Policies

Great Place to Work – Certified™

C.I.P. Citizens in Power is Great Place to Work – Certified™

And how does that help you?

The Great Place to Work® Model is the world’s most researched, accepted and sustainable definition of a Great Workplaces from an employee’s point of view.

It is a comprehensive framework encompassing the overall Employee Experience Ecosystem.

We are building a High-Trust, High-Performance™ Culture and we want you to join us!

Applications are open for:

EU Senior Proposal Writer

EU Project Manager-Researcher ( Mathematics Projects)

EU Project Manager- Researcher ( STEM &Global Education)

Web Developer

Privacy Notice – General Data Protection Regulation (GDPR)

The NGO Citizens in Power (hereunder the “C.I.P”) is committed to protecting your personal information. C.I.P will collect, process and use your personal data exclusively in compliance with the principles of Regulation (EU) 2016/679 of The European Parliament And of The Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereinafter the “GDPR”), the applicable local legislation as amended from time to time and any other legal and/or regulatory obligations.

How we use your personal information

This privacy notice aims to let you know how and for what purposes EUC uses, processes and looks after your personal information. Below we provide information about the processing of your personal data and the data protection rights you are afforded. The content and scope of the data processing are largely based on each of the products and services that you have requested or that have been agreed with you.

Data Protection as of 25 May 2018

We process your personal data in accordance with the provisions of GDPR and the applicable local legislation as amended from time to time and this notice sets out your rights under the new laws.

Which data is processed and where does this data originate from

We process personal data that we receive from you in the context of our business and/or academic relationship. To the extent necessary and in order to provide our services we also process personal data that may also be obtained from publicly available sources.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (known as “anonymous data”).

Some types of information are classified as ‘sensitive’ for the purposes of European data protection law and there are additional restrictions on how we may use and hold this information.

Generally, it is necessary to obtain your consent before we can hold and use such information. However, we may hold and use such information without consent for limited statutory purposes such as monitoring compliance with our equal opportunities policies and health and safety rules, or if necessary to protect your vital interests, for legal claims, or in the public interest.

We will always communicate to you the purposes for which we wish to use your sensitive information when it is being collected, and, if necessary, obtain your consent at that time. In such cases, you will be able to withdraw your consent at any time.

Who we disclose your personal data with

With regard to the transfer of data to recipients outside the NGO, we note that as an educational organization we are under a duty to maintain discretion with respect to learner(s) related and other matters and assessments of which we acquire knowledge as an educational institution. We may disclose information that concerns you if we are legally required to do so pursuant the provisions of the GDPR, applicable local legislation as amended from time to time as well as any other relevant legislation.

We may disclose your personal data to third parties in order to comply with any legal obligation or in order to enforce or apply our terms and conditions and other agreements and/or based on your consent/instructions.

Personal data is shared with (when required):

• Governmental Institutions u Accreditation Bodies
• Professional Bodies] u Research Institutions
• Embassies
• Insurance companies
• Hospitals & Private Clinics
• Funding Agencies / Partner Institutions submitting to Funding Agencies
• Partner Organizations for Erasmus purposes
• Career Promotion Organizations
• Other private organizations offering assistance to learners

Where the party to whom we share your personal information is a legal entity, we hereby affirm that we will take all reasonable steps and/or actions to confirm that the employees and/or representatives of such a third party will execute their duties in accordance with the highest industry standards and will comply with all provisions and requirements of the provisions of this Privacy Notice and the local laws and regulations on the protection of personal data (as amended from time to time) and GDPR and any legislation to success it or complement it.

Why do we process your data (purpose of the processing) and on what legal basis

We process the aforementioned personal data in compliance with the provisions of GDPR and the applicable local legislation as amended from time to time. For compliance with a legal obligation. As an educational organization, we are subject to various legal obligations. For the performance of contractual obligations. For the purposes of safeguarding legitimate interests. Where necessary, we process your data above and beyond the actual performance of our obligations as an educational organization in order to safeguard the legitimate interests pursued by us or by a third party.

