Privacy Policy
This policy explains how the ELIA Learning Platform collects, uses and protects your personal data under the General Data Protection Regulation (GDPR). We use your data only to run your account, your courses, your micro-credentials and your applications for apprenticeships and study visits. We do not sell your data, show advertising or track you on other websites.
1. Who is responsible for your data
The ELIA Learning Platform is part of the ELIA project (Excellence in Learning, Innovation, and Agriculture: A Centre of Vocational Excellence for the Olive Sector), co-funded by the European Union under the Erasmus+ programme, Grant Agreement No. 101260687. The project is coordinated by the Chamber of Chalkidiki (Epimelitirio Chalkidiki) and implemented by 21 partner organisations in seven countries.
The data controller for the platform is:
Konistra d.o.o.
Doverska 13, 21000 Split, Croatia
OIB: 08748071182
Email: info@elia-project.eu
Konistra leads the project's work package on dissemination and the online platform (WP7) and operates the platform on behalf of the ELIA consortium.
2. What data we process
| Category | Data |
|---|---|
| Account | Username, first and last name, email address, password (stored encrypted), preferred language, country and any optional profile fields you choose to fill in. |
| Learning | Course enrolments, lesson and activity completion, quiz attempts and grades, progress, forum posts and messages you write. |
| Micro-credentials | Badges you earn, with the course, date, EQF level, hours and ECTS they carry. |
| Applications | For apprenticeships and study visits: your study programme, motivation, CV (PDF or Word), the status of your application and the coordinator's note. |
| Technical | IP address, browser, date and time of access and the pages and actions you use, recorded in system logs for security and troubleshooting. |
We do not ask for special categories of data (for example health, religion or ethnic origin). Please do not include such information, or a photo, in your CV or messages unless you want to.
3. Why we use your data and on what legal basis
| Purpose | Legal basis (GDPR Art. 6(1)) |
|---|---|
| Creating and running your account, giving you access to courses, recording your progress and grades, awarding micro-credentials | (b) performance of the Terms of Use you accept when you register |
| Handling your applications for apprenticeships and study visits | (b) steps taken at your request before taking part |
| Sending service emails (account confirmation, password reset, application decisions, badges awarded, forum notifications) | (b) performance of the Terms of Use |
| Keeping the platform secure, preventing misuse and fixing errors | (f) our legitimate interest in a secure and working service |
| Reporting to the European Commission and its Executive Agency (EACEA) and improving the training offer | (f) our legitimate interest in fulfilling the obligations of the Erasmus+ grant. Reports use aggregated or anonymised figures; individual records are shown only if required for an audit or check of the project. |
We do not use your data for advertising or profiling, and we make no automated decisions with legal effect. Badges are awarded automatically when you meet the completion criteria of a course, which you can see in that course in advance.
4. Who can see your data
- Trainers and coordinators of ELIA partner organisations see the data of learners in the courses and opportunities they manage: name, email, progress, grades and applications.
- Other learners in the same course can see your name and profile picture, and the forum posts you write.
- Host organisations of an apprenticeship or study visit receive your application when you apply. The partner that published the opportunity and the host organisation decide on it and are responsible for the data they receive for that purpose.
- Anyone you share a badge with can see that badge with your name, if you choose to share it by public link or add it to Europass or LinkedIn.
- Service providers working for us under data processing agreements (GDPR Art. 28):
- Hetzner Online GmbH (Gunzenhausen, Germany), server hosting in a data centre in Helsinki, Finland;
- an IT service provider responsible for the development, maintenance and technical support of the platform;
- SiteGround Hosting EOOD (Sofia, Bulgaria), sending platform emails.
- The European Commission, EACEA and authorised auditors, where required to check the use of EU funds.
5. Transfers outside the EU
The platform is hosted in the European Union. Three ELIA partner organisations are located in Türkiye, which is outside the European Economic Area and has no adequacy decision of the European Commission. If you enrol in a course or apply for an opportunity managed by one of these partners, its trainers and coordinators can see your data for that course or application. This is necessary to provide the course or handle the application you asked for (GDPR Art. 49(1)(b)). Your other data is not accessible to them.
6. How long we keep your data
| Data | Retention |
|---|---|
| Account, learning records and badges | For as long as the platform operates, so that you can return to your courses and your micro-credentials remain verifiable. You can delete your account at any time; your badge links then stop working, but badge files you have downloaded stay with you. |
| Applications | Until the end of the ELIA project (April 2030), then deleted. The partner organisation responsible for an accepted apprenticeship or study visit keeps the documents it needs for as long as the Erasmus+ grant rules require. |
| System logs | Up to 12 months. |
| Backups | Kept for a short period for recovery, then overwritten. |
We do not delete accounts because of inactivity. The platform will remain available for at least five years after the project ends in April 2030. When it is closed, all accounts that are no longer active are deleted. If the platform is handed over to another ELIA organisation, active users are informed by email in advance and their accounts are transferred only with the same level of protection; anyone who does not want this can delete their account before the handover.
7. Your rights
You have the right to access your data, correct it, have it deleted, restrict or object to its processing, and receive it in a portable format. You can download your data or ask for deletion in your profile under Data privacy, or write to info@elia-project.eu. We reply within one month.
You also have the right to lodge a complaint with the Croatian Personal Data Protection Agency (AZOP, www.azop.hr) or with the data protection authority in the country where you live or work.
8. Security
All connections use HTTPS encryption. Passwords are stored encrypted, access is limited by user role, and the software is kept up to date. Platform administrators can access all data only to the extent needed to run the service.
9. Changes to this policy
If we change this policy, we publish the new version on the platform and ask you to accept it at your next sign-in. The version number and date are shown at the top.
10. Contact
For any question about your data: info@elia-project.eu, or Konistra d.o.o., Doverska 13, 21000 Split, Croatia.