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PRIVACY NOTICE REGARDING THE PROCESSING

OF PERSONAL DATA IN CONNECTION WITH THE ADMISSION EXAMINATION

FOR BACHELOR’S / MASTER’S / DOCTORAL STUDIES

 

You have accessed the admissions portal of the Gheorghe Asachi Technical University of Iași (TUIASI) to complete the online application form for the admissions process at the university.

 

 

Gheorghe Asachi Technical University of Iași, located in the city of Iași, 67 Dimitrie Mangeron Boulevard, Iași County, website https://www.tuiasi.ro/, is a personal data controller within the meaning of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (GDPR).

The University has appointed a Data Protection Officer (DPO), who may be contacted regarding any matter related to the processing of personal data using the contact information provided in this privacy notice.

TUIASI processes personal data, including special categories of personal data, under the conditions and for the purposes provided for by the applicable legislation.

 

This privacy notice has been drawn up in accordance with Article 13 of the GDPR and aims to inform you about how TUIASI processes your personal data, the legal grounds for such processing, your rights, and the measures adopted to protect your data.

 

 

1. The categories of personal data processed, the legal basis for such processing, and the purposes of the processing

 

Personal data is processed on the following legal grounds:

• Article 6(1)(c) of the GDPR – compliance with the University’s legal obligations regarding the organization and conduct of the admissions process;
• Article 6(1)(e) of the GDPR – the performance of a task carried out in the public interest in the field of education and vocational training;
• Article 9(2)(b), (g), and/or (h) of the GDPR, as applicable, for the processing of special categories of personal data, in the cases expressly provided for by law.

 

 

Based on the legal grounds mentioned above and to fulfill the purposes described in this privacy notice, TUIASI processes the following categories of personal data:

• identification data, as per personal identification documents issued by Romanian state authorities (birth certificate, ID card) or authorities of other countries (passport), where applicable, necessary for identifying the applicant and managing the admission file;
• personal characteristics (date of birth, place of birth, citizenship, marital status), necessary for verifying enrollment requirements and determining rights or benefits provided by law;
• data regarding education and academic performance (institution attended, field of study, type of education, duration of studies, year of graduation, grade point averages and grades obtained, academic transcripts, and documents regarding the recognition of studies), necessary for verifying eligibility, evaluating the application, and ranking candidates in accordance with the admission methodology;
• contact information (home and/or residential address, phone number, email address), necessary for communicating information regarding the admissions process and managing our relationship with applicants;
• special categories of personal data, processed exclusively in the situations and under the conditions provided by law, when such data is necessary for granting rights, facilities, or benefits, or for fulfilling TUIASI’s legal obligations; this data may include information regarding health status, special social circumstances, and other special categories of data processed exclusively under the conditions and within the limits provided by applicable law.

 

The data is processed for the following purposes:

• organizing and conducting the admissions exam;
• verifying eligibility and enrollment requirements;
• granting benefits, discounts, exemptions, or other rights provided by law;
• allocating housing;
• preparing reports and statistics required by education legislation;
• communicating information regarding the admission process;
• managing the relationship with applicants.

 

2. Announcement of the results of the admissions exam

 

In accordance with applicable law and TUIASI’s internal regulations governing the admissions process, the results of the admissions exam are posted on TUIASI’s official platforms and channels.

In accordance with the principle of data minimization set forth in Article 5(1)(c) of the GDPR, one or more of the following pieces of information may be published, depending on the stage and specifics of the admission process:

• application number;
• the options selected;
• the grades and grade averages relevant to admission;
• the tie-breaking criteria applied;
• the candidate’s status following the admission process;
• the faculty, field of study, and programme for which the candidate was admitted, as applicable.

 

3. Recipients of personal data

 

Personal data are disclosed, under the conditions and within the limits set forth by applicable law, exclusively to institutions and entities for which there is a legal obligation or a justified need for processing, to the extent necessary for organizing and conducting the admissions process, managing academic records, and fulfilling TUIASI’s obligations.