On the basis of your consent

Insofar as you have granted us consent to the processing of personal data for marketing purposes, the lawfulness of such processing is based on your consent. Any such consent granted, may be revoked at any time by contacting us.

This also applies to the revocation of declarations of consent that were granted to us prior to the entry into force of the GDPR, i.e. prior to 25 May 2018.

Please note that we will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please [Contact us](#).

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

How long we keep your personal information

We will keep your personal information for as long as you are a learner and/or otherwise a person enjoying our services.

After you stop being a learner and/or a person enjoying our services, we need to keep your personal information for a period of 7 years based on Cyprus government law. For educational purposes and in order for the C.I.P to be able to print and certify and issue certificates we may keep your data for up to 50 years. We also may keep your data for more than 50 years if we cannot delete it for legal and / or regulatory and/or technical reasons. If we do so, we will ensure that your privacy is protected and the data are used only for the above-mentioned purposes.

If for any reason we keep sensitive information, we will delete it as soon as the leaner or employee leaves C.I.P. and there is no other relationship.

Data transferred to a country outside the European Union

GDRP and the applicable local legislation as amended from time to time prohibits the transfer of personal information outside the European Economic Area (“EEA”) unless specific requirements are met for the protection of that personal information.

Data will only be transferred to countries outside the EU or the EEA (i) if it is required by law; or (ii) if you have granted us your consent and/or instructed us to do so.

Please note that if service providers in a third country are used, all reasonable and practicable measures will be taken to ensure that they will comply with the data protection level in Europe in accordance with the GDPR.

Any transfers to parties located outside the European Union will be in line with the legal and regulatory provisions of the GDPR and applicable local legislation as amended from time to time

What data protection rights you have

• The following are the rights you have pursuant to the provisions of the GDPR and the applicable local legislation (as amended from time to time) in relation to the data protection:
• Request access to your personal data (commonly known as a “data subject access request”).
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. Please note however that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. In such a case, your data will be stored but not processed until expiration of the retention obligation.
• Subject to the legal basis on which the processing activity is based, you may object to processing of your personal data. Please note that in some cases, we may have compelling legitimate grounds to process your information which we need to comply with.
• Request restriction of processing of your personal data (a) if it is not accurate; (b) where processing may be unlawful but you do not want us to erase your data; (c) where you need us to hold the data even if we no longer require it; or (d) where you may have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party.
• In case the processing of the data is performed subject to your consent, you may withdraw consent at any time where we are relying on consent to process your personal data. However, we note that this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will of course advise you if this is the case at the time you withdraw your consent.

  Note that we may charge you with an administrative fee, in cases where requests are deemed manifestly unfounded or excessive, in particular because of their repetitive character.

If you choose not to give your personal information

In the context of our relationship we may need to collect personal information by law, or under the terms of a contract we have with you. Without this data, we may, in principle, not be in a position to close or execute a contract with you.

If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform services needed to efficiently provide you with our services. Any data collection that is optional would be made clear at the point of collection.

To what extent we carry automated decision-making and profiling

In establishing and carrying out a business relationship, we generally do not use automated decision-making. If we use this procedure in individual cases, we will inform you of this separately.

Who is responsible for the data processing and who you can contact

The entity responsible for your data processing is:

C.I.P. Citizens in Power ( HE 311225)
Alexias 24, Anthoupoli, 2304, Nicosia, Cyprus
Telephone: 00357 96250200
Fax: 22389163
Email: info@citizensinpower.org

The data protection officer contact details at C.I.P is: Mr. Angelos Parmatzias

Alexias 24, Anthoupoli, 2304, Nicosia, Cyprus

Telephone: 00357 96619661

Fax: 22389163

Email: info@citizensinpower.org

If you have any questions, or want more details about how we use your personal information, you may contact us at the above contact details and we will be happy to provide you with further details.

Note: C.I.P. website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and we are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

1. Introduction and Purpose

C.I.P. Citizens In Power (hereinafter “CIP” or “the Organisation”) is an independent non-profit, non-governmental organisation operating across the fields of global education, social innovation, entrepreneurship, STEAM and sustainable growth. Many of CIP’s programmes, research activities and partnerships involve direct or indirect engagement with children and young people under the age of 18.

