Privacy Policy
How V-EXCHANGE collects, uses, and protects your personal data in accordance with GDPR.
Last updated: 18 June 2026 | This policy applies to the V-EXCHANGE project website at https://vexproject.eu/
1. Who We Are
The V-EXCHANGE project (Virtual Exchange for Global Citizenship & Digital Skills) is an Erasmus+ funded cooperation project co-financed by the European Union. The project is coordinated by Nënë Tereza University, in partnership with organisations from North Macedonia, Albania, Kosovo, and Bulgaria.
For the purposes of data protection law, the data controller is:
2. What Personal Data We Collect
We collect personal data only when you actively provide it to us. The data we may collect includes:
| Data Type | How Collected | Purpose |
|---|---|---|
| First and last name | Contact form | To respond to your enquiry |
| Email address | Contact form | To respond to your enquiry |
| Country of residence | Contact form | To understand our audience |
| Enquiry type & message | Contact form | To process your request |
| IP address & browser data | Automatically (server logs) | Website security and analytics |
We do not collect sensitive personal data (e.g. health, religion, ethnicity) through this website.
3. Legal Basis for Processing
We process your data under the following legal bases (GDPR Article 6):
- Legitimate interests — responding to enquiries submitted through the contact form
- Consent — where you have explicitly agreed to be contacted for project updates
- Legal obligation — complying with Erasmus+ programme reporting requirements
4. How We Use Your Data
Your personal data is used exclusively to:
- Respond to your enquiry or request
- Send project updates if you have opted in
- Improve the functionality and content of our website
- Meet Erasmus+ programme reporting obligations (anonymised/aggregated data only)
We do not sell, rent, or share your personal data with third parties for commercial purposes.
5. Data Sharing
Your data may be shared with:
- Project partners — only where necessary to handle your enquiry (North Macedonia, Albania, Kosovo, Bulgaria)
- European Commission / EACEA — as required for Erasmus+ programme compliance (aggregated/anonymised)
- Hosting providers — our website is hosted on servers within the EU/EEA
All partners are bound by data processing agreements ensuring GDPR compliance.
6. Data Retention
We retain your personal data for the following periods:
| Data | Retention Period |
|---|---|
| Contact form submissions | 12 months from the date of submission |
| Server logs (IP addresses) | 90 days |
| Project participation records | Duration of project + 5 years (Erasmus+ requirement) |
After these periods, your data will be securely deleted or anonymised.
7. Cookies
This website uses only essential cookies required for the site to function correctly. We do not use tracking or advertising cookies. Essential cookies include:
- Session cookies for form security (WordPress nonce)
- WordPress admin cookies (only for logged-in users)
8. Your Rights Under GDPR
As a data subject, you have the following rights:
- Right of access — request a copy of the data we hold about you
- Right to rectification — request correction of inaccurate data
- Right to erasure — request deletion of your data ("right to be forgotten")
- Right to restriction — request that we limit how we process your data
- Right to data portability — receive your data in a machine-readable format
- Right to object — object to processing based on legitimate interests
- Right to withdraw consent — where processing is based on consent
To exercise any of these rights, contact us at info@vex-project.eu. We will respond within 30 days.
9. Right to Lodge a Complaint
If you believe we have not handled your data correctly, you have the right to lodge a complaint with your national data protection authority. A list of EU supervisory authorities is available at edpb.europa.eu.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in law or our data practices. The date at the top of this page indicates when it was last revised. We encourage you to review this policy periodically.