Information note regarding the processing of personal data

Under Article 13 of EU Regulation no.679/2016
"Iuliu Haţieganu" University of Medicine and Pharmacy Cluj Napoca, based in Cluj-Napoca, Victor Babeş Street, no. 8, having the Single Registration Number 4288047 and the e-mail: , legally represented by the Rector, Prof. Anca Dana Buzoianu PhD, MD, confirmed by the Order of the Minister of National Education no. 5621/20.12.2019, through its administrative departments, processes your personal data by means of computers and on paper in order to achieve the mission of the university as a medical-pharmaceutical and research higher education institution.

The definition of personal data is found in art. 4 point 1 of Regulation no. 679/2016 and shall mean any information relating to an identified or identifiable natural person ("the data subject"); an identifiable natural person is a person who can be identified, directly or indirectly, in particular by reference to a particular identifying element, such as: a name, an identification number, location data, an online identifier, or to one or more elements specific to its own physical, physiological, genetic, psychic, economic, cultural or social identities.

In art. 4 point 6 of the Regulation no. 679/2016 the notion of ‘filing system’ is used, ie "any structured set of personal data which are accessible according to specific criteria, whether centralised, decentralised or dispersed on a functional or geographical basis". By correlating the definition of the concept of ‘filing system’ with the definition of 'processing' (Article 6 (2) of Regulation No 679/2016), it follows that the support of a filing system may be electronic or analogous, since the processing of personal data can be done not only by automated means, but also by non-automated means.

Examples of personal data:

  • name and surname; 
  • home address;
  • email address, such as surname. name @ societate. com;
  • identity card number;
  • location data (e.g., location data feature available on a mobile phone);
  • Internet Protocol (IP) address;
  • cookie identifier;
  • your phone's advertising identifier;
  • data held by a hospital or a physician, which could be a symbol that uniquely identifies a person.

In general, we collect personal data directly from you, so that you have control over the type of information you give us.

Data subjects may contact the data protection officer for all matters relating to their processing and the exercise of their rights under Art. 38 (4) of EU Regulation No.679/2016.

The data protection officer is Ovidiu Andreieș. He can be reached on

The data we process are mainly identification, financial, demographic, or other personal data that we collect directly from the owners.

The processing of personal data is always based either on the execution of the contracts concluded with us, on the need to comply with a legal obligation, on our legitimate interest or on a major public interest or, as the case may be, on your consent, provided that there is a will to do so.

We process personal data only for legitimate purposes, such as providing you with legitimate rights under the employment contract or providing assistance with your contract, identifying you through means of communication for statistical purposes, for the improvement and development of the services we offer, for the prevention and combat of fraud or money laundering, etc.

Your data is required to achieve our main activity mission, namely education and research, to initiate and run legal relationships between you and the university and to submit reports / situations / centralisations to relevant ministries.

The period of storage and processing of personal data is determined by the legal provisions in force. At the end of the period of storage and processing of personal data, according to the legal relationships or purposes stated in the consent statements filled in by the data subjects, the personal data will be deleted from the current processes and will be archived according to the national legislation.

According to EU Regulation no. 679/2016 data subjects benefit from the following rights:

  • free access to personal data processed by the university;
  • the right to rectify and delete data - without violating the legal obligations of the university;
  • the right to restrict data processing - without violating the legal obligations of the university;
  • the right to data portability;
  • the right to withdraw consent whenever processing is based on consent;

To exercise these rights, you can submit a written application, dated and signed at the University's Registry, located on Victor Babeş Street, no. 8, 2nd floor.

You are also granted the right to contact the National Supervisory Authority for Personal Data Processing.