Last Update: 28 August 2020

In case of differences with the Greek version, the Greek version prevails over the English version


The protection of personal data is a matter of paramount importance for the work of our Centre. Respecting your personal data, we publish this Data Protection Policy (DPP), which describes who we are, why and how we process your data, what data we collect and for how long, as well as your rights and the ways in which you can practice them.

 

Who are we?

The Europe Direct Information Centre of Komotini provides the latest information on European issues . It also contributes by organizing and participating in activities and actions related to the European Union. Europe Direct Komotini has replaced INFO POINT EUROPE Komotini which was established in July 1996 and operates under the auspices of the European Commission. The host stucture of the Centre is Rhodope Development Agency S.A. and is supported by the Region of Eastern Macedonia & Thrace and the Municipality of Komotini. It is part of a pan-European network of around 450 centres in the 28 Member States, 17 of which are in Greece. More about us can be found here.

What activities does this Data Protection Policy cover? 

This Data Protection Policy (DPP) includes data processing activities for living individuals, in the framework of the:

  • Operation of the voluntary groups of our Centre,
  • Preparation and implementation of events,
  • Communication with citizens to inform them about our actions and European news,
  • Preparation of reports and the annual aggregated report sent to the European Commission, which is our contractual obligation,
  • Operation and export of statistics from social networks and our website (including cookies).

How do we guarantee the lawful processing of personal data? 

In general, the collection and processing of personal data has three legal grounds:

  • Your explicit consent in cases involving communication for the purpose of informing you of our activities,
  • The collection of data that are necessary for the operation of our voluntary groups and / or other initiatives – activities (e.g. volunteer registration form, participation form in an event, etc.)
  • The fulfilment of our contractual obligations towards the European Commission, by submitting reports and the aggregated annual report (e.g. by including a list of participants and / or audiovisual material of the events in the report).

Why do we process personal data? 

The processing of personal data is done so that we can

  • Inform any interested party about the activities of our Centre,
  • Answer questions from citizens regarding our areas of activity,
  • Organise events / activities with a European orientation.
  • Guarantee the smooth operation of our voluntary groups,
  • Fulfil our contractual obligations to the European Commission.

What kind of data do we collect? 

Below you will find a list of data we collect by activity. It is worth noting that the data included in the list are not requested every time in their entirety, as we make sure that in each of our activities we collect only the data that is necessary (“principle of data minimization”).

  • If you are registering as our new volunteer, then we will ask you to tell us:
    • Your name,
    • Your place of origin,
    • Your occupation and / or the school in which you study,
    • The name of your facebook account so that we can add you to the closed group of volunteers,
    • Your phone number,
    • Your preference for the voluntary groups you are interested in.
    • Your email.
  • If you participate in any of our events / activities, then we will ask you to tell us:
    • Your name,
    • Your occupation,
    • Your email,
    • Your phone number,
    • Your explicit consent for further information on our future actions.
    • In the event that the activity is related to a prize of any kind, we may request further information about your qualifications and motivation for participation, with the sole purpose of obtaining a fair result.
  •  

Please note that in all our actions and events, we record audiovisual material (photos, videos) which is used on social networks, in our report as well as sent to the media and the European Commission. In case you do not wish to appear in this material, please state it to one of the Centre’s executives (this statement does not apply to the audiovisual material produced directly by the journalists present).

  • If you contact us by phone, mail, contact form or email, we only process any data you provide to us (eg name, email, etc.) and exclusively to respond to your request.
  • If you visit our website, we receive the number of unique visitors and total visits, but this data is anonymous and is used for statistical purposes in our final report to the European Commission.

For cookies used by our website, click here to find out about the relevant policy:

How long do we keep your data?

Your data is kept for as long as necessary to carry out the purpose for which it was collected and until it does not need to be kept for any possible audit from the European Commission, unless you ask us otherwise based on your rights (according to the General Data Protection Regulation) as described below.

Indicatively:

  • The data from the volunteer forms are kept in printed and digital form for about 6 years.
  • The data from the forms for participation in events are kept in printed and digital form for about 3-5 years (until the end of the current programming period of operation of our Center).

What about automated data processing?

Your data is not subject to automated processing for decision making or profiling.

What about data transfers to third parties?

The data we receive during the organization of events and the registration of new volunteers are included in the annual report that we send to the European Commission, in accordance with our contractual obligations and exclusively for reporting to the European Commission.

In addition, your data is not transferred to third parties (but is stored for the exclusive use of our Centre in services such as Dropbox, Google Drive, MailChimp and / or others). In individual cases where your data needs to be transferred to third parties, we will inform you and ask for your explicit and unequivocal consent by any appropriate means, BEFORE you fill in your details (for new forms of participation / communication) and BEFORE any transfer is made ( for data from already completed participation / communication forms).

Is your data being transferred to non-EU countries? And if so, is that legal?

The General Data Protection Regulation states that one of the ways in which the transfer of personal data outside the EU is considered lawful is the existence of an “adequacy decision” by the European Commission for third countries, which provide sufficient legal guarantees for the privacy of data subjects. The full list of countries for which there is a competency decision is available at this link.

Europe Direct Komotini, in addition to the processing that takes place in its offices (Tsanakli 15, Komotini, Greece), also uses third-party services for the storage and processing of data in the context of its operations. More specifically, we use the services of the following companies (clicking on each of them will take you to the respective privacy policy):

Important Note: The fact that a company may have its registered office outside the EU or even in a State not covered by a decision of adequacy does not automatically make any data processing illegal, as storage and processing may take place at premises within the European Union. Union. More information on where data processing by each company takes place can be found in the individual data protection policies.

What rights do I have regarding the processing of my data?

You reserve the right at any time to access your data, to object to its further processing or to limit the processing, to correct it in case it is incorrect, and under certain conditions to delete it.

You can exercise your rights by sending an email to dataprotection[at]europedirectkomotini.eu

In the event that you believe that the manner in which we will handle your request regarding the above rights is not appropriate, you reserve the right to file a complaint with the Data Protection Authority.

Please note that for security reasons and for the protection of your own interests, you may need to go through an ID verification process. Any data we receive during this process will be used solely for this purpose and will be permanently deleted once your identity has been confirmed.

What is the duration of your consent to the processing of your data?

Once you give us your consent to the processing of your data, it is valid until you revoke it. You can revoke your consent to the processing of your data (subject to this legal basis) at any time by sending an email to dataprotection[at]europedirectkomotini.eu. In this case, we will delete the relevant data permanently as soon as possible.

It is important to note that the exercise of this right may affect the way you enjoy our services (e.g. if you volunteer and ask us to delete your data from the volunteer database, you will not be able to continue enjoy the corresponding privileges). In any case, we will inform you about the consequences of revoking the consent and we will ask you for final confirmation of this revocation.

Please note that for security reasons and for the protection of your own interests, you may need to go through an ID verification process. Any data we receive during this process will be used solely for this purpose and will be permanently deleted once your identity has been confirmed.

This Data Protection Policy may be renewed and enriched without prior notice, always in accordance with the General Data Protection Regulation.

For your convenience, at the top of this DPP there is the “Last Updated” field, which displays the date of the last modification of this document. Finally, every time this DPP is modified, there will be a similar update on the social media in which we maintain a presence (facebook.com/edickomotini, twitter.com/edickomotini, instagram.com/edickomotini).

For any question do not hesitate to contact us via email at dataprotection[at]europedirectkomotini.eu or via phone  at +30 25310 82051.