YouthPowerEU

Privacy Policy

Last updated: 5 September 2026

1. Introduction

YouthPowerEU is committed to protecting your privacy and personal data.

This Privacy Policy explains how personal data is collected, used, stored, shared and otherwise processed when you visit youthpowereu.eu, contact the YouthPowerEU team, apply for or participate in YouthPowerEU activities, attend events, complete surveys or forms, subscribe to communications, or otherwise interact with the project.

YouthPowerEU is a project co-funded by the Erasmus+ Programme of the European Union and implemented through cooperation between civil society organisations in different European countries.

All personal data is processed in accordance with:

  • Regulation (EU) 2016/679, the General Data Protection Regulation (“GDPR”);
  • applicable national data protection legislation;
  • where processing is carried out by institutions, bodies, offices or agencies of the European Union, Regulation (EU) 2018/1725;
  • the applicable Erasmus+ rules, grant obligations and data-protection requirements.

We are committed to the principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity and confidentiality.

2. About YouthPowerEU

YouthPowerEU is a European youth participation project aimed at strengthening young people’s participation in democratic and political life, increasing their understanding of European democratic processes and creating opportunities for meaningful dialogue between young people, civil society organisations and decision-makers.

The project includes activities such as training, capacity building, consultations, campaigns, communication activities, research and surveys, civic engagement initiatives, events, institutional meetings and dialogue with European and national decision-makers.

YouthPowerEU is coordinated by One Hour for Europe Italia APS.

Organisations involved in the implementation of the project and which may, where necessary for their respective responsibilities, have access to personal data include:

One Hour for Europe Italia APS
Italy
Project Coordinator

RadUni – Associazione Operatori Radiofonici Universitari / Associazione di Promozione Sociale RadUni
Italy

Europiamo ETS
Ente del Terzo Settore
Italy

Inter Alia AMKE
Civil non-profit organisation
Greece

Eduxo.eu – European Network for Democracy and Equality ASBL
Non-profit association (association sans but lucratif)
Brussels, Belgium

Together, these organisations are referred to in this Privacy Policy as the “YouthPowerEU organisations”, “project organisations”, “project partners”, “we”, “us” or “our”, where appropriate.

3. Who is responsible for your personal data?

YouthPowerEU involves several organisations carrying out different parts of the project.

One Hour for Europe Italia APS, as Project Coordinator, acts as the principal project-level contact point for questions concerning the processing of personal data within YouthPowerEU.

Depending on the specific processing activity, a YouthPowerEU organisation may act:

  • as an independent Data Controller for activities carried out under its own responsibility;
  • together with one or more project organisations as a Joint Controller where the purposes and essential means of processing are jointly determined; or
  • as an authorised recipient of information necessary to carry out its project responsibilities.

Where organisations jointly determine the purposes and means of processing, the responsibilities of the organisations are allocated in accordance with Article 26 GDPR.

Regardless of which YouthPowerEU organisation is responsible for a particular processing activity, you may contact the project concerning your data protection rights at:

One Hour for Europe Italia APS
Email: info@onehourforeurope.it

Your request will, where necessary, be transmitted to the organisation responsible for the relevant processing activity.

4. What personal data may we collect?

The personal data we collect depends on how you interact with YouthPowerEU.

4.1 Identification and contact information

We may collect information such as:

  • first name and surname;
  • email address;
  • telephone number;
  • country and city of residence;
  • nationality, where relevant;
  • date or year of birth and age;
  • preferred language;
  • organisation, institution, school, university or professional affiliation;
  • position, role or field of activity.

4.2 Application and participation information

If you apply for or participate in a YouthPowerEU activity, we may collect:

  • information contained in your application;
  • motivation for participating;
  • educational or professional background;
  • relevant experience;
  • areas of interest;
  • availability;
  • participation history;
  • attendance information;
  • role within the project;
  • logistical information necessary to organise activities;
  • travel or accommodation information where relevant;
  • documentation necessary to administer Erasmus+ funded activities.

