Last updated: June, 2026

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This Privacy Policy explains how Hope of Youth NON PROFIT CIVIL LAW Company, operating under the public name Hope of Youth (“Hope of Youth”, “we”, “our”, or “us”), collects, uses, stores and protects personal data through our website, forms, activities, events, projects, communications and related services.

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Hope of Youth is a non-profit civil law company registered in Greece.

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Organisation details
Official name: Hope of Youth NON PROFIT CIVIL LAW Company
Public name: Hope of Youth
Legal form: Non-profit civil law company
Registration number: 179397701000
VAT/tax number: 802603564
Registered address: Fidippidou 25A, Pallini, Attiki, 15351, Greece
Public location: Athens, Greece
Website: https://www.hopeofyouth.org/
Email: hopeofyouth2023@gmail.com
Phone: +30 697 2433 601

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For privacy-related matters, you may contact us at:
gdpr@hopeofyouth.org

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For legal matters, you may contact us at:
legal@hopeofyouth.org

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1. Who is responsible for your personal data?

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Hope of Youth is responsible for the personal data we collect and process through our website, contact forms, event registrations, volunteer applications, project participation forms, media consent forms and related activities.

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2. What personal data we collect

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We may collect different types of personal data depending on how you interact with us.

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2.1 Website contact forms

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When you contact us through our website, we may collect:

• Name

• Surname

• Email address

• Phone number

• Organisation

• Message content

• Any other information you choose to provide

2.2 Event, project and activity registrations

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When you apply for or participate in events, trainings, workshops, youth exchanges, Erasmus+ mobility activities or other programmes, we may collect:

• Full name

• Contact details

• Country and city

• Age or date of birth

• Social media profile, where relevant

• Motivation and reasons for participation

• Organisation or sending organisation

• Emergency contact information

• ID/passport information, where necessary for travel, accommodation, insurance, participation or project administration

• Dietary requirements

• Allergy information

• Medical or accessibility information, where necessary to support safe participation

• Travel and accommodation-related information

• Participation records and attendance information

• Evaluation forms and feedback

• Any other information needed for the specific event, project or programme

2.3 Minors

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We may process personal data of persons under 18 when they participate in our activities or when we organise youth-related activities involving minors.

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Where required, we will seek consent or authorisation from a parent or legal guardian and apply additional safeguards.

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2.4 Photos and videos

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During our events, projects, workshops, trainings and dissemination activities, we may take photos and videos of participants.

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These may be used for:

• Website publications

• Social media posts

• Newsletters

• Reports

• Erasmus+ or other project dissemination

• Educational and informational materials

• Printed materials

• Communication with partners, funders and stakeholders

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We process photos and videos in accordance with our Media Consent & Image Use Policy.

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2.5 Applications, CVs and volunteer information

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If you apply to participate in projects, volunteer with us, collaborate with us or join an activity, we may collect:

• CVs

• Motivation letters

• Application forms

• Experience and skills

• Availability

• Contact details

• Supporting documents

• Any other information relevant to the application

2.6 Newsletter and communications

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If you subscribe to future newsletters or communications, we may collect:

• Name

• Email address

• Communication preferences

• Subscription status

• Interaction data, where provided by the newsletter platform

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We may use platforms such as Mailchimp or similar providers in the future.

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3. How we collect personal data

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We may collect personal data when you:

• Visit our website

• Fill in a contact form

• Complete an event registration form

• Complete a Google Form or Wix Form

• Apply for a project, activity or volunteer opportunity

• Contact us by email, phone or social media

• Participate in an event, training, youth exchange or workshop

• Sign a media consent form

• Subscribe to newsletters or updates

• Interact with our downloadable materials, reports or project content

4. Why we process your personal data

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We process personal data for the following purposes:

• To respond to enquiries

• To manage contact requests

• To organise events, workshops, trainings, youth exchanges and mobility projects

