PRIVACY POLICY AND DECLARATION OF CONSENT TO PERSONAL DATA PROCESSING UNDER ART. 13 OF EU REGULATION NO. 679/2016 OF 27 APRIL 2016

This policy is issued under art. 13 of Regulation EU 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and in respect of the regulations on personal data processing, as well as on the free movement of such data.

This policy refers to the WeBeep website ("WeBeep"), offered by Politecnico di Milano ("Polimi"). This privacy policy is for the WeBeep website ("Website") and provides information to its users by electronic means and belongs to the webeep.polimi.it domain.

Data Controller

Politecnico di Milano - Director General, delegated by the Pro-tempore Rector – e-mail: dirgen@polimi.it

Data protection Officer and contacts

privacy@polimi.it

Purposes and legal basis of data processing, categories of data and data storage period

Under the relevant European and national legislation (EU Reg. 679/2016, hereafter, Regulation), we inform you that your personal data will be used for the following purposes:

Nature of the data

The provision of data is mandatory.

Refusal to provide the data makes it impossible to carry out the intended purposes.

Processing methods

The data processing for the purposes indicated above may be carried out on digital media, manually and/or with electronic tools.

Duly authorised persons are entitled to access the data acquired for the aforementioned purposes.

The setting of an online course on WeBeep implies that the request of any Polimi student who enrols to access it is automatically accepted. The teacher can modify the access settings of the course so that students can only access upon the instructor’s authorisation.

For each online course WeBeep offers the following resources: Course materials, Forum, Announcements, Assignments; if you post on the Forum, your name and surname will be visible also to the other course users.

Students can also access the course named "Corso Comune” to share information: also in this case name and surname of those who post on the Forum are visible to the other users.

Platform usage data can be processed by Politecnico di Milano, ensuring adequate security measures, to carry out statistical analyses and scientific research activities within the University.

Categories of data subjects

• Polimi students
• Polimi academic staff
• Polimi non-academic staff
• External authorised users

Categories of recipients

For the above purposes, the data may be communicated to Italian or international public or private entities, companies or persons that provide services on behalf of the Controller:

• parties and other institutions that work with Polimi to provide courses, such as other universities, companies (for co-managed courses) and external bodies, including partners of any projects funded by the European Union;
• parties providing software for WeBeep-integrated teaching;
• parties providing outsourcing services or acting as technicians operating on WeBeep's equipment and programs;
• bodies/authorities for issuing public key certificates.

Personal data retention period

• course data: 3 years after the end of each course
• general records of WeBeep: data will be cancelled after 10 years of user inactivity

Transferring data to non-EU countries or international Organisations

Personal data will not be transferred in any way to countries outside the EU or any international Organisation.

Data subject rights

As the data subject, you may request from the Controller:

• confirmation of the existence or otherwise of personal data concerning you;
• access to your personal data and related information;
• correction of inaccurate data or completion of incomplete data;
• deletion of your personal data (under one of the conditions indicated in Art. 17, paragraph 1 of the Regulation and in respect of the exceptions envisaged by paragraph 3 of that Article);
• the restriction of processing of your personal data (in the presence of one of the circumstances indicated in Art. 18, paragraph 1 of the Regulation), the transformation into anonymous form or block on data processed in violation of the law, including data whose storage is no longer necessary for the purposes for which it was collected or processed.

As data subject, you have the right to partly or fully object:

• on legitimate grounds, to the processing of your personal data, even if it is relevant for the purpose for which the data was collected;
• to the processing of your personal data for the purposes of sending promotional material on training initiatives and Politecnico di Milano’s events.

These rights may be exercised by contacting privacy@polimi.it.

If you believe that your rights have been violated by the data controller or a third party, you can lodge a complaint with the Data Protection Authority, or another relevant supervisory authority under the Regulation.

Last updated: 20 January 2025