CIP recognises that it holds a fundamental duty of care towards every child with whom it comes into contact, and that safeguarding is the responsibility of all personnel, at all times, in all programmes and territories. This Child Safeguarding Policy establishes the principles, standards and procedures that govern how CIP prevents harm to children, responds to concerns, and continuously improves its safeguarding practice.

This Policy has been developed in alignment with the International Child Safeguarding Standards promoted by Keeping Children Safe (KCS), the United Nations Convention on the Rights of the Child (UNCRC, 1989), the Children Law of the Republic of Cyprus (Cap. 352) and applicable European Union legislation on child protection, data protection and non-discrimination.

1.1 Objectives

This Policy aims to:

• Ensure that CIP is a safe environment for every child involved in its activities, online and offline.
• Prevent abuse, exploitation, neglect and harm, whether intentional or unintentional, by any person associated with CIP.
• Equip all personnel with clear procedures for identifying, reporting and responding to safeguarding concerns.
• Ensure full compliance with Cypriot, European and international legal and regulatory frameworks.
• Embed a culture of safeguarding across all levels of the Organisation, including partners, subcontractors and suppliers.

2. Scope and Applicability

This Policy is mandatory and applies to every individual who acts on behalf of CIP in any paid or unpaid, full-time or part-time capacity. This includes, without limitation: directly employed staff, members of the Board, trustees, contractors, agency staff, consultants, researchers, trainers, volunteers, interns, and any third party engaged through consortium, subcontracting or partnership arrangements.

This Policy applies to all CIP activities, whether implemented directly, in consortium, or delegated to partners, and whether delivered in person or through digital or hybrid formats. It also applies during travel, mobility activities, events and off-site meetings carried out in the context of CIP’s work.

For the purposes of this Policy, a “child” is any person under the age of 18, in line with Article 1 of the UNCRC and the Children Law (Cap. 352) of the Republic of Cyprus. The term also extends to vulnerable adults who may require additional protection measures.

3. Definitions

Child / children: any person under the age of 18 years, irrespective of nationality, legal status, gender identity, ability, ethnicity, religion or socio-economic background.

Safeguarding: the set of proactive actions taken to protect children from harm arising from contact with CIP, its personnel, its operations or its programmes.

Child protection: the reactive response to concerns, allegations or incidents of abuse, neglect, exploitation or violence against a child.

Abuse: any form of physical, sexual, emotional or psychological harm, neglect, or exploitation inflicted on a child, whether in person or through digital means.

Designated Safeguarding Focal Point (DSFP): the CIP staff member with lead operational responsibility for safeguarding, to whom all concerns and disclosures are reported.

Personnel: any individual covered by the scope of this Policy as defined in Section 2.

4. Guiding Principles and Legal Framework

4.1 Guiding principles

• The welfare of the child is paramount and takes precedence over all other considerations.
• Every child has an equal right to protection, regardless of age, gender, ability, ethnicity, religion, language, sexual orientation, migration status or any other characteristic.
• Children are active participants in decisions that affect them; their views are respected in an age-appropriate manner.
• CIP operates on a zero-tolerance basis towards any form of abuse, exploitation or harm to children.
• All concerns and allegations are taken seriously, handled confidentially, and responded to promptly and proportionately.
• CIP applies a “do no harm” principle across all its programmes and research activities.

4.2 Legal and normative framework

This Policy is informed by and consistent with:

• The United Nations Convention on the Rights of the Child (UNCRC), 1989.
• The Council of Europe Convention on the Protection of Children against Sexual Exploitation and Sexual Abuse (Lanzarote Convention).
• The Charter of Fundamental Rights of the European Union, in particular Article 24.
• Regulation (EU) 2016/679 (General Data Protection Regulation — GDPR).
• The Children Law of the Republic of Cyprus (Cap. 352) and the Law on Combating Trafficking and Exploitation of Persons and on the Protection of Victims (L. 60(I)/2014, as amended).
• The Keeping Children Safe (KCS) International Child Safeguarding Standards.
• The safeguarding and ethics requirements of relevant EU funding programmes, including CERV, Erasmus+, Horizon Europe and AMIF.

