Privacy Policy

Last updated: 30 June 2026

1. Introduction

CoVE SShaRP is committed to protecting the privacy and personal data of everyone who visits this website, contacts the project team, subscribes to project communications or participates in project-related activities.

This Privacy Policy explains what personal data may be collected through the CoVE SShaRP website, why the data is processed, how it is protected and what rights individuals have in relation to their personal information.

2. Website and Privacy Contact

The CoVE SShaRP website is administered under the coordination of the University of West Attica (UNIWA), Project Coordinator of CoVE SShaRP.

For all questions concerning privacy and the processing of personal data, please contact:

Email: ssharp@uniwa.gr

Depending on the specific project activity, another CoVE SShaRP consortium partner may be responsible for processing personal data. Where this applies, participants will receive appropriate privacy information before their data is collected.

3. Personal Data We May Collect

Depending on how visitors interact with the website, we may collect:

• Name and surname
• Email address and other contact details
• Organisation, institution and professional position
• Country or region
• Stakeholder category and areas of professional interest
• Information submitted through contact, registration or expression-of-interest forms
• Newsletter and communication preferences
• Information relating to participation in workshops, surveys, events, training activities or pilot actions
• Technical information such as IP address, browser type, device information and website usage information
• Cookie preferences and consent records

Visitors should not submit sensitive personal data unless it is specifically requested and the purpose of collecting it has been clearly explained.

4. How Personal Data Is Collected

Personal data may be collected when a visitor:

• Contacts the CoVE SShaRP project team
• Subscribes to the project newsletter
• Registers for an event, workshop, webinar or training activity
• Submits an expression of interest
• Participates in a survey, consultation or pilot activity
• Requests access to a resource or project service
• Accepts optional cookies or analytics technologies
• Browses and interacts with the website

5. Purposes of Processing

Personal data may be processed for the following purposes:

• Responding to questions and contact requests
• Managing newsletter subscriptions and project updates
• Organising workshops, webinars, events and training activities
• Managing stakeholder engagement and expressions of interest
• Supporting surveys, consultations, research and project evaluation
• Providing access to educational resources and project services
• Sending invitations to project-related activities
• Improving website performance, security, usability and accessibility
• Meeting legal, administrative, contractual, reporting and funding obligations
• Communicating and disseminating the activities and results of CoVE SShaRP

Personal data will not be sold or used for unrelated commercial marketing purposes.

6. Legal Basis for Processing

Personal data is processed only where an appropriate legal basis applies.

Depending on the specific activity, processing may be based on:

• The consent of the individual
• Steps taken at the request of the individual
• Compliance with a legal or contractual obligation
• The legitimate interests of the project consortium
• The performance of tasks carried out in the public interest, where applicable

Where processing is based on consent, individuals may withdraw their consent at any time by contacting ssharp@uniwa.gr.

Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

7. Newsletter and Project Communications

Visitors will receive newsletters, invitations or project updates only when they have actively requested or consented to receive them.

Every electronic newsletter will include an unsubscribe option.

Consent may also be withdrawn at any time by contacting:

ssharp@uniwa.gr

Following an unsubscribe request, the relevant contact details will no longer be used for newsletter communications, except where limited retention is necessary to document the request or demonstrate compliance.

8. Contact, Registration and Expression-of-Interest Forms

Information submitted through website forms will be used only for the purpose described next to the relevant form.

This may include responding to enquiries, managing event registrations, organising stakeholder engagement, providing project updates or inviting interested organisations and professionals to relevant activities.

Submitting an expression of interest does not automatically create membership of the project consortium or any formal governance structure.

9. Sharing of Personal Data

Personal data may be shared only where necessary with:

• Authorised members of the CoVE SShaRP consortium
• Website hosting and technical support providers
• Newsletter and email communication providers
• Event, survey or registration service providers
• Project evaluators, auditors or funding bodies where required
• Public authorities where disclosure is required by law
• Service providers processing data under appropriate contractual safeguards

Personal data will not be sold to third parties.

10. International Data Transfers

Where a service provider processes personal data outside the European Economic Area, appropriate safeguards will be applied in accordance with applicable data protection legislation.

These safeguards may include an adequacy decision, approved contractual clauses or another legally recognised transfer mechanism.

11. Data Retention

Personal data will be retained only for as long as necessary for the purpose for which it was collected.

Contact requests will normally be retained for up to twenty-four months after the final communication, unless longer retention is required for legal, administrative or project-related reasons.

Newsletter subscription data will be retained until consent is withdrawn or the project communication service is discontinued.

Event and activity registration data will be retained for the period required for the organisation, reporting and evaluation of the relevant activity.

Records connected to the implementation of the Erasmus+ project may be retained for the period required under the Grant Agreement, applicable audit obligations and European Union funding rules.

Technical security logs will normally be retained for no longer than twelve months unless a longer period is necessary to investigate a security incident.

After the applicable retention period, personal data will be securely deleted or anonymised.

12. Data Security

Appropriate technical and organisational measures are used to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

Access to personal data is limited to authorised persons who need the information for legitimate project-related purposes.

13. Data Protection Rights

Subject to the conditions of applicable data protection legislation, individuals may have the right to:

• Receive information about how their personal data is processed
• Request access to their personal data
• Request correction of inaccurate or incomplete information
• Request deletion of their personal data
• Request restriction of processing
• Object to certain processing activities
• Receive their data in a portable format, where applicable
• Withdraw consent at any time
• Lodge a complaint with a competent supervisory authority
• Request information about automated decision-making, where applicable

Requests relating to personal data may be submitted to:

ssharp@uniwa.gr

Appropriate information may be requested to confirm the identity of the person submitting the request.

14. Complaints

Individuals have the right to lodge a complaint with the Hellenic Data Protection Authority if they believe that their personal data has been processed unlawfully.

Hellenic Data Protection Authority

Email: contact@dpa.gr

Address:
1–3 Kifisias Avenue
115 23 Athens
Greece

Individuals are encouraged to contact the CoVE SShaRP project first at ssharp@uniwa.gr so that the issue can be examined and, where possible, resolved promptly.

15. Cookies and Similar Technologies

The website may use cookies and similar technologies to support essential functions, remember preferences, improve performance and understand how the website is used.

Detailed information is available in the separate Cookies Policy and through the Cookie Settings option displayed on the website.

16. External Websites and Services

The website may contain links to external websites or embedded services, including maps, videos, social media content and document-viewing platforms.

CoVE SShaRP does not control the privacy practices of external providers. Visitors should review the privacy information supplied by the relevant third party before using its services.

17. Children’s Data

The website is not designed to knowingly collect personal data from children without appropriate authorisation.

Where a project activity involves minors, separate information, consent procedures and appropriate safeguards will be provided.

18. Changes to This Privacy Policy

This Privacy Policy may be updated to reflect changes in the website, project activities, service providers or applicable legal requirements.

The current version and its latest revision date will always be displayed on this page.

19. Contact

For questions about this Privacy Policy, requests concerning personal data or the withdrawal of consent, please contact:

CoVE SShaRP Project
University of West Attica

Email: ssharp@uniwa.gr