Privacy Policy

1. Introduction

This Privacy Policy explains how STEM Robotics Academy collects, uses, stores and protects personal data when you visit stemroboticsacademy.org, contact us through the website or communicate with us regarding our educational, scientific, research and international cooperation activities.

We are committed to protecting your privacy and processing personal data lawfully, fairly, transparently and only for specified and legitimate purposes.

This Privacy Policy applies to personal data processed through this website and related online communications. Separate privacy information and consent procedures may apply to participants in educational programmes, Erasmus+ projects, training activities, competitions, events, research activities or other programmes organised by STEM Robotics Academy.

2. Who We Are

The data controller responsible for the processing of personal data through this website is:

Scientific Educational Association for the Advancement of Science, Technology, Mathematics and Robotics

Greek legal name:

Επιστημονική Εκπαιδευτική Ένωση για την Προώθηση των Επιστημών, Τεχνολογίας, Μαθηματικών και Ρομποτικής

Operating under the name:

STEM Robotics Academy

Registered address:

194 Iroon Polytechniou Street
3rd Floor
41221 Larisa, Greece

Email:

info@stemrobotics.gr

In this Privacy Policy, the terms “STEM Robotics Academy”, “we”, “us” and “our” refer to the organisation identified above.

3. Personal Data We Collect

Depending on how you use the website, we may collect the following categories of personal data.

3.1 Information provided through the contact form

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

• your name;

• your email address;

• the content of your message;

• your organisation or institution, when voluntarily provided;

• your telephone number, when voluntarily provided;

• any other information you choose to include in your communication.

Please do not include sensitive personal data or information about third parties in a general contact message unless it is necessary and you are authorised to provide it.

3.2 Information provided through direct communications

When you communicate with us by email or through another communication channel, we may process:

• your contact details;

• your organisation and professional role;

• the content of your correspondence;

• documents or attachments you send to us;

• information required to respond to your enquiry or discuss a potential cooperation.

3.3 Technical and usage information

When you access the website, our hosting and technology providers may process limited technical information that is necessary to operate, maintain and secure the website, such as:

• Internet Protocol address;

• browser and device type;

• operating system;

• date and time of access;

• technical logs and security information;

• information relating to errors, misuse or attempted unauthorised access.

This information is used only where necessary for website operation, technical support, security and the prevention of abuse.

We do not currently use Google Analytics, Meta Pixel, Google Tag Manager, Hotjar or similar third-party tracking technologies on this website.

4. How We Collect Personal Data

We may collect personal data:

• directly from you when you complete a contact form;

• directly from you when you send us an email or another communication;

• automatically through website hosting, security logs and essential website technologies;

• from an organisation or project partner that contacts us on your behalf, where this is lawful and relevant to a potential activity or cooperation.

5. Why We Process Personal Data

We process personal data only when there is an appropriate legal basis.

5.1 Responding to enquiries

We process your contact details and message in order to:

• respond to your questions;

• provide requested information;

• discuss potential partnerships;

• discuss training, hosting or mobility opportunities;

• communicate about educational, research or international cooperation activities.

The legal basis is our legitimate interest in managing communications and responding to enquiries. Where your request concerns steps before entering into an agreement or cooperation, processing may also be necessary in order to take those steps at your request.

5.2 Managing cooperation and professional communications

Where an enquiry develops into an ongoing cooperation, we may process relevant personal data in order to:

• prepare and manage the cooperation;

• exchange necessary documents and information;

• coordinate activities, meetings or project development;

• maintain appropriate professional records.

The legal basis may be the performance of an agreement, steps taken before an agreement, compliance with a legal obligation or our legitimate interest in managing the cooperation.

5.3 Operating and securing the website

Technical data may be processed in order to:

• operate and maintain the website;

• protect the website against misuse, fraud, unauthorised access and security threats;

• identify and resolve technical problems;

• ensure the availability and proper functioning of website services.

The legal basis is our legitimate interest in maintaining a secure and functional website.

5.4 Compliance with legal obligations

We may process or retain personal data where necessary to:

• comply with applicable laws and regulatory requirements;

• respond to lawful requests from public authorities;

• establish, exercise or defend legal claims;

• protect the rights, safety and legitimate interests of the organisation or third parties.

The legal basis is compliance with a legal obligation or our legitimate interest in protecting our legal rights.

6. Contact Forms

When you submit a contact form, the information you provide is transmitted to STEM Robotics Academy.

The submission may also be processed and stored within the website management environment provided by our website hosting and technology provider and may be delivered to the organisation’s designated email account.

The information submitted through the form is used only for the purpose of reviewing and responding to your communication and, where relevant, managing subsequent professional contact.

You are not legally required to provide personal data through the contact form. However, without your name, contact details and message, we may not be able to respond to your enquiry.

7. Cookies and Similar Technologies

The website does not currently use Google Analytics, Meta Pixel, Google Tag Manager, Hotjar or other non-essential analytics or advertising tracking integrations.

According to the functionality currently enabled on the website, we do not use analytics or marketing cookies to monitor visitors, create profiles or deliver targeted advertising.

The website hosting and management platform may use technologies that are strictly necessary for the secure and proper operation of the website. These technologies are not used by STEM Robotics Academy for advertising or behavioural profiling.