4.3 Inclusion and accessibility information

Where necessary to make our activities accessible and inclusive, you may voluntarily provide information about:

  • accessibility requirements;
  • dietary requirements;
  • disabilities or health-related accommodations;
  • other individual needs relevant to your participation.

Some of this information may constitute special categories of personal data under Article 9 GDPR.

We will request this information only where it is necessary and will apply additional protections to it. Where required by law, such information will be processed on the basis of your explicit consent.

We will not request medical or other sensitive information that is not necessary for the purpose concerned.

4.4 Opinions, consultation and research data

Because YouthPowerEU concerns democratic participation and civic engagement, we may collect information through surveys, consultations, workshops, interviews and evaluation activities.

This may include:

  • opinions about European or national policies;
  • views concerning democratic participation;
  • responses to project questionnaires;
  • feedback about YouthPowerEU activities;
  • recommendations to policymakers;
  • survey or research responses.

Where responses could reveal political opinions or other special categories of personal data, we will either collect the information anonymously wherever possible or rely on an appropriate legal basis under Articles 6 and 9 GDPR, including explicit consent where required.

YouthPowerEU does not require participants to disclose membership of, affiliation with, or support for any political party.

4.5 Images, audio and audiovisual material

During YouthPowerEU activities, photographs, video recordings or audio recordings may be produced for documentation, communication and dissemination purposes.

Where consent is required, identifiable photographs, interviews, testimonials or audiovisual materials will only be used after the appropriate consent has been obtained.

Participants will be informed when organised photography or filming takes place.

Withdrawal of consent does not affect processing that was lawful before consent was withdrawn.

4.6 Communications

If you contact us, we may process:

  • your name;
  • email address;
  • the content of your message;
  • correspondence history;
  • any information you voluntarily provide.

4.7 Newsletter and project updates

If you specifically subscribe to newsletters or promotional updates, we may process your name, email address, subscription preferences and information relating to your consent.

You may unsubscribe at any time.

4.8 Website and technical information

When you visit youth4eu.eu, certain technical information may be processed automatically, such as:

  • IP address;
  • browser and device information;
  • operating system;
  • date and time of access;
  • pages visited;
  • referring pages;
  • basic security and server logs;
  • cookie preferences.

Where analytics or other non-essential technologies require consent under applicable law, they will only be activated after consent has been provided.

More detailed information may be provided through the website’s Cookie Policy and cookie preference tool.

5. Why do we process your data?

We may process personal data for the following purposes:

Project applications and participant selection

To receive, assess and manage applications for YouthPowerEU programmes, events, ambassador programmes, training activities or other participation opportunities.

Organisation of project activities

To register participants, communicate practical information, prepare activities, manage attendance, make accessibility arrangements and organise events, meetings, workshops, travel or other project activities.

Project communication

To communicate with participants, applicants, speakers, stakeholders, partners and other people involved in the project.

Erasmus+ project administration

To manage YouthPowerEU in accordance with Erasmus+ requirements, including:

  • project administration;
  • participant management;
  • monitoring;
  • evaluation;
  • reporting;
  • financial administration;
  • grant management;
  • documentation;
  • verification;
  • controls and audits.

Research, consultation and evaluation

To evaluate the quality and impact of the project, gather participants’ views, develop recommendations and analyse youth participation and democratic engagement.

Where possible, reporting and research results will use aggregated or anonymised information.

Institutional dialogue and advocacy

To facilitate meetings and exchanges with public institutions, civil society organisations and decision-makers and to support the project’s democratic participation objectives.

Communication and dissemination

To communicate the activities, results and impact of YouthPowerEU through websites, reports, social media, publications, newsletters, events, presentations and other communication channels.

Identifiable images, testimonials or similar material will be processed according to the applicable legal basis and, where required, on the basis of consent.

Website operation and security

To operate youth4eu.eu, maintain its security, detect abuse, solve technical problems and understand how the website is used.

