Introduction

Babeș-Bolyai University is a higher education institution in Romania located in Cluj-Napoca.

Babeş-Bolyai University of Cluj-Napoca, hereinafter referred to as UBB, comprises 21 faculties, as well as a number of departments and organizational centres, designed to provide a high quality educational process. UBB organisational structure is available here:

• UBB administrative units
• UBB faculties – UBB Structure.

According to the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), as well as on the right to intimate, family and private life, as provided in Article 26 of the Romanian Constitution, Babeş-Bolyai University has adopted the present Privacy Policy.

The Privacy Policy provides information on the personal data we collect when you visit this website, the ways in which this data is used and distributed, and your rights in respect of our processing of your personal information in accordance with the General Data Protection Regulation (EU) 679/2016 of the European Parliament and of the Council (GDPR), and the national legislation in force.

The Privacy Policy set out below applies to this website. Websites operated by university faculties, departments, directorates, centres, or any other UBB component (these websites will be identified by web addresses of the type – www.name.ubbcluj.ro)

• if it does not collect additional personal data other than that defined in section 1 - What kind of personal data is collected through the website? - are subject to this Privacy Policy
• if through the websites of faculties, departments, directorates, centres, etc. additional personal data to that listed in Section 1 is collected, these entities will adopt their own privacy policy or provide additional information on how personal data is collected, used and/or distributed within them; these policies will comply with and supplement, if required, this Privacy Policy.

For more information on the structure of UBB faculties and the presence of this structure on the website, please visit Structura UBB.

The Privacy Policy sets out:

1. The general framework and principles of processing personal data
2. What personal data is collected through the website?
3. Why and how does UBB use the collected data?
4. How long is personal data stored?
5. Transfer of personal data
6. Security measures on personal data protection
7. Access policy for minors (under 16 years of age, as defined by the EU)
8. UBB presence on social networking sites and media outlets
9. Links to other websites
10. Data and contact details of the Data Protection Officer at UBB
11. Updates to the Privacy Policy

1. The general framework and principles of processing personal data

The meaning of the terms set out below is defined by Regulation 679/2016 on the Protection of Personal Data and will be used for this purpose in the Privacy Policy:

• Personal Data (PD): means any information relating to an identified or identifiable natural person (“data subject”); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person.
• Processing: means any operation or set of operations performed upon personal data or sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
• Controller: means the natural or legal person, public authority, agency or any other body which alone or jointly with others determines the purposes and means of the processing of personal data;
• Restriction of processing means the marking of stored personal data with the aim of limiting its processing in the future;
• Recipient: means a natural or legal person, public authority, agency or another body, to which the personal data is disclosed, whether a third party or not;
• Third party: means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

Babeş-Bolyai University, as a personal data controller, complies with the basic principles on personal data protection and provides the organizational and information framework necessary for processing data under confidentiality and security. Personal data processed through the UBB website is:

1. processed lawfully, fairly and transparently to the data subject, respecting the framework and requirements for the proper conduct of the educational process and the transparency of assessment
2. collected for specified, explicit and legitimate purposes and not subsequently processed in a way incompatible with these purposes; further processing for archiving purposes in the public interest, scientific or historical research or statistical purposes is not considered incompatible with the original purposes in accordance with Article 89 (1) (“purpose limitations”);
3. appropriate, relevant and limited to what is necessary in relation to the purposes for which they are processed (“data minimisation”);
4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data which are inaccurate, having regard to the purposes for which they are processed, are either erased or rectified without delay (“accuracy”);
5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) subject to implementation of the appropriate technical and organisational measures required by EU Regulation 679/2016 in order to safeguard the rights and freedoms of the data subject (“storage limitation”)
6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures (“integrity and confidentiality”).

2. What personal data is collected through the website?

Babeş-Bolyai University website collects little personal data and we constantly make sure that we use this information for purposes that are consistent with the individual rights and freedoms of each user and in accordance with Regulation (EU) 679/2016 European Parliament and of the Council of 27 April 2016.
The website of Babeş-Bolyai University uses Google Analytics to collect standard internet log information and details of visitor behaviour patterns. Data is collected through Google Analytics cookies.

A cookie is a type of message, often encoded, that is given to a Web browser by a Web server and which is sent back by the Web browser whenever the website is accessed, making thus possible for a user / device to be identified.

This text is passive - it does not contain software, viruses or spyware, and cannot access information on the user's hard drive.
This service is used to collect information such as the number of visitors to the website or different pages of interest, the profile of those visitors - the IP of a computer, the type of operating system used, the type of device used to access the webpage, type and browser version used, demographics, if the user has reached one of the UBB website pages by accessing an external link.
For information on how Google Analytics collects and uses the collected data, please refer to the following Web resources: 

• Google Privacy Policy https://policies.google.com/privacy?hl=ro&gl=ZZ
• Google Analytics' data practices and commitment to protecting the confidentiality and security of data https://support.google.com/analytics/answer/6004245?hl=ro

According to the Google Analytics policies mentioned above: “Analytics provides the _anonymizeIp feature in the ga.js JavaScript library and ga('set', 'anonymizeIp', true) in the analytics.js library to allow website owners to request that all of their users’ IP addresses are anonymized within the product. This feature is designed to help site owners comply with their own privacy policies or, in some countries, recommendations from local data protection authorities, which may prevent the storage of full IP address information. The IP anonymization/masking takes place as soon as data is received by the Analytics Collection Network, before any storage or processing takes place.” [Cited source: Google Analytics – Technical documentation:
https://support.google.com/analytics/answer/2763052?hl=ro&ref_topic=2919631].