If non-essential analytics, marketing or third-party tracking technologies are introduced in the future, this Privacy Policy will be updated and an appropriate consent mechanism will be implemented before those technologies are activated.

For further information, please read our Cookie Policy.

8. Who May Receive Personal Data

Personal data may be accessed only where necessary by:

• authorised members of STEM Robotics Academy;

• personnel responsible for responding to communications or managing relevant activities;

• website hosting and website management providers;

• email and communication service providers;

• technical support, security or information technology providers;

• professional advisers, where necessary;

• public authorities, courts or regulatory bodies, where disclosure is required or permitted by law.

Service providers that process personal data on our behalf are expected to use it only according to our instructions, for the agreed purposes and with appropriate confidentiality and security safeguards.

We do not sell personal data to third parties.

9. International Data Transfers

Some technology or service providers may process information in countries outside Greece or outside the European Economic Area.

Where a transfer of personal data outside the European Economic Area takes place, we take appropriate steps to ensure that the transfer is lawful and that an appropriate level of protection is provided.

Depending on the circumstances, these safeguards may include:

• a European Commission adequacy decision;

• approved Standard Contractual Clauses;

• contractual, organisational and technical safeguards;

• another transfer mechanism permitted under applicable data protection law.

10. Data Retention

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

Contact enquiries and related communications are normally retained:

• until the enquiry has been answered and resolved;

• for a reasonable follow-up period where further communication may be expected;

• for the duration of an active or developing cooperation;

• for longer where retention is required by law or necessary for the establishment, exercise or defence of legal claims.

Technical and security information is retained only for the period required to maintain website security, investigate incidents and comply with the settings and retention periods of the relevant service providers.

When personal data is no longer required, it is deleted, anonymised or securely archived where continued retention is legally required.

11. Data Security

We apply reasonable technical and organisational measures designed to protect personal data against:

• unauthorised access;

• accidental loss;

• misuse;

• alteration;

• disclosure;

• destruction.

Access to personal data is limited to persons who require it for legitimate organisational purposes.

Although we take reasonable measures to protect personal data, no method of transmission or electronic storage can be guaranteed to be completely secure.

12. Your Data Protection Rights

Subject to the conditions and limitations of applicable data protection law, you may have the right to:

• receive information about how your personal data is processed;

• request access to your personal data;

• request correction of inaccurate or incomplete personal data;

• request deletion of your personal data;

• request restriction of processing;

• object to processing based on legitimate interests;

• receive personal data in a structured, commonly used and machine-readable format where the right to data portability applies;

• withdraw your consent at any time where processing is based on consent;

• lodge a complaint with a competent data protection supervisory authority.

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

Some rights are not absolute and may be subject to legal conditions, exemptions or the need to protect the rights of other persons.

13. Exercising Your Rights

To exercise your rights or request information about how your personal data is processed, contact us at:

info@stemrobotics.gr

Please include sufficient information for us to understand your request.

Where necessary, we may request additional information to verify your identity and protect personal data from unauthorised access or disclosure.

We will respond within the timeframe provided by applicable data protection law.

14. Right to Lodge a Complaint

You have the right to lodge a complaint with the competent supervisory authority if you believe that your personal data has been processed unlawfully or that your data protection rights have not been respected.

For individuals in Greece, the competent supervisory authority is:

Hellenic Data Protection Authority

You may also contact the supervisory authority in the European Union Member State of your habitual residence, place of work or place of the alleged infringement.

15. Children’s Privacy

STEM Robotics Academy works with children, young people, educators, families and organisations through educational and international activities.

However, this general website is not designed to knowingly collect personal data directly from children without the appropriate involvement of a parent, legal guardian, school or responsible organisation.

The general contact form should not be used by children to submit sensitive information or documents.

Where personal data relating to children or young participants is required for an educational activity, mobility, competition, research activity or project, it is collected through separate registration, information and consent procedures appropriate to the specific activity.

If you believe that a child has submitted personal data through the website without appropriate authorisation, please contact us so that we can review and, where appropriate, delete the information.

16. Automated Decision-Making and Profiling

We do not use personal data collected through this website to make decisions based solely on automated processing that produce legal or similarly significant effects.

We do not use website contact information for automated profiling.

17. Links to Third-Party Websites

The website may contain links to:

• partner organisations;

• European projects;

• universities and public institutions;

• social media platforms;

• external educational or technological resources;

• other third-party websites.

These websites are operated independently and have their own privacy practices.

STEM Robotics Academy is not responsible for the content, security or privacy practices of third-party websites. We encourage visitors to review the privacy policies of external websites before providing personal data.

18. Changes to This Privacy Policy

We may update this Privacy Policy when:

• the website or its services change;

• new technologies or integrations are introduced;

• our data processing activities change;

• applicable legal or regulatory requirements change.

The latest version will always be published on this page, together with the date of the most recent update.

Significant changes may also be communicated through an appropriate notice on the website.

19. Contact Information

For questions about this Privacy Policy, the processing of your personal data or the exercise of your rights, contact:

STEM Robotics Academy
Scientific Educational Association for the Advancement of Science, Technology, Mathematics and Robotics

194 Iroon Polytechniou Street
3rd Floor
41221 Larisa, Greece

Email: info@stemrobotics.gr