5. Governance and Responsibilities

5.1 Designated Safeguarding Focal Point (DSFP)

CIP appoints a Designated Safeguarding Focal Point (DSFP) with lead operational responsibility for implementation, monitoring and review of this Policy. The DSFP reports directly to the Board of Directors of CIP.

 Responsibilities of the DSFP include:

• Receiving, documenting and managing all safeguarding concerns and disclosures.
• Liaising with the Social Welfare Services of the Republic of Cyprus, the Police and other competent authorities, as appropriate.
• Coordinating safeguarding induction and refresher training for all personnel.
• Maintaining the Incident Register and annual safeguarding report to the Board.
• Reviewing and updating this Policy at least annually, or sooner if required by legal, operational or risk-based developments.
• Acting as CIP’s safeguarding liaison with partners, donors and EU programme authorities.

5.2 Responsibilities of the Board of Directors

• Approving this Policy and allocating adequate human and financial resources for its implementation.
• Overseeing the performance of the DSFP and reviewing the annual safeguarding report.
• Ensuring that safeguarding is integrated into strategic planning and risk management.

5.3 Responsibilities of all personnel

• Reading, understanding and adhering to this Policy and the Code of Conduct (Annex I).
• Completing mandatory safeguarding training within the required timeframes.
• Reporting any safeguarding concern, disclosure or suspicion without delay to the DSFP.
• Modelling safe and appropriate behaviour in all interactions with children.

6. Code of Conduct

All personnel are required to sign and comply with CIP’s Child Safeguarding Code of Conduct (Annex I) as a condition of their engagement with the Organisation. The Code translates the principles of this Policy into specific required and prohibited behaviours.

6.1 Required behaviours

• Treat every child with respect, dignity and fairness, and use language and behaviour that is age-appropriate and culturally sensitive.
• Ensure that, wherever reasonably possible, a second adult is present during activities involving children (the “two-adult rule”), and avoid being alone with a child in a closed or unobserved setting.
• Obtain written consent from parents or legal guardians before any activity involving minors, and informed assent from the child where age-appropriate.
• Use only CIP-approved channels for digital communication with minors, and ensure that parents/guardians are informed and, where appropriate, copied in.
• Report any concern, disclosure or breach of this Policy to the DSFP without delay.

6.2 Prohibited behaviours

• Engaging in any form of physical, sexual, emotional or psychological abuse, harassment, discrimination or exploitation of a child.
• Establishing private or undisclosed one-to-one contact with a child, whether in person or through personal digital accounts, outside the scope of authorised activities.
• Transporting a child alone in a private vehicle, unless explicitly authorised in writing by parents/guardians and CIP management.
• Using, producing, sharing or accessing material that sexualises children, in any format.
• Photographing, filming or recording children without the prior written consent of their parents/guardians, and, where possible, the assent of the child.
• Consuming alcohol, tobacco products or any illicit substance in the presence of children, or while responsible for them.
• Offering gifts, favours or preferential treatment to individual children in a manner that could be perceived as grooming or inappropriate.

Any breach of the Code of Conduct constitutes grounds for disciplinary action, which may include immediate suspension or termination of the contract, referral to the competent authorities and possible legal proceedings.

7. Safe Recruitment and Vetting

CIP applies a safer-recruitment approach to all positions involving actual or potential contact with children. This approach is proportionate to the level of responsibility and the degree of contact with minors.

7.1 Vetting requirements

• A clear and accurate job description and person specification, identifying safeguarding responsibilities for the role.
• A formal application process including a written application or CV, and verification of qualifications and identity.
• At least two professional references, at least one of which concerns previous work involving children, where applicable.
• A structured interview incorporating values-based and scenario-based questions on safeguarding.
• A certificate of clean criminal record and a certificate of clean criminal record in relation to offences against children, issued within the preceding twelve months.
• Signed acceptance of this Policy and of the Code of Conduct (Annex I), and a Declaration of Confidentiality.
• A defined probationary period during which safeguarding competencies are monitored.

