Privacy Policy & Cookies

Last updated: 30 September 2026

This policy explains what personal data Eutopia Art Residency collects, why, and your rights under the EU General Data Protection Regulation (GDPR) and Greek law.

1. Who is responsible for your data

The data controller is EUTOPIA ART RESIDENCY AMKE, Pygmalion Christidi 30, 67132 Xanthi, Greece (Tax ID 802720222, G.E.MI. 18159846000).

For any privacy question or request, email alex@eutopiaart.com.

2. What we collect, why, and on what legal basis

  • Application (name, email, phone, country, portfolio, links, CV, statement): to assess your application and reply. Basis: steps before a contract, at your request (GDPR Art. 6.1.b).

  • Booking and payment (name, contact and billing details, payment records): to run the Program and keep accounts. Basis: contract (6.1.b); legal obligation under Greek tax law (6.1.c).

  • ID or passport details, only if a venue is legally required to register guests. Basis: legal obligation (6.1.c).

  • Dietary needs, allergies, health information, emergency contact: for meals and your safety during the Program. Basis: your explicit consent (9.2.a); vital interests in an emergency (6.1.d).

  • Newsletter (name, email): to send news and open calls. Basis: your consent (6.1.a); unsubscribe any time.

  • Photos and video of you and your work during a Program: to document the Program. Basis: legitimate interest (6.1.f). Use of the same material to promote Eutopia (website, social media, press) is based on your consent (6.1.a).

  • Emails and messages you send us: to answer you. Basis: legitimate interest (6.1.f).

  • Website data (IP address, browser, pages visited, cookies): to run and secure the site, and for analytics only if you accept. Basis: legitimate interest (6.1.f); your consent for analytics and marketing cookies (6.1.a).

We do not sell your data and do not use it for automated decision-making.

3. Who we share it with

We share data only as needed, with service providers who act on our instructions under data processing agreements:

  • Squarespace — website hosting and forms

  • Zoho (Zoho One CRM) — managing applications, contacts and our newsletter

  • Google Workspace — email

  • Banks and payment providers — processing payments

  • Our accountant, for legal bookkeeping

  • Program venues, mentors and on-site coordinators — only what they need to host you (for example your name and dietary needs)

  • Public authorities, when the law requires it

If you interact with our Instagram content, Meta processes that data under its own policy.

4. Transfers outside the EU

Some providers (such as Squarespace, Google and Zoho) may process data outside the EU, including in the USA. These transfers are protected by the EU–US Data Privacy Framework or by the European Commission's Standard Contractual Clauses.

5. How long we keep it

  • Applications not accepted: 12 months, then deleted, unless you agree we keep them for future open calls.

  • Participant booking and payment records: as long as required by Greek tax and accounting law.

  • Health and dietary information: deleted 30 days after your Program ends.

  • Newsletter subscription: until you unsubscribe.

  • Photos and video used in promotion: until you withdraw consent (already published material cannot always be recalled).

6. Your rights

You have the right to:

  • access the personal data we hold about you;

  • have inaccurate data corrected;

  • have your data deleted;

  • restrict or object to processing, including for promotional use;

  • receive your data in a portable format;

  • withdraw consent at any time, without affecting processing already done.

To use any right, email alex@eutopiaart.com. We reply within one month.

You can also complain to the Hellenic Data Protection Authority, Kifisias 1–3, 11523 Athens — www.dpa.gr.

7. Cookies

  • Strictly necessary cookies keep the site working and secure (for example the cookie banner and form security). They do not need consent.

  • Analytics and marketing cookies (Google Analytics and Google Ads through Google Tag Manager, and the Meta Pixel) are used only if you click "Accept all" or allow them in "Manage cookies".

  • You can change your choice at any time using the cookie settings link at the bottom of every page, or in your browser.

8. Security

We use reputable providers with encryption and access controls, and limit access to people who need it. No online system is completely secure. If a breach affects your rights, we will inform you and the authorities as the law requires.

9. Age

Our Programs and website are for adults. We do not knowingly collect data from anyone under 18.

10. Changes to this policy

We will post any changes on this page with a new "Last updated" date. Significant changes will be sent by email to participants and subscribers.