Communication Office Privacy Policy

Protecting your privacy and the information you provide to us is a top priority for the Heritage Management Organization (HERITΛGE aka Initiative for Heritage Conservation). This Privacy Policy describes the treatment of information we collect from and about you when you visit our websites or use our apps and other services that contain a link to this Privacy Policy or otherwise refer to or provide the URL to this Privacy Policy. By visiting our Website, you are accepting the practices described in this Privacy Policy. Any information submitted to HERITΛGE, is collected, managed and retained by HERITΛGE. Please be aware that your access to our Services may be subject to certain third-party terms and conditions and privacy policies, including but not limited to third-party payment processors. You agree that HERITΛGE is not liable for any such third-party terms and conditions and their use of your personal information (information related to you that can identify you). HERITΛGE does not transfer, sell or rent your personal information to third parties in any way other than what is stated in this Privacy Policy. Unless stated otherwise, this Privacy Policy only deals with the use and communication of information collected by HERITΛGE.


  1. How do we collect information

In order to be able to properly communicate our projects, the upcoming scholarships and the important data we share with you in total transparency, HERITΛGE manages a database that contains personal data collected by the organization’s projects with our participants, academics, students, alumni, donors and friends. All of the information we hold has and will be obtained directly from these sources. We collect this information in order to ensure that we can provide the most appropriate service possible – highlighting events, projects and activities that we believe may be of particular interest to you.


  1. What kind of information do we collect

The HERITΛGE Communication Office values our relationship with you and uses your personal data to personalize the communication, improve the services and ensure that works efficiently and effectively.

In order to attend several programs you may register on our Website by providing the following personal information:

  • First and last name.
  • Institutional affiliation.
  • Professional position.
  • Contact details including address, e-mail address and phone number.
  • Date of birth.
  • Gender.
  • Current interests and activities.
  • Relationships to other participants, students, alumni, supporters and friends.
  • Records of communications sent to you by the HERITΛGE or received from you.
  • Information about your use of including your IP address, location, browser type, referral source, length of visit, number of page views and navigation around our website.
  • Attendance at meetings with HERITΛGE staff, as well as at projects and events.


Other personal data stored and processed by the Organization may include:

  • First and last name.
  • Institutional affiliation.
  • Professional position.
  • Contact details including address, e-mail address and phone number.
  • Date of birth.
  • Gender.
  • Current interests, activities and projects.

If you access or log into a Service through a social media service, the information we collect may also include your user ID and/or user name associated with that social media service, any information or content you have permitted the social media service to share with us, such as your profile picture, email address or friends lists, and any information you have made public in connection with that social media service. When you access the Services through social media services or when you connect a Service to social media services, you are authorizing HERITΛGE to collect, store, and use such information and content in accordance with this Privacy Policy.

Once you are registered, you are fully responsible for all activities that occur. You must immediately notify HERITΛGE of any unauthorized uses of your personal data or any other breaches of security. HERITΛGE will not be liable for any acts or omissions by you, including any damages of any kind incurred as a result of such acts or omissions. During the sign-up process, you may also select the option of receiving e-mail offers from us.

You have the obligation to state truthfully, accurately and completely your up-to-date personal information in the registration process and update your account whenever it is needed. If your personal information is not in compliance with these provisions or if HERITΛGE has reasonable suspicions that your personal information is not in accordance with these provisions, HERITΛGE has the right to reject your application for registration or to suspend communication, irrespectively of any notice, any use, current or future. In this case, you have no right to any refund for the suspension.

The HERITΛGE Communication Office does not collect and store any bank or credit/debit card details and is fully PCI-DSS compliant. We use a third-party payment processor to bill Users. Each User can pay the fees due via our Website. The processing of payments shall be subject to the privacy policies of the Payment Processor in addition to HERITΛGE’s Privacy Policy. We only collect the personal information stated in this section of the Privacy Policy. Any additional information requested by the Payment Processor is collected and stored by the Payment Processor and not HERITΛGE. We are not responsible for the use of your personal information by the Payment Processor.


  1. How the information is used

HERITΛGE treats all personal information according to EU law or the law in the country in which you reside or operate (whichever applies). We collect two types of information from you:

  1. personal information as described above in section 2 and
  2. non-personal information such as website navigation data.

As already stated, HERITΛGE does not transfer, sell or rent your personal information to third parties in any way other than what is stated in this Privacy Policy unless required to do so by law. We request only the personal information that we need to operate our services and improve our website’s user experience. We do not use your personal information to create any form of promotional material for third parties.

We partner with third-party advertising networks to either display advertising on our Website or manage our advertising on other sites. These ad network partners do not collect and do not have access to any personally identifiable information.

We store all the information that is tracked through standard Google Analytics but we do not save this information on our databases.

