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Privacy Policy - Protecting Your Personal Information

A clear explanation of how we collect, use, and safeguard your data while you engage with our platform and participate in the online learning courses for the OPTIMA project (Erasmus+ Programme). This page outlines our commitment to transparency, confidentiality, and compliance with data protection regulations—ensuring your trust and security throughout your learning experience.

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1. Who We Are
As the data controller for the OPTIMA Erasmus+ Project learning platform ([learn.optima-erasmusproject.eu](https://learn.optima-erasmusproject.eu)), we comply with **REGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL** of 27 April 2016 on the protection of natural persons concerning the processing of personal data and on the free movement of such data (**General Data Protection Regulation – GDPR**).

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2. Legal Basis
Data collection is conducted with your consent upon creating your account and agreeing to this policy during registration, as well as for the performance of educational tasks under the OPTIMA project framework.

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3. What Data We Collect
The data you provide when creating your user account will be processed following the GDPR upon receipt of your consent.

Account Information:

• First name, last name, and email address
• Country, city, time zone, and preferred language
• Optional profile details: description, photo, interests/hobbies, organization, date of birth, expectations, or background information requested during registration.

Platform Activity & Learning Data:
To deliver learning content and track participation, the Moodle platform automatically logs:

• Messages and forum posts sent within the platform
• Course progress: modules accessed, completion status, access times, quiz scores, assignment submissions, and badges/certificates earned
• Time spent studying materials, frequency of access, and session durations
• Technical logs: IP address, browser type, device information, and general geolocation used during authentication

*Note:* Passwords are fully encrypted and salted. Platform administrators do not have access to plain-text passwords.

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4. Use of Cookies
While navigating on the learning platform, the system uses essential cookies necessary for site functionality (e.g., maintaining your logged-in session `MoodleSession`). Third-party tools (such as Google Analytics or embedded video players) may also place cookies to measure performance and platform usage.

You can adjust or disable cookies through your browser settings. However, removing essential cookies will prevent you from staying logged in or accessing restricted course sections.

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5. Using Collected Data
The data we collect from you is used strictly for non-commercial, educational, and project-related purposes:

• Delivering educational content, courses, and training modules
• Communicating progress, course updates, system notifications, badges, and certificates
• Creating anonymized statistical reports for the OPTIMA Erasmus+ project evaluation
• Scientific and educational research related to the project outcomes
• Reporting compliance to project evaluators, auditors, or funding bodies

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6. Duration of Data Processing
Your account data and processing consent remain active for the duration of the OPTIMA project implementation and post-project reporting period, or until you withdraw consent by requesting account deletion.

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7. Your Rights Under GDPR
As a data subject, you hold the following rights regarding your personal data:

• Right of access to the data held about you
• Right to rectification of inaccurate or incomplete data
• Right to erasure ("right to be forgotten")
• Right to restriction of processing
• Right to data portability
• Right to object to data processing
• Right to lodge a complaint with your local Data Protection Supervisory Authority

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8. Data Access & Third-Party Transfers
Project Team & Partners: Information provided during registration is accessible only by authorized personnel involved in the administration of the OPTIMA project.
Auditors & Financiers: Upon request by European Union authorities, national agencies, or auditors of the Erasmus+ program as stipulated in the project financing contract, relevant reporting data may be made available.
Service Providers: Technical data may be processed through Moodle hosting infrastructure or third-party web services providing security, email dispatch, or analytics under strict data processing agreements.

We do not sell, trade, or rent your personal data to third parties.

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9. Underage Users & Digital Age of Consent
If you are under the legal digital age of consent in your country of residence, parental or guardian authorization is required before registering on this platform.

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10. Data Protection & Withdrawing Consent
We implement appropriate technical and organizational measures to protect your data against unauthorized access, loss, or misuse.

If you wish to exercise your rights, update your data, or withdraw your consent and request the deletion of your account, please send an email request to the platform administrators at:  
webmaster@idec.gr

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*Last Updated: August 2026*