Institutional portal - Municipality of Milan

Information pursuant to art. 13 of EU Regulation no. 2016/679
Pursuant to art. 13 of EU Regulation no. 2016/679 (General Regulation on the Protection of Personal Data), with regard to data processing activities within the civil status services, the following information is provided.

Data controller
The Data Controller is the Municipality of Milan with headquarters in Piazza della Scala, 2 – 20121 Milan. 

Responsible for the protection of personal data 
The Data Protection Officer - “DPO”) of the Municipality of Milan can be reached at the following e-mail address: dpo@Comune.Milano.it

Purpose and legal basis 
The data processing is aimed at:

• management of the application for the issue of certificates/extracts/compliant copies of complete documents contained in the civil status registers of the Municipality of Milan; 
•  verifying and searching for civil status certifications to be issued, as well as demonstrating the legal/relevant interest in obtaining civil status certifications for third parties

Legal basis: Personal data are processed in compliance with the conditions established by EU Regulation 2016/679 and in particular to fulfill a legal obligation (art. 6 par. 1 letter c) and for the execution of a task of public or related interest to the exercise of public powers (art. 6 par. 1 letter e), as well as art. 2 ter of the Legislative Decree. n. 196/2003 “Code regarding the protection of personal data”, in accordance with the provisions regarding certification and marital status. 

Types of data processed 
The request form for civil status certificates/extracts involves the processing of the following personal data: 

• Surname and name
• Date/Place of birth
• Date/Place of wedding
• Date/place of death
• Gender
• Citizenship
• Tax Code
• Residential address
• Phone Number 
• Email address 

Nature of treatment
The provision of data is mandatory and the refusal to provide the same will make it impossible to proceed with the issuing of civil status certificates/extracts in digital mode.

Mode of treatment 
The processing takes place in compliance with fundamental rights and freedoms and is based on the principles of correctness, lawfulness, transparency and protection of confidentiality. It is also carried out with the aid of electronic instruments consistently with the operations indicated in the art. 4 of EU Regulation 2016/679

Dissemination and Communication 
The personal data processed are not disclosed, but may be communicated to third parties, public and private, in the cases provided for by the applicable regulatory provisions, such as for example to ascertain the truthfulness of the declarations made pursuant to Presidential Decree 445/2000.

Categories of data recipients
The processing is carried out by authorized persons committed to confidentiality and responsible for the related activities in relation to the purposes pursued. The recipients include: the company Anthesi Srl, the company Sistemi Informativi Srl, the company Intersail Engineering Srl, which act on behalf of the Municipality of Milan as Data Processor designated pursuant to art. 28 of EU Regulation 2016/679

Data retention
The data will be kept for the time necessary to achieve the purposes for which they were collected or for a further period in application of the rules regarding the keeping of administrative documentation.

Rights of interested parties 
Interested parties can exercise the rights provided for by the art. 15 and following of EU Regulation 2016/679 and in particular the right to access your personal data, to request rectification or limitation, updating if incomplete or incorrect and cancellation if the conditions exist, as well as to oppose the processing by making the request:
 to the Municipality of Milan as Owner, via Larga 12 – Citizen Services Area Directorate - at the following addresses:

• Email: dsc.servcittadinidirezione@comune.milano.it 

• PEC: protocol@postacert.comune.milano.it

or to the Personal Data Protection Officer of the Municipality of Milan (Data Protection Officer - “DPO”) 

Right of complaint
Finally, we inform you that interested parties, if they believe that the processing of personal data relating to them occurs in violation of the provisions of EU Regulation 2016/679 (art. 77) have the right to lodge a complaint with the Guarantor, (www.garanteprivacy.it ) or to take action in the appropriate judicial offices (art. 79 of the Regulation).

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