Unless you have requested otherwise, your data is accessible to the Organization and its projects, and professional departments. Alumni groups and volunteer communities do not have access to your data – all communications are managed directly by the HERITΛGE Communication Office.

Details are used and processed for a full range of alumni and fundraising activities and programs involving academic and administrative departments. These include, but are not limited to, the following communications and marketing activity (by mail, email telephone and SMS);

  • promotion of scholarships and services;
  • promotion of mentoring services;
  • notification of alumni events;
  • fundraising programs.


Tools may be used to help us improve the effectiveness of the Organization’s communications with you, including tracking whether the emails we send are opened and which links are clicked within a message. We also track website visits and use analytical tools, such as Google Analytics, to use this information to improve our website.

We utilize tools and resources to help us understand our participants, alumni, donors and potential donors, gathering information from publicly available resources (e.g. the electoral register, press, charity register) to assess the capacity of these groups to support the HERITΛGE. This activity may include wealth screening, which helps us to identify particular individuals with a connection to and the ability to support our projects.

We undertake due diligence for donors in line with the Organization’s gift acceptance policy and to meet money laundering regulations. We also seek new contact details for alumni with whom we are not in contact, to ensure the Organization can remain in touch with as many of its alumni as possible. Lastly, we use data to undertake analysis projects to ensure only effective and relevant communications are sent to you.

All the information, described in this section, shall be used in accordance with applicable laws and regulations. We do not use your personal information in any other context other than the one described in our Privacy Policy.


  1. How your information is protected

To protect our Users’ privacy, Users’ personal information is not published in any way to other Users or third parties.

HERITΛGE reserves its right though to share your personal information with a third-party in case of sale merger, control change, reorganization or liquidation of the Organization. All such actions shall be completed in compliance with applicable laws of personal data and privacy.

We do not make any personal information available to third parties for their marketing purposes.

If however, we share your personal information and data with third parties, we will notify you. Please note that no transmission over the internet can be fully guaranteed in its confidentiality and non-disclosure, and as such, you transmit at your own risk.

HERITΛGE uses robust security measures to protect personal information from unauthorized access, maintain personal information accuracy, and help ensure the appropriate use of personal information. When the Services are accessed using the internet, secure technology protects your data using both server authentication and data encryption.

We do not tolerate Spam. To report HERITΛGE -related spam please contact us at [email protected] We may check for spam, viruses, phishing attacks and other malicious activity or illegal or prohibited content of the Website, but we will not permanently store messages sent through these tools.

HERITΛGE does its utmost to secure its information storage in order to protect the confidentiality of your personal information against loss and interception by third parties. However, it is important to know that there is no zero risk against loss or interception by others of your personal information.




I, the one who consents to the whole of this text, hereby authorize the Heritage Management Organization (HERITΛGE aka Initiative for Heritage Conservation) to use recordings and photographs of me during any online event  for marketing activities of the Organization and to publish them on the HERIΛGE website, social media and video platforms (e.g. Facebook, Instagram, Twitter, YouTube, Vimeo), on the website and social media of partner institutions and on advertising platforms (print and web).

As the controller of personal data, as defined in the EU General Data Protection Regulation 2016/679 (hereafter “GDPR”), the Heritage Management Organization (HERITΛGE aka Initiative for Heritage Conservation, 81 Ifigenias str, 14231, Nea Ionia, Athens, Greece) may use said data as long as the person concerned exercises some activities in connection with the Organization, or for the duration of the communication campaign concerned. This communication campaign excludes any commercial activities.

The processing of my personal data is based on my consent (art 6.1. (a) of the General Data Protection Regulation 2016/679).

  • I am informed that, according to the GPDR, I have the right to access, rectify and delete my personal data. This enables me, if necessary, to oppose the publication of audio-visual material authorised above at a later stage by sending an email to inf[email protected]
  • I am informed that I can lodge a complaint with the national data protection commission (CNPD) should I consider the processing of my personal data an infringement of any legal use.
  • I am informed that information on my rights and procedures to follow are described above.



  • I agree not to hold the Heritage Management Organization as a controller responsible for a possible change of framing, colour or density, which may occur during the use of my audio-visual material.
  • I declare that I am 18 years of age or over and competent to sign this form on my own.
  • I am informed that my audio-visual material may be stored after the event, including on social media platforms for archiving purposes.


For any questions or queries regarding personal data processing I can contact the Data Protection Officer of the Organization at inf[email protected]

Use of your e-mail to send you system e-mails. If you want to stop receiving the system e-mails and wish that your personal information to be permanently deleted from our database, please notify us at inf[email protected]


HERITΛGE committed to fostering a diverse and inclusive workplace. We have a Gender Equality Plan in place in order to  ensure that all individuals, regardless of gender, have equal opportunities for professional growth and success within our organization.

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