Volunteers, interns and externally contracted experts engaged in activities involving children are subject to equivalent vetting requirements, adjusted proportionately to the nature and duration of their involvement.

8. Training and Awareness

CIP considers safeguarding training a non-negotiable component of personnel readiness. All personnel within the scope of this Policy complete:

• A mandatory safeguarding induction within the first thirty (30) calendar days of engagement, covering this Policy, the Code of Conduct, reporting procedures and data protection.
• An annual refresher training session, organised or approved by the DSFP.
• Role-specific advanced training for personnel with frequent or intensive contact with children, including project managers, trainers, facilitators and researchers.

Training records, including attendance lists and dates of completion, are maintained by the DSFP and form part of CIP’s compliance documentation available for review by funders, auditors and competent authorities.

CIP also ensures that children and, where appropriate, parents/guardians are informed — in accessible and age-appropriate language — of their right to be safe, of the behaviours they can expect from CIP personnel, and of how to raise a concern.

9. Safeguarding Risk Assessment

A written safeguarding risk assessment is prepared for every activity involving children, including but not limited to workshops, training courses, mobilities, study visits, events, online sessions and research activities. The assessment is prepared by the activity lead and approved by the DSFP prior to implementation.

Each risk assessment identifies foreseeable risks to children, associated mitigation measures, responsible persons, and escalation procedures. Residual risks are documented and reviewed after the activity. Risk assessments are archived and linked to the corresponding activity reports and, where applicable, to the Incident Register.

10. Online and Digital Safeguarding

CIP acknowledges that its portfolio increasingly includes digital and hybrid interventions. Accordingly, the Organisation applies specific safeguards to online environments in which children may participate.

• Only platforms and tools that meet CIP’s data protection and security requirements are used for activities involving children; the use of personal accounts is prohibited.
• Online sessions with minors follow the “two-adult rule” and are scheduled through official CIP channels, with parental consent secured in advance.
• Recording of online sessions involving children is permitted only with documented consent and for a clearly stated purpose; recordings are stored securely and deleted in accordance with CIP’s data retention schedule.
• Personnel do not engage with children through private messaging, personal social media or non-CIP communication channels.
• Digital content produced with or featuring children is reviewed against this Policy and GDPR requirements before publication.
• Any online incident, including inappropriate content, contact or conduct, is reported to the DSFP without delay and may be escalated to the competent authorities.

11. Data Protection, Images and Publicity

CIP processes personal data concerning children in strict compliance with Regulation (EU) 2016/679 (GDPR) and Cypriot data protection legislation. The processing of children’s data is lawful, fair, transparent, limited to what is necessary, accurate, stored securely, and retained only for as long as required.

• Written consent from parents or legal guardians is obtained prior to collecting, processing or publishing any data, image, audio or video of a child.
• Age-appropriate information is provided to the child, and the child’s views are taken into account in line with their evolving capacities.
• Differentiated consent procedures are applied for children under 14, between 14 and 16, and between 16 and 18 years of age.
• Images and testimonials are used exclusively for the purposes stated in the consent form, without disclosing identifying information that could place a child at risk.
• Consent may be withdrawn at any time; all reasonable measures are taken to withdraw the relevant materials from circulation.

12. Reporting Concerns and Responding to Disclosures

12.1 Duty to report

All personnel have an active duty to report any concern, suspicion, allegation or disclosure of harm to a child to the DSFP without delay, and in any event within twenty-four (24) hours of becoming aware of the concern. Failure to report constitutes a breach of this Policy.

12.2 Responding to a disclosure

When a child discloses that they are being harmed, the person receiving the information shall:

• Remain calm, listen carefully, and take the child seriously.
• Reassure the child that they were right to speak out and that they are not to blame.
• Avoid leading questions; use open prompts and allow the child to use their own words.
• Not promise confidentiality; explain, in age-appropriate terms, what will happen next.
• Make a full, factual written record as soon as possible, distinguishing fact from opinion or hearsay.
• Report to the DSFP without delay, and under no circumstances conduct any independent investigation.

