Privacy policy

1. Who we are

Active Citizens Partnership (SYNERGASIA ENERGON POLITON) is a Greek non-profit organisation (AMKE) established in 2009, based in G Genimata 9, 69300 Sapes with an operational office in Mesogeion 392, 15341 Agia Paraskevi.

For the purposes of this Privacy Policy, Active Citizens Partnership is the data controller of the personal data processed through this website and our activities.

2. What personal data we collect

We collect personal data only when necessary for our legitimate activities. Specifically:

Website visitors

• Technical data: IP address, browser type, device, pages visited, time spent. Collected via Google Analytics .
• Cookie data: See our Cookie Policy for full details.

Contact form / partner enquiry submissions

• Name, organisation name, email address, country, message content
• Any other information you choose to provide

Newsletter subscribers

• Email address (required)
• Name and organisation (optional)
• Email engagement data (whether you opened messages, clicked links — collected by Mailchimp)

Project participants

When you participate in our European-funded projects (training programmes, events, surveys), we may collect: name, contact details, organisation, evaluation feedback, attendance records, in some cases sensitive data. You will receive a separate, project-specific privacy notice at the point of collection.

3. Why we process your data (purposes)

• To respond to your enquiries sent via contact or partner forms
• To deliver our newsletter if you have subscribed
• To operate and improve our website through anonymous or pseudonymous analytics
• To deliver European-funded projects in which you participate
• To report to EU funders and project partners as required by our grant agreements
• To comply with legal obligations applicable to non-profit organisations in Greece and the EU

4. Legal basis for processing

Under Article 6 of the GDPR, we rely on the following legal bases:

• Consent (Art. 6(1)(a)): for newsletter subscriptions, optional cookies, and any marketing communications
• Contract (Art. 6(1)(b)): when you participate in a project we run or co-run
• Legitimate interests (Art. 6(1)(f)): for responding to enquiries, essential website analytics, and protecting our website against fraud or abuse
• Legal obligation (Art. 6(1)(c)): for reporting to EU funders, tax authorities, and other regulators

5. Who we share your data with

We share personal data only when necessary and only with the following categories of recipients:

• Project partners — for projects in which you participate, your data may be shared with the project consortium under the project's data sharing arrangements.
• European Commission and other EU funders — for reporting and audit purposes as required by our grant agreements.
• Public authorities — when required by law (tax authorities, courts, regulators).

We do not sell, rent, or trade personal data to third parties for marketing purposes.

6. Transfers outside the European Economic Area

We do not transfer personal data outside the EEA

7. How long we keep your data

• Contact form submissions: kept for 2 years after the last meaningful contact, unless we enter a partnership.
• Newsletter subscribers: until you unsubscribe.
• Project participant data: for the project duration plus 5-10 years as required by EU grant agreements.
• Website analytics: 14 months or 26 months depending on tool.
• Financial and accounting records: for 10 years under Greek law.

8. Your rights under the GDPR

You have the following rights regarding your personal data:

• Right of access — to know what data we hold about you
• Right of rectification — to correct inaccurate data
• Right to erasure ("right to be forgotten") — to have your data deleted in certain circumstances
• Right to restrict processing in certain circumstances
• Right to data portability — to receive your data in a structured, machine-readable format
• Right to object to processing based on legitimate interests
• Right to withdraw consent at any time, where processing is based on consent
• Right to lodge a complaint with the supervisory authority

9. How to exercise your rights

To exercise any of these rights, contact us at info@activecitizens.eu. We will respond within one month (extendable by a further two months for complex requests). There is no charge for exercising your rights, though we may charge a reasonable fee or refuse manifestly unfounded or excessive requests.

10. Right to complain to the supervisory authority

If you believe we have not handled your personal data properly, you have the right to complain to the Hellenic Data Protection Authority (Αρχή Προστασίας Δεδομένων Προσωπικού Χαρακτήρα):

Website: www.dpa.gr
Email: contact@dpa.gr
Phone: +30 210 6475600

11. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted connections (HTTPS), access controls, regular backups, staff training on data protection.

12. Children's data

Our website and services are not directed to children under 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us so we can delete it.

13. Changes to this policy

We may update this Privacy Policy from time to time. Significant changes will be communicated on our website. The "Last updated" date at the top of this page indicates when the policy was last revised.