Privacy & data protection
Privacy Policy
How Elysium+ collects, uses and protects your personal data.
Last updated: 10 September 2026
1. Introduction & Scope
This Privacy Policy explains how Elysium+ collects, uses, shares and protects personal data when you visit this website, contact us, apply for or take part in one of our activities, or otherwise interact with our network across Ukraine, Poland, Italy and Germany. It applies to visitors of this website as well as to members, volunteers, participants and partners of Elysium+. We aim to handle personal data responsibly, transparently and in line with applicable data protection law, including the EU General Data Protection Regulation (GDPR) where it applies to us, and Ukrainian data protection legislation.
2. Who We Are
Elysium+ is a non-profit youth organisation registered in Ukraine, working on inclusion, non-formal education, digital empowerment and youth mobility, with branches in Poland, Italy and Germany. For data protection purposes, Elysium+ acts as the Data Controller for personal data processed through this website and our activities. Registered address: Peremohy Avenue 119A, apt. 307, 14000 Chernihiv, Ukraine. Contact for all data protection matters: [email protected].
3. What Personal Data We Collect
When you contact us, subscribe to updates, or otherwise reach out, we collect what you provide directly — typically your name, email address, and the content of your message. If you apply to take part in an exchange, training or other activity, we may additionally collect information such as date of birth, nationality, passport or ID details needed for travel and visa purposes, dietary or accessibility needs, and emergency contact details, where relevant to that specific activity. We also collect limited technical data automatically when you browse this website (such as IP address, device and browser type, pages visited, and approximate city/country-level location) as described in the Cookies & Analytics section below. We do not intentionally collect special categories of data (such as health, religious or political information) unless you choose to share it with us, for example to request accessibility support.
4. Children and Young People
Elysium+ works with young people, some of whom may be under 18. Where an activity involves a participant who is a minor under applicable law, we require the consent of a parent or legal guardian before collecting or processing that participant's personal data, and we take extra care in how that data is handled, shared and retained. If you believe we hold data about a minor without appropriate consent, please contact us immediately at [email protected].
5. How We Use Your Data & Our Legal Bases
We use personal data to: respond to enquiries; organise, run and report on projects and activities; administer volunteer, membership and donor relationships; send updates where you have opted in; and maintain and improve this website. Depending on the purpose, we rely on one or more of the following legal bases: your consent (which you may withdraw at any time); the performance of a contract or arrangement with you (for example, registering you for an activity); our legitimate interests in running the organisation responsibly; and compliance with a legal obligation, including reporting obligations to funders such as the European Commission or national Erasmus+ agencies.
6. Cookies & Analytics
This website uses Cloudflare Web Analytics to understand how the site is used — for example, which pages are visited and how quickly they load. It is a privacy-first tool: it does not use cookies, does not track you across other websites, does not build a personal profile of you, and does not rely on any persistent identifier tied to your device or browser. It only reports anonymised, aggregated technical data (such as approximate page load times, browser type, and country/city-level location) — not who you are. We do not use any advertising or cross-site tracking tools. Two small, strictly-necessary entries are stored in your browser's local storage (not cookies, and not used to track you across sites): one remembers the choice you make in the cookie banner so we don't ask again; the other is a random identifier used only by Elysium AI (see below) to show you your own past conversations. You can review or change your saved cookie-banner preference at any time via "Cookie preferences" in the footer.
7. Elysium AI (Our Chat Assistant)
This website includes an AI-powered chat assistant, Elysium AI, available at /ai/ and as a chat bubble on other pages. When you send it a message, that message — along with your recent messages in the same conversation, for context — is sent to an underlying AI service to generate a reply. We currently use more than one such service (which may include Groq, Cloudflare Workers AI, OpenRouter and NVIDIA) and automatically route your message to one of them depending on availability; we don't control what a given provider does with a request beyond generating that reply. Please don't share sensitive personal information — your own or anyone else's — in a message to Elysium AI. Conversations are stored in our database linked only to a random identifier generated and stored in your browser (see above), not to your name or any account, so the assistant can show you your own conversation history if you return; you can delete any of your own conversations at any time from within Elysium AI itself, or ask us to at [email protected]. Elysium+ staff can view conversation content for support, quality and safety purposes.
8. How We Store and Protect Your Data
Personal data is stored securely with hosting and email providers that apply appropriate technical and organisational safeguards, including encrypted connections and access restrictions. We keep personal data only for as long as necessary for the purpose it was collected: general enquiries are typically kept for up to 2 years; records of participants in a funded activity may be kept for up to 5 years, or longer where a funder's reporting rules require it. Exact retention periods depend on the activity and applicable donor requirements.
9. Sharing of Your Data
We do not sell or rent personal data. We share it only where necessary: with hosting and email service providers who process data on our behalf; with the AI service providers described above, to generate Elysium AI's replies; with partner organisations and funding or accrediting bodies (such as national Erasmus+ agencies) when needed to administer or report on a joint activity; or with public authorities where we are legally required to. Any third party processing personal data on our behalf is required to protect it to a comparable standard.
10. International Data Transfers
Elysium+ is established in Ukraine, which has not been recognised by the European Commission as providing an adequate level of data protection. If you are located in the European Economic Area (EEA) and interact with us, your personal data will typically be processed in Ukraine. Where this applies, we rely on appropriate safeguards recognised under GDPR — such as Standard Contractual Clauses or your explicit, informed consent — for that transfer.
11. Automated Decision-Making
We do not use automated decision-making or profiling that produces legal effects or otherwise significantly affects you. Decisions about participation in our activities are made by people.
12. Your Rights
Depending on where you live, you may have the right to: access the personal data we hold about you; request that it be corrected or deleted; restrict or object to certain processing; withdraw consent at any time; and receive a copy of your data in a portable format. To exercise any of these rights, contact us at [email protected]. If you are not satisfied with our response, you may lodge a complaint with your national data protection authority (for example, your EU member state's authority) or, in Ukraine, with the Ukrainian Parliament Commissioner for Human Rights (Ombudsperson).
13. Data Breach Notification
If a personal data breach occurs that is likely to pose a risk to your rights or freedoms, we will notify the relevant supervisory authority and, where required, the individuals affected, within the timeframes required by applicable law.
14. Links to Other Websites
Our website may link to external sites, such as partners, funders or social media platforms. We are not responsible for their privacy practices, and we encourage you to review their policies before sharing any personal information with them.
15. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or in the law. Material changes will be reflected on this page with an updated "last updated" date above.
16. Contact Us
For any question, comment or request related to your personal data or this Policy, contact Elysium+ at [email protected], or write to us at our registered address above.