• To assess applications for participation

• To communicate with participants, volunteers, partners and stakeholders

• To manage travel, accommodation and participation logistics

• To ensure participant safety and wellbeing

• To support minors and vulnerable participants appropriately

• To comply with programme, funder, Erasmus+ or partner requirements

• To prepare reports, attendance records and project documentation

• To publish educational, informational and dissemination content

• To manage media consent and image use

• To send newsletters and updates, where applicable

• To improve our website and activities

• To comply with legal obligations

• To protect our rights, participants, staff, volunteers and partners

5. Legal basis for processing

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Depending on the situation, we process personal data on one or more of the following legal bases:

• Consent, where you have given us permission, for example for newsletters or certain media uses

• Contract or pre-contractual steps, where processing is necessary to manage participation in activities or projects

• Legal obligation, where we are required to keep records or comply with applicable laws

• Legitimate interests, where processing is necessary for the operation, security and administration of our organisation and activities

• Vital interests, where processing is necessary to protect someone’s health or safety in an emergency

• Explicit consent or other applicable legal basis, where special categories of data are processed, such as health, allergy or accessibility information

6. Special categories of personal data

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In some cases, we may collect health, allergy, dietary, accessibility or similar sensitive information.

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We collect this information only when necessary, for example to:

• Ensure safe participation

• Arrange appropriate accommodation or meals

• Respond to emergencies

• Support accessibility needs

• Protect participant wellbeing

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We will limit access to this information and process it with additional care.

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7. Children and young people

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Because Hope of Youth works with young people, including minors in some activities, we apply additional safeguards when processing children’s data.

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Where appropriate, we may require parent or guardian consent before a minor participates in an activity, appears in photos/videos, travels, or provides sensitive information.

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8. Third-party tools and service providers

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We may use third-party platforms and service providers to operate our website and activities, including:

• Wix, for website hosting and website forms

• Google Forms, for registrations or applications

• Google Drive or similar cloud storage platforms, for internal document and data management

• Google Maps, where embedded on the website

• YouTube or Vimeo, where videos are embedded

• Email services and future newsletter platforms such as Mailchimp or similar providers

• Other project, communication, event or administrative tools as needed

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These providers may process personal data on our behalf or according to their own terms and privacy policies.

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9. International data transfers

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Some third-party service providers may store or process data outside Greece or the European Economic Area.

Where this happens, we aim to use providers that apply appropriate safeguards under applicable data protection laws.

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10. Who we share personal data with

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We may share personal data only where necessary with:

• Project partners

• Sending organisations

• Host organisations

• Trainers, facilitators, youth workers and volunteers

• Accommodation or event service providers

• Funders or programme bodies, where required

• Legal, accounting or professional advisers

• Public authorities, where legally required

• Emergency services, where necessary for safety or health reasons

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We do not sell personal data.

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11. How long we keep personal data

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We keep personal data only for as long as necessary for the purpose for which it was collected.

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Retention periods may vary depending on:

• The type of data

• The project or activity

• Legal, accounting or reporting requirements

• Funder or programme requirements

• Safeguarding or legal considerations

Contact form data is generally kept only as long as needed to respond and manage the enquiry.

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Project, event and Erasmus+ data may be kept for longer where required for reporting, audit, safeguarding, legal or funding purposes.

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12. Security

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We take reasonable organisational and technical measures to protect personal data against unauthorised access, loss, misuse, disclosure, alteration or destruction.

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However, no online platform, email system or cloud storage service can be guaranteed to be completely secure.

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13. Your rights

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Subject to applicable law, you may have the right to:

• Request access to your personal data

• Request correction of inaccurate data

• Request deletion of your data

• Request restriction of processing

• Object to processing

• Withdraw consent where processing is based on consent

• Request data portability, where applicable

• Lodge a complaint with the competent data protection authority

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To exercise your rights, contact us at:
gdpr@hopeofyouth.org

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14. Complaints

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If you believe your data protection rights have been violated, you may contact us first so we can try to resolve the matter.

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You also have the right to contact the competent data protection authority in Greece:

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Hellenic Data Protection Authority
Website: https://www.dpa.gr/

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15. Changes to this Privacy Policy

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We may update this Privacy Policy from time to time. The updated version will be published on this page with a new “Last updated” date.