Privacy Policy

1. Who we are

WORICA is an Erasmus+ cooperation project in adult education. The project supports women aged 30-64, especially women with migrant backgrounds and women with fewer learning opportunities. WORICA uses collage art, simple learning activities, digital skills and gender equality education to help women feel more confident, included and informed about their rights.

Website: https://worica.eu/

Public contact email: frontdesk @ worica.eu

2. Data Controller and privacy contact

The organisation responsible for personal data for the WORICA website and project communication is:

  • Folkuniversitetet, Stiftelsen Kursverksamheten vid Umeå universitet
  • Postal address: Nygatan 43, 903 30 Umeå, Sweden
  • Contact person: Fredrik Wågberg
  • Email: fredrik.wagberg@folkuniversitetet.se
  • Phone: +46 90 71 14 00

WORICA is implemented by a European partnership in Sweden, Italy, Spain, Austria, Greece and France. Depending on the activity, a project partner may also process personal data for local workshops, events, exhibitions or communication activities.

3. Purpose of this Privacy Policy

This Privacy Policy explains what personal data we may collect, why we collect it, how long we keep it, who may receive it, and what rights you have under the General Data Protection Regulation (EU) 2016/679 (GDPR).

Personal data means any information that can identify a person directly or indirectly, such as a name, email address, IP address, photo, message, registration form or participation record.

4. What personal data we may collect

You can visit the WORICA website without creating an account or registering as a user. We may collect personal data in the following situations.

4.1 When you contact us

When you send a message through a contact form or by direct email, we may collect your name, email address, subject of the contact, message content and any information you choose to include in your message.

4.2 When you subscribe to the newsletter

If newsletter subscription is available, WORICA may use Mailchimp or another newsletter platform. For newsletter purposes, we may collect your first name, last name, email address, IP address and time of registration. This information is used only to send WORICA news and project updates to you. You can unsubscribe at any time by using the unsubscribe link in each newsletter or by contacting us.

4.3 When you join WORICA activities

If you register for or take part in WORICA activities, workshops, training, surveys, exhibitions, Women Empowerment Shows or other events, the relevant project partner may collect data such as your name, email address, organisation, country, participation record, accessibility needs, feedback or evaluation answers.

Because WORICA works with inclusion, migration background, gender equality and discrimination topics, some information may be sensitive. We will only collect sensitive personal data when necessary and with the correct legal basis, normally explicit consent or another basis allowed by law.

4.4 Photos, videos, quotes, stories and artwork

WORICA may publish project photos, videos, quotes, personal stories or artwork from activities and Women Empowerment Shows. We will only publish identifiable material when we have a valid legal basis, usually your consent. You may refuse to be photographed or filmed. You may withdraw consent later, although this may not affect material already lawfully published before withdrawal.

4.5 Website technical data and cookies

When you visit the website, some technical data may be processed so the website can function securely. This may include IP address, browser type, device type, operating system, pages visited, date and time of visit, and security logs. If you accept cookies, additional cookie or analytics data may be processed. Please see the Cookie Policy below.

4.6 Comments and user-generated content

If comments, article submissions or similar functions are enabled on the website, we may process the information you submit and related technical data. If such functions are not enabled, this section does not apply.

5. Why we process personal data

  • To reply to messages sent through the website or by email.
  • To send newsletters and project updates when you have subscribed.
  • To organise WORICA activities, workshops, exhibitions and Women Empowerment Shows.
  • To manage registrations, attendance, feedback and evaluation.
  • To share project results, learning materials, news and events.
  • To improve the website, communication and learning resources.
  • To protect the website from spam, misuse, fraud and security risks.
  • To prepare Erasmus+ project reports, audits and required documentation.
  • To comply with legal, accounting, tax, grant management or authority requests.

6. Legal basis for processing

Depending on the situation, we process personal data under one or more of these GDPR legal bases:

  • Consent, for example when you subscribe to a newsletter, accept non-essential cookies, or allow us to publish your photo, video, quote, story or artwork.
  • Contract or steps before a contract, for example when your data is needed to manage your registration or participation in an activity.
  • Legal obligation, for example when records are needed for grant, audit, accounting, tax or official reporting duties.
  • Legitimate interests, for example to reply to your message, protect the website, keep basic records, improve project communication or prevent misuse, provided that your rights do not override those interests.
  • Public interest or project implementation duties, where applicable to EU-funded project activities and reporting.