Compliance with legal obligations

To comply with legal, accounting, financial, contractual, safeguarding, Erasmus+ and regulatory requirements.

6. Legal bases for processing

Depending on the activity, we process personal data on one or more of the following legal bases under Article 6 GDPR:

Consent – Article 6(1)(a)
For example, optional newsletters, certain photographs or audiovisual materials, optional testimonials and other activities for which consent is specifically requested.

Performance of a contract or steps taken at your request – Article 6(1)(b)
Where processing is necessary to administer your application, registration or participation in an activity or arrangement.

Legal obligation – Article 6(1)(c)
Where processing is required to comply with legal, financial, accounting, regulatory or grant-management requirements.

Legitimate interests – Article 6(1)(f)
Where necessary for the legitimate interests of YouthPowerEU organisations in properly managing, evaluating, safeguarding, documenting and communicating the project, provided that these interests are not overridden by your rights and freedoms.

Where special categories of personal data are processed, an additional legal basis under Article 9 GDPR will apply. In many cases this will be your explicit consent under Article 9(2)(a).

We will not use consent as a legal basis where participation is effectively conditional on providing that consent unless the processing concerned is genuinely necessary.

7. Who can access your personal data?

Access to personal information is limited to people who need it for legitimate project purposes.

Personal data may therefore be accessed by authorised staff members, volunteers, contractors or representatives of:

  • One Hour for Europe Italia APS;
  • RadUni – Associazione Operatori Radiofonici Universitari;
  • Europiamo ETS;
  • Inter Alia AMKE;
  • Eduxo.eu – European Network for Democracy and Equality ASBL.

Access does not mean that every organisation receives every category of information.

Information is shared according to project responsibilities and on a need-to-know and data-minimisation basis.

For example, an organisation coordinating a specific event may receive participant contact and logistical information but will not automatically receive unrelated information collected by another project organisation.

Persons authorised to access personal information are required to respect confidentiality and applicable data-protection requirements.

8. Sharing data with the Erasmus+ National Agency and European Union institutions

As an Erasmus+ funded project, certain information may need to be transmitted to or made accessible to public authorities and institutions responsible for managing, monitoring or evaluating the Programme.

Agenzia Italiana per la Gioventù – AIG

Certain personal data may be shared with the Agenzia Italiana per la Gioventù (AIG), the Italian National Agency responsible for Erasmus+ in the Youth and Sport sectors.

This may occur where necessary for:

  • project administration;
  • participant reporting;
  • monitoring;
  • evaluation;
  • financial controls;
  • verification of project implementation;
  • audits;
  • compliance with Erasmus+ requirements.

European Commission

Certain information may be processed by or transmitted to the European Commission, particularly the services responsible for Erasmus+, where necessary for the administration, monitoring, evaluation, audit or oversight of the Programme.

Information may also be entered into official Erasmus+ or European Commission systems where this is required for project implementation.

European Parliament

Where YouthPowerEU activities involve the European Parliament, limited personal data may be shared with the Parliament or its authorised services where necessary for a specific institutional activity.

This may include, for example:

  • participant names;
  • contact information;
  • organisation or affiliation;
  • information required for event registration;
  • information necessary for security or building accreditation;
  • information necessary for meetings or activities involving Members or services of the European Parliament.

Data will not be routinely transferred to the European Parliament merely because a person participates in YouthPowerEU. Sharing will take place only where relevant to a specific activity or legitimate project purpose.

European Union institutions process personal data under their own applicable data-protection framework, including Regulation (EU) 2018/1725, and may provide their own privacy notices for specific processing operations.

9. Other recipients and service providers

We may use trusted third-party service providers to support the project, such as providers of:

  • website hosting;
  • email services;
  • online forms;
  • cloud storage;
  • video conferencing;
  • event registration;
  • project management;
  • newsletter distribution;
  • survey platforms;
  • communications services;
  • IT support.

