Privacy Policy — SISY Dashboard

Effective date: 01/11/2025

SISY Dashboard (“we”, “us”, or “our”) operates the website https://sisy-digitalplatform.eu/ (the “Service”). This Privacy Policy explains how we collect, use, disclose, and protect personal data when you use our Service—especially when you apply to become a Mentor and/or a Youth Worker—and the choices you have associated with your data.

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

1) Definitions

  • Service: the SISY Dashboard website and related portal features.
  • Personal Data: information about a living individual who can be identified from that data.
  • Usage Data: data collected automatically from the Service (e.g., pages visited, session duration).
  • Cookies: small files stored on your device (computer or mobile device).
  • Data Controller: the entity that determines why and how personal data is processed.
  • Data Processors / Service Providers: third parties that process data on behalf of the Data Controller.

2) Data Controller (Who is responsible for your data)

Unless stated otherwise on the Service, the Data Controller is:

Innovation Hive
Address:
Email:
Telephone:

3) Information We Collect

We collect information to operate the portal, manage accounts, and evaluate applications for Mentor and/or Youth Worker roles.

3.1 Personal Data you provide

When you register, complete an application, or contact us, we may collect:

  • Identity & contact details: name, email address, phone number, city/country, and similar contact info.
  • Account details: login credentials (stored securely as hashed passwords), role selections, profile settings.
  • Application data (Mentor/Youth Worker): biography, skills, education, work/volunteering experience, languages, availability, areas of interest, motivation, and other information you include in forms.
  • Uploaded documents (if enabled in the portal): CV, certificates, portfolio links/files, or other documents you choose to submit.
  • Communications: messages you send to us (support requests, emails, feedback).

We only ask for data that is relevant to running the portal and assessing/processing applications.

3.2 Usage Data (automatic)

We may collect technical information such as:

  • browser type/version, device identifiers
  • pages visited, time and date of visit, time spent on pages
  • diagnostic and performance data

If you access the Service via mobile, this may also include your mobile device type, OS, and mobile browser identifiers.

3.3 Cookies & Tracking

We use cookies (and similar technologies) to:

  • keep you logged in (session cookies)
  • remember preferences
  • improve security and performance

You can set your browser to refuse cookies or alert you when cookies are being sent. If you disable cookies, some portal features may not work correctly.

4) How We Use Your Data

We use collected data to:

  • provide and maintain the Service (accounts, portal access, applications)
  • process and evaluate Mentor/Youth Worker applications
  • communicate with you about your account, application status, or support requests
  • manage portal security, prevent fraud/abuse, and troubleshoot issues
  • monitor usage and improve portal performance and user experience
  • comply with legal obligations and enforce our terms/policies

Optional communications

If you opt in (where applicable), we may send newsletters or informational updates. You can opt out at any time using the unsubscribe link (if provided) or by contacting us.

5) Legal Basis for Processing (GDPR)

If you are in the EEA, we process Personal Data under one or more of the following legal bases:

  • Contract / pre-contractual steps: to create and manage your account and process your application.
  • Consent: for optional communications or optional information you choose to provide.
  • Legitimate interests: to secure the Service, prevent abuse, and improve the platform (balanced against your rights).
  • Legal obligation: to comply with applicable laws and respond to lawful requests.

6) Retention of Data

We retain Personal Data only for as long as necessary for the purposes described in this Policy, including:

  • maintaining your account and application records
  • complying with legal obligations
  • resolving disputes and enforcing agreements

Usage Data is typically retained for a shorter period, unless needed for security, analytics, or legal compliance.

7) Sharing & Disclosure of Data

We do not sell your personal data.

We may share data in the following situations:

7.1 Service Providers (Processors)

We may use trusted third parties to host the portal, store data, deliver emails, provide security, or support analytics. They process data only on our instructions and are bound by confidentiality and data protection obligations.

7.2 Program partners / evaluators (if applicable)

If SISY Dashboard operates within a program involving partner organizations (e.g., consortia, coordinators, or evaluators), we may share relevant application/profile information only to evaluate eligibility and manage participation. Where possible, we will identify partners within the Service or provide details on request.

7.3 Legal requirements

We may disclose Personal Data if required to do so by law or in response to valid requests by public authorities, or when necessary to:

  • comply with a legal obligation
  • protect our rights or property
  • prevent or investigate wrongdoing
  • protect users or the public
  • protect against legal liability

8) International Transfers

Your information may be processed in Greece and/or the European Union.
If we transfer Personal Data outside the EEA, we will use appropriate safeguards (such as Standard Contractual Clauses) where required.

9) Security of Data

We use reasonable technical and organizational measures to protect your data. However, no method of transmission over the internet or electronic storage is 100% secure, so we cannot guarantee absolute security.

10) Your Data Protection Rights (GDPR)

If you are in the EEA, you have rights including:

  • access to your data
  • rectification (correct inaccurate data)
  • erasure (delete your data), in certain circumstances
  • restriction of processing
  • data portability
  • objection to processing
  • withdrawal of consent (where processing is based on consent)

We may ask you to verify your identity before responding to requests. You also have the right to lodge a complaint with your local data protection authority.

11) Analytics (If enabled)

We may use analytics tools to understand how the Service is used and to improve it. If we use Google Analytics, Google may collect usage data and set cookies for measurement purposes. You can learn more through Google’s Privacy & Terms resources.

12) Links to Other Sites

The Service may contain links to third-party sites (e.g., portfolios, partner sites). We are not responsible for the privacy practices of those sites. Please review their privacy policies.

13) Children’s Privacy

The Service is not intended for individuals under 18. We do not knowingly collect Personal Data from children. If you believe a child has provided us Personal Data, contact us and we will take steps to delete it.

14) Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and update the Effective date. If changes are material, we may also notify you via the Service or email.

15) Contact Us

If you have questions about this Privacy Policy or want to exercise your rights, contact:

Email:
Telephone:
Address: