principle. The retention periods depend on laws and the time limits applicable to the documents containing the data.

Data will be stored in accordance with administrative documentation retention regulations. Under Article 48 of DPR 445/2000, "substitute declarations have the same validity as the acts they replace."

Data Subject Rights

Data subjects have the right to request from the Data Controller, pursuant to Articles 15 and following of the GDPR:

• Access to their personal data;

• Rectification of inaccurate/incomplete data;

• Erasure of their data, except for those contained in documents that must be mandatorily retained by the University and unless a prevailing legitimate reason for processing exists;

• Restriction of processing;

• The right to object to processing.

Requests can be submitted to the Data Controller, including via the Data Protection Officer (DPO), at the following address: C.so Strada Nuova n. 65, 27100 Pavia, PEC: [email protected].

If applicable, data subjects also have the right to lodge a complaint with the Italian Data Protection Authority, following the procedures set out in Article 77 of the GDPR, or to seek judicial remedy under Article 79 of the GDPR.