In this context, personal data may be disclosed to:

• the Ministry of Education, for the fulfillment of reporting and record-keeping obligations provided for by applicable law;
• the Unified Student Registry of Romanian Universities, under the conditions provided for by specific regulations in the field of higher education;
• other competent public authorities and institutions, when the disclosure of data is required by law or necessary for the exercise of their duties.

Personal data are disclosed only to the extent necessary to achieve the purposes for which they were collected and in compliance with the security and confidentiality measures provided for by applicable law.

 

4. Transfer of personal data to third parties

 

Except for the situations described in the section “Recipients of Personal Data,” the data held in TUIASI’s information systems are not disclosed to third parties except in cases provided for by law or when such disclosure is necessary to fulfill the University’s legal or contractual obligations.

 

5. Storage period

 

Personal data are retained for the period necessary to fulfill the purposes for which they were collected and thereafter in accordance with the retention and archiving periods provided for by applicable law, the University’s archival classification system, and the internal regulations in force.

The retention of personal data serves to enable TUIASI to manage and document the admission process, fulfill applicable legal obligations, maintain academic records, and provide necessary information to competent authorities, under the conditions provided by law.

Data related to the admission process are retained in accordance with the legal framework applicable to university and archival documents.

Upon expiration of the retention periods, the data will be deleted, anonymized, or destroyed in accordance with the law.

 

6. Rights of Data Subjects

 

Under the GDPR, you have the following rights:

• the right of access to data – the right to receive confirmation from TUIASI regarding the processing of your personal data, as well as access to that data and information regarding its processing;
• the right to rectification – the right to request the correction or completion of personal data that are inaccurate, incomplete, or out of date;
• the right to erasure, subject to legal requirements – the right to request the erasure of personal data, in the situations and under the conditions provided by law;
• the right to restriction of processing – the right to request the restriction of the processing of personal data in the cases provided for by the GDPR;
• the right to object – the right to object, on grounds relating to your particular situation, to certain processing operations carried out under the conditions provided for by the GDPR;
• the right to data portability, in the situations provided for by law – the right to receive the personal data you have provided in a structured, commonly used, and machine-readable format, as well as the right to request that such data be transmitted to another controller, in the situations provided for by law;
• the right not to be subject to a decision based solely on automated processing – the right not to be subject to a decision that produces legal effects or significantly affects you and that is made solely by automated means, under the conditions of Article 22 of the GDPR;
• the right to lodge a complaint with the National Supervisory Authority for Personal Data Processing – the right to refer the matter to the supervisory authority if you believe that the processing of your personal data violates the provisions of the GDPR.
• dreptul de a depune plângere la Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal – dreptul de a sesiza autoritatea de supraveghere în cazul în care considerați că prelucrarea datelor dumneavoastră cu caracter personal încalcă prevederile RGPD.

 

7. Exercising your rights

 

To exercise your rights under the GDPR and for any questions regarding the processing of personal data, you may contact the DPO using the following contact information:

• mailing address: Gheorghe Asachi Technical University of Iași, 67 Dimitrie Mangeron Boulevard, Iași;
• DPO email: dpo@tuiasi.ro

You also have the right to lodge a complaint with the National Supervisory Authority for Personal Data Processing.

 

 

8. Technical and organizational security measures

 

TUIASI implements appropriate technical and organizational measures to ensure the confidentiality, integrity, availability, and resilience of its personal data processing systems and services, in accordance with the requirements of the GDPR and applicable internal policies.

 

9. The existence of an automated decision-making process

 

The admissions process utilizes computer applications and mechanisms to calculate grade point averages, rank, and allocate applicants based on the criteria established by the admissions methodology.

These tools automatically apply the rules and criteria approved by the admissions methodology, based on the results obtained and the preferences expressed by applicants.

The results generated by the IT systems are used in the admission process and are subject to verification and validation in accordance with the methodology approved by TUIASI and applicable legislation.

 

10. Mandatory nature of data provision

 

Providing the requested personal data is necessary for participation in the admissions process, verification of application eligibility, evaluation of applications, and fulfillment of TUIASI’s legal obligations.

If you do not provide the data necessary for the admission process, TUIASI will be unable to register your application file, verify your eligibility, or process your participation in the admission competition.