Where a service provider processes personal data on our behalf, appropriate contractual and organisational safeguards will be used as required by Article 28 GDPR.

Personal data may also be disclosed where required by law or to competent public authorities, auditors or bodies authorised to verify the use of European Union funding.

We do not sell, rent or trade personal data.

Personal data collected through YouthPowerEU will not be provided to commercial organisations for their independent marketing purposes.

10. International data transfers

YouthPowerEU’s core project organisations are established in Italy, Greece and Belgium, all within the European Union.

Where a technical service provider or other recipient processes data outside the European Economic Area, transfers will take place only where permitted under Chapter V GDPR.

Depending on the circumstances, safeguards may include:

  • an adequacy decision adopted by the European Commission;
  • Standard Contractual Clauses;
  • another legally recognised transfer mechanism.

Additional technical and organisational safeguards will be applied where appropriate.

11. How long do we keep personal data?

Personal data will not be retained for longer than necessary for the purposes for which it was collected.

Retention depends on the type of information and applicable Erasmus+ requirements.

In particular:

Unsuccessful or incomplete applications will normally be deleted or anonymised within a reasonable period after the relevant selection process, unless retention is justified for complaints, safeguarding or legal purposes.

Operational participant information will generally be kept for the duration of the relevant YouthPowerEU activity and for an appropriate period afterwards to complete administration and evaluation.

Grant-related documentation may be retained for the period required under the applicable Erasmus+ Grant Agreement, Programme rules and audit requirements.

Consent records may be retained for as long as necessary to demonstrate compliance with data-protection requirements.

Newsletter data will normally be retained until you unsubscribe or withdraw consent.

Website security logs will be retained only for a limited period unless longer retention is necessary to investigate a security incident.

Where the applicable Erasmus+ rules require project records to be retained for audit or verification purposes, these requirements may prevail over an earlier deletion request insofar as the retention is legally necessary.

Once personal information is no longer required, it will be deleted, securely destroyed or irreversibly anonymised.

12. Photos, videos and public project outputs

YouthPowerEU is required to communicate and disseminate the results and impact of the project.

This does not mean that every participant’s identity, photograph or personal information will automatically be published.

Where project results can be communicated using aggregated or anonymous information, we will favour this approach.

Where an identifiable participant is featured in photographs, videos, interviews, testimonials or other public communication material, the relevant legal basis will be assessed and consent will be requested where required.

You may withdraw consent for future use of material based on consent by contacting us.

Because information already published online may have been downloaded, shared or reproduced by third parties outside our control, complete removal from all third-party platforms cannot always be guaranteed. We will nevertheless take reasonable steps regarding material under our control.

13. Children and young participants

YouthPowerEU is a youth participation project and some activities may involve participants who are under 18.

We pay particular attention to the protection, transparency and rights of young participants.

Where personal data relating to minors is collected:

  • only information necessary for the relevant activity will be requested;
  • privacy information will be provided in clear and accessible language;
  • parental or legal guardian consent will be obtained where required by applicable law or by the nature of the activity;
  • safeguarding requirements will be taken into account;
  • sensitive information will receive additional protection;
  • children’s personal data will not be used for commercial profiling or advertising.

Where consent relating to information-society services is required from a child, the applicable age threshold will be determined according to the law of the relevant Member State.

14. Automated decision-making and profiling

YouthPowerEU does not use personal data to make decisions based solely on automated processing that produce legal effects or similarly significant effects on individuals within the meaning of Article 22 GDPR.

We do not create commercial advertising profiles of YouthPowerEU participants.

15. Data security

YouthPowerEU organisations apply appropriate technical and organisational measures designed to protect personal data against:

  • accidental or unlawful destruction;
  • loss;
  • alteration;
  • unauthorised disclosure;
  • unauthorised access;
  • misuse.

Measures may include access controls, password protection, restricted permissions, secure storage, data minimisation, confidentiality obligations, backups, organisational procedures and appropriate security measures used by service providers.

