Privacy Policy

Effective Date: 27th June 2026
Last Updated: 27th June 2026


1. Introduction

Vivid Voices ("we", "our", or "us") is committed to protecting your privacy and ensuring that your personal data is processed lawfully, fairly, and transparently in accordance with the General Data Protection Regulation (EU) 2016/679 ("GDPR") and applicable Polish data protection laws.

This Privacy Policy explains how we collect, use, store, and protect personal data when you visit our website or communicate with us.

We are committed to the principle of data minimization and only process personal data that is necessary for the purposes described in this Privacy Policy.


2. Data Controller

Vivid Voices
Gawędziarzy 67
04-412 Warsaw
Poland

Email: vividvoiceseu@gmail.com
 NIP: 9522270631
REGON: 541908798
OID: E10403419


3. Scope of this Privacy Policy

Vivid Voices implements educational, youth, and mobility projects, including projects funded through the Erasmus+ Programme and other national or international initiatives.

Where personal data is collected for participation in specific projects, events, or mobility activities, participants may receive an additional project-specific Privacy Notice explaining how their data will be processed.


This Privacy Policy applies to:

  • visitors of the Vivid Voices website;
  • individuals who contact us by email;
  • communications related to our activities and projects.

4. What Information We Collect

Information You Send Us

If you contact us by email, we may process:

  • your name (if provided);
  • your email address;
  • your message content;
  • any other information you choose to share.

We use this information only to respond to your inquiry or communicate with you about our activities or projects.

Website Information

Like most websites, our hosting provider automatically creates basic server logs when someone visits the website. These logs may include your IP address, browser type, date and time of your visit, and the pages you access.

This information is used only to keep the website secure and running properly. Vivid Voices does not use it to identify visitors or track their browsing activity.

Project Applications

If you apply for one of our projects by email, we will process the personal information you provide to manage your application, communicate with you, and, where necessary, meet the requirements of the relevant funding programme.

If additional personal data is needed for a specific project, we will provide participants with further information before collecting it.


5. Why We Process Your Data

We process personal data only when necessary to:

  • respond to your emails;
  • communicate about our projects and activities;
  • manage project applications and participation;
  • keep our website secure and functioning properly;
  • comply with legal obligations.

We do not sell or use personal data for marketing.


6. Legal Basis for Processing

Depending on the circumstances, we process personal data based on one or more of the following legal grounds under Article 6 GDPR:

  • your consent;
  • the performance of a contract or steps requested prior to entering into a contract;
  • compliance with legal obligations;
  • our legitimate interests, including communication, website security, and organizational administration.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected or as required by law. Project-related information may be kept for the period required by the relevant funding programme or legal obligations.


8. Sharing Personal Data

We do not sell, rent, or trade personal data. Personal data may be shared only where necessary with:

  • our website hosting provider;
  • our email service provider;
  • project partners involved in implementing funded projects, where applicable;
  • public authorities or funding institutions where required by law or project obligations.

Any sharing of personal data is limited to what is necessary and carried out in accordance with applicable data protection legislation.


9. Embedded Content

Our website may include embedded YouTube videos. If you interact with embedded content, YouTube may collect information and use cookies in accordance with its own Privacy Policy. Our website also contains links to external websites and social media platforms, including Facebook, Instagram, LinkedIn, and YouTube. We are not responsible for the privacy practices of those websites.


10. Your Rights

Under the GDPR, you have the right to:

  • access your data;
  • correct your data;
  • request deletion;
  • restrict or object to processing;
  • withdraw consent;
  • file a complaint with UODO.

11. Data Security

We take appropriate technical and organizational measures to protect personal data from unauthorized access, loss, misuse, or disclosure. Although no website can guarantee complete security, we work to keep your information protected.


12. Children

Our website is intended for a general audience. We do not knowingly collect personal data from children through the website. Where participation in a project involves minors, personal data will be processed in accordance with applicable law and, where required, with the consent of a parent or legal guardian.


13. Changes

We may update this Privacy Policy from time to time. The latest version will always be available on this page together with the Effective Date and Last Updated date.


14. Contact

If you have any questions about this Privacy Policy or how we process personal data, please contact us.
Vivid Voices
Gawędziarzy 67
04-412 Warsaw
Poland
Email: vividvoiceseu@gmail.com


If you believe your personal data has been processed unlawfully, you have the right to lodge a complaint with the President of the Personal Data Protection Office (UODO).