The UBB website uses this option to comply with the privacy policies in force.

3. Why and how does UBB use the collected data?

Babeş-Bolyai University gathers information in a summary form (data aggregation means no individual can be identified) in order to:

• Create user profiles in order to adapt information content
• To audit the website activity
• For academic analyses and assessments

We use this information to constantly improve the user experience on the university's website, to ensure and maintain the security of the website. Information can be used and disclosed in the event of a security incident or breach.

4. How long is personal data stored?

Babeş-Bolyai University does not actually retain personal data after the browser is closed. As stated in Section 2, data is collected through Google Analytics and is subject to the confidentiality safeguards of this service. For more details on data retention in Google Analytics, please visit the following link: https://support.google.com/analytics/answer/7667196?hl=ro&ref_topic=2919631

5. Transfer of personal data

All faculties, departments and administrative units of UBB are collectively liable (“joint controllers”) for the processing and transfer of data according to Art. 26 of the GDPR (General Data Protection Regulation). Upon request, UBB may provide a summary of the basic terms of this joint control agreement. Despite their joint liability for data processing, these UBB components cannot act as legal representatives for each other.

6. Security measures on personal data protection

UBB has appropriate measures to ensure that website user data is protected against unauthorized access, use or alteration, unlawful or accidental destruction, and accidental loss.

UBB uses administrative, organizational, technical and physical methods of information security on both the UBB website and within the institution. Security measures are designed to maintain an appropriate level of confidentiality, integrity and availability of data.

However, every user needs to be aware that there is always a risk of passing the information over the Internet and assume that risk.

7. Access policy for minors (under 16 years of age, as defined by the EU)

The UBB website does not intentionally collect information from users under the age of 16. If a parent or legal guardian notifies UBB of the existence of such personal data, UBB will take all necessary steps to delete the information.

If you believe that data from a person under the age of 16 has been collected through the UBB website, please contact us at the following e-mail address: dpo@ubbcluj.ro.

8. UBB presence on social networking sites and media outlets

Babeş-Bolyai University is present on a series of media outlets and social networking sites to publicize the educational offer, activities and events held within the institution. When you access one of the links leading to UBB's presentation pages on social media sites or media outlets, you can be identified through your personal profile within these services and you will be subject to data use and privacy policies of those companies.

The online media where UBB is present, as well as their privacy policies are outlined below:

Facebook

• UBB on Facebook
• Data Policy – Facebook

Twitter

• UBB –Twitter
• Terms of Service and Privacy Policy – Twitter

YouTube

• UBB on YouTube
• YouTube Policies and Safety

LinkedIn

• UBB on LinkedIn
• LinkedIn Privacy Policy

Academia.edu

• UBB – Academia
• Academia.edu Privacy Policy

9. Links to other websites

Links to third-party websites on the UBB website are provided for informational purposes for the convenience of use. If you use these links, you leave the UBB website and you are subject to the privacy policies of the websites accessed. UBB has not reviewed all of these third party sites, does not control and is not liable for these websites, for their content or availability. UBB does not endorse or issue statements related to them, to any material found there, or any results that might be obtained from their use. If you decide to access any of the third-party websites related to the UBB website, you do it entirely at your own risk.

Please note that the terms of this Privacy Policy do not apply to any other websites or external content and to any personal data processing that may occur after you click on links to such external sites.

We encourage you to read the privacy policies of each website you visit.

10. Data and contact details of the Data Protection Officer at UBB

If you have any questions or concerns regarding the processing of your personal data, you can contact the Data Protection Officer of Babeş-Bolyai University at the following e-mail address dpo@ubbcluj.ro.

Data protection officer

Babeș-Bolyai University Cluj-Napoca

Please do not disclose sensitive personal information (information on religious beliefs, ethnic or racial origin, or any other data related to health issues or union affiliation) when you contact us.

Through its data protection officer, UBB responds to the requests of the data subjects without undue delay, or explains the latter the reason for the delay and, if it does not intend to comply with the request, motivates the refusal. Where the data subject submits an electronic application, the information is provided in electronic format where possible, unless the data subject requests a different format.

Where the claims of a data subject are manifestly unfounded or excessive, in particular because of their repetitive nature, the operator may:

• either levy a reasonable charge for the administrative costs of providing the information or communication or of taking the required measures;
• or refuse to comply with the request.

In such cases, it is for the operator to prove the manifestly unfounded or excessive nature of the claim.

It is also the responsibility of UBB to take all reasonable steps to verify the identity of a data subject who requests access to data, especially in the context of online services and online identifiers. An operator should not retain personal data for the sole purpose of being able to respond to potential claims.

11. Updates to the Privacy Policy

This Privacy Policy was updated on 3 December 2018.

Babeş-Bolyai University reserves the right to revise and periodically make changes to the privacy policy.

Any changes to this Privacy Policy will be announced through this Website.

Please check this page periodically to keep up with the latest updates and changes.