Access to personal information is limited according to operational need and project responsibilities.

No online or electronic system can be guaranteed to be completely secure. If a personal data breach occurs, we will follow the notification and documentation obligations established by the GDPR.

16. Your rights

Subject to the conditions and limitations established by the GDPR, you have the right to:

Access your personal data
You can ask whether we process personal data about you and request a copy.

Rectify inaccurate information
You can ask us to correct inaccurate or incomplete information.

Request erasure
You may request deletion of personal data where the conditions of Article 17 GDPR are met.

Restrict processing
You may request restriction of processing in the circumstances provided by Article 18 GDPR.

Data portability
Where applicable, you may receive personal data you provided in a structured, commonly used and machine-readable format and request its transmission to another controller.

Object to processing
Where processing is based on legitimate interests, you may object on grounds relating to your particular situation.

Withdraw consent
Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Lodge a complaint
You have the right to lodge a complaint with a competent Data Protection Authority, particularly in the Member State of your habitual residence, place of work or the place of the alleged infringement.

These rights are not absolute and may be subject to limitations provided by law, including legal obligations to retain particular Erasmus+ project documentation.

17. How to exercise your rights

For questions about this Privacy Policy or to exercise your data-protection rights in relation to YouthPowerEU, please contact:

One Hour for Europe Italia APS
Email: info@onehourforeurope.it

Please state that your request concerns YouthPowerEU

Where another YouthPowerEU organisation is responsible for the relevant processing, your request will be forwarded to the appropriate organisation.

We may ask for additional information where reasonably necessary to verify your identity before responding to a request.

Requests will be handled within the time limits established by the GDPR.

18. Complaints to a Data Protection Authority

You have the right to complain to a Data Protection Authority if you believe that your personal data has been processed unlawfully.

Because YouthPowerEU operates across several EU countries, you may in particular contact the supervisory authority of:

  • your habitual residence;
  • your place of work;
  • the country in which the alleged infringement occurred.

For processing carried out by the European Commission or European Parliament under Regulation (EU) 2018/1725, the competent supervisory authority is the European Data Protection Supervisor (EDPS).

19. Cookies

Youth4eu.eu may use cookies and similar technologies.

Cookies that are strictly necessary for the operation and security of the website may be used without consent where permitted by law.

Analytics, advertising, social-media or other non-essential technologies requiring consent will not be activated before consent is obtained.

Users must be able to refuse non-essential cookies as easily as they can accept them and to change their preferences afterwards.

Further information about the specific cookies and technologies used on youth4eu.eu should be provided in the website’s dedicated Cookie Policy and cookie preference interface.

20. Third-party websites and social media

Youth4eu.eu may contain links to websites, social-media platforms or digital services operated by third parties.

These organisations process personal data according to their own privacy policies. YouthPowerEU organisations are not responsible for independent processing carried out by third-party websites or services.

We encourage users to review the relevant privacy information before providing personal data to third-party services.

21. Changes to this Privacy Policy

This Privacy Policy may be updated to reflect changes in:

  • YouthPowerEU activities;
  • the website;
  • technologies or service providers;
  • Erasmus+ requirements;
  • participating organisations;
  • applicable legislation or regulatory guidance.

The current version will always be published on youth4eu.eu together with the date of the latest update.

Where a change significantly affects how personal data is processed, we will take reasonable measures to inform affected individuals.

22. Contact

For privacy and data-protection questions relating to YouthPowerEU:

YouthPowerEU info@youthpowereu.eu
or One Hour for Europe Italia APS at info@onehourforeurope.it

When contacting us, please indicate “YouthPowerEU – Data Protection” in the subject line.

YouthPowerEU is co-funded by the Erasmus+ Programme of the European Union.

Funding by the European Union does not imply endorsement by the European Commission, the European Parliament or any other EU institution of the views expressed through the project. Responsibility for project content lies with the relevant authors and project organisations.