7. How long we keep personal data

We keep personal data only for as long as needed for the purpose for which it was collected, and for any legal, grant, audit or reporting obligations.

  • General contact emails: kept for the time needed to respond and maintain reasonable project records.
  • Newsletter data: kept until you unsubscribe or ask us to delete your data, unless we must keep limited proof of consent or suppression records.
  • Project activity and participation data: kept for the duration of the project and the additional retention period required by Erasmus+ grant and audit rules. The uploaded WORICA privacy text states the duration of the project plus five additional years.
  • Training programme or grant management data: where applicable, may be kept for a longer legal/audit period, including up to 10 years where required.
  • Cookie consent records and technical logs: kept for a limited period according to the cookie tool, hosting and security settings.
  • Photos, videos and published project materials: kept for as long as the material is used for project communication, dissemination and reporting, unless consent is withdrawn and deletion is possible.

Information that is no longer necessary will be safely deleted, destroyed or anonymised.

8. Who may receive personal data

Personal data may be shared only when necessary and lawful with:

  • WORICA consortium partners involved in project implementation.
  • Website hosting, IT, security and WordPress service providers.
  • Newsletter, registration, contact form, analytics or communication service providers, such as Mailchimp if used.
  • Trainers, facilitators, event organisers and evaluators involved in WORICA activities.
  • The European Education and Culture Executive Agency, Erasmus+ programme bodies, auditors or authorities where required.
  • Public, police, judicial, tax, regulatory or supervisory authorities where required or authorised by law.
  • External partners bound by written data protection obligations where they process data on behalf of WORICA.

We do not sell your personal data.

9. Where processing takes place and international transfers

WORICA partner countries are in Europe and personal data is expected to be processed mainly within the European Economic Area (EEA). If a service provider processes data outside the EEA, WORICA will use appropriate safeguards required by GDPR, such as adequacy decisions, standard contractual clauses, or explicit consent where legally applicable.

10. Security of personal data

We use reasonable technical and organisational measures to protect personal data. These may include:

  • Restricted access to personal data only for authorised people who need it.
  • Password-protected systems and limited user permissions.
  • Secure website connection using HTTPS.
  • Website updates, anti-spam and security tools.
  • Confidentiality obligations for staff, partners or providers where applicable.
  • Trusted processors bound by written data protection obligations.
  • Safe deletion, destruction or anonymisation when data is no longer needed.

11. Personal data breaches

If a personal data breach happens, WORICA will assess the situation, limit the breach, reduce possible harm, assess the risk to people’s rights and freedoms, and notify the competent supervisory authority within 72 hours where required by GDPR. If the breach is likely to create a high risk for affected people, WORICA will also inform those people where required.

12. Your rights

Under the GDPR, you may have the right to:

  • Access your personal data.
  • Correct inaccurate or incomplete personal data.
  • Ask for deletion of your personal data.
  • Ask for restriction of processing.
  • Object to processing, including direct marketing.
  • Receive your data in a structured, commonly used and machine-readable format where applicable.
  • Withdraw consent at any time where processing is based on consent.
  • Lodge a complaint with a data protection authority.

To exercise your rights, contact: fredrik.wagberg@folkuniversitetet.se

We may ask you to prove your identity before responding. We will normally reply within one month. If the request is complex or there are many requests, this period may be extended by up to two additional months, as allowed by GDPR.

13. Children

The WORICA website is mainly intended for adults, adult educators, organisations, stakeholders and women aged 30-64. It is not designed for children. If we become aware that we have collected personal data from a child without the correct permission, we will take steps to delete it.

14. Links to external websites

The WORICA website may link to partner websites, social media pages, videos, maps, online tools or other external resources. We are not responsible for the privacy practices of external websites. Please read their privacy policies before sharing personal data with them.

15. Updates to this Privacy Policy

We may update this Privacy Policy when needed, for example if the website changes, if new tools are added, or if legal requirements change. The latest version will be published on this page.