12.3 Content of the report

The written report shall include, to the extent possible:

• The child’s known details (name, date of birth, address, contact information).
• Whether the concern is first-hand or reported on behalf of another person.
• The nature of the concern or allegation, including dates, times, locations and context.
• A clear separation between fact, opinion and hearsay.
• Any visible injuries or behavioural indicators observed.
• Names and roles of any witnesses or other relevant parties.
• The child’s own account, where provided.

12.4 Referral to authorities

The DSFP assesses each concern and, where appropriate, makes a referral without delay to the Social Welfare Services of the Republic of Cyprus, the Cyprus Police, or the equivalent competent authorities in the jurisdiction where the incident occurred. Personnel do not attempt to investigate the matter themselves.

13. Incident Recording and Reporting Register

The DSFP maintains a confidential, access-controlled Incident Register containing all safeguarding concerns, disclosures, referrals and outcomes. The Register includes, at minimum: a unique case reference, date of report, nature of the concern, action taken, parties notified, status, and date of closure.

The Register is reviewed by the DSFP on an ongoing basis, summarised in the annual safeguarding report to the Board, and made available in anonymised form to funders, auditors and competent authorities upon legitimate request.

14. Partner and Subcontractor Due Diligence

CIP frequently operates within international consortia and engages subcontractors, experts and suppliers. As such, safeguarding standards extend across the full delivery chain.

• All consortium partners and subcontractors engaged in activities involving children are required to have, adopt or align with an equivalent child safeguarding policy before the start of joint activities.
• Safeguarding responsibilities are explicitly included in consortium, partnership and subcontracting agreements.
• CIP may request documentary evidence of partners’ safeguarding arrangements, vetting procedures and training records.
• Partners are required to report any safeguarding concern arising in joint activities to CIP’s DSFP, in parallel with their own internal procedures.
• In the absence of adequate safeguarding arrangements, CIP reserves the right to decline engagement or to suspend joint activities.

15. Complaints and Remedies

Any person — including children, parents, guardians, personnel, partners and members of the public — may raise a concern or submit a complaint regarding the protection and safe participation of children in CIP activities. Complaints may be submitted in writing to info@citizensinpower.org or, for matters of a safeguarding nature, directly to safeguarding@citizensinpower.org.

The DSFP acknowledges receipt of the complaint within three (3) working days and provides a substantive written response within seven (7) working days. Complaints are handled in confidence, without retaliation against the complainant, and in accordance with the principles of fairness and due process.

Where a complaint concerns the DSFP, it is addressed directly to the Chair of the Board of Directors of CIP.

16. Whistleblowing and Protection from Retaliation

CIP protects any person who, in good faith, reports a safeguarding concern or a breach of this Policy. No personnel member shall suffer any form of retaliation, dismissal, demotion, harassment or adverse treatment as a result of a report made in good faith. The Organisation’s whistleblowing procedure is aligned with Directive (EU) 2019/1937 on the protection of persons who report breaches of Union law, as transposed into Cypriot law.

17. Monitoring, Review and Continuous Improvement

This Policy is reviewed at least once per year by the DSFP, and more frequently where required by legal, operational or risk-based developments. The review considers lessons learned from the Incident Register, training records, partner feedback, audit findings and changes in the legal and programmatic environment.

The outcomes of each review, including any proposed amendments, are submitted to the Board of Directors for approval. The approved version of the Policy is circulated to all personnel and published on CIP’s website and partner platforms.

18. Adoption and Entry into Force

This Policy has been adopted by the Board of Directors of C.I.P. Citizens In Power and enters into force on the date of signature below. It supersedes all previous child protection arrangements of the Organisation and remains in force until replaced by a subsequent approved version.

For and on behalf of C.I.P. Citizens In Power:

Name: Angelos Parmatzias
Position: Director
Date: 22/4/2024

Annex I — Child Safeguarding Code of Conduct (Signature Form) 

I, the undersigned, confirm that I have read, understood and agree to comply with the C.I.P. Citizens In Power Child Safeguarding Policy and this Code of Conduct. I understand that compliance with these obligations forms an integral part of my engagement with CIP and that any breach may result in disciplinary action, termination of my engagement and, where applicable, referral to the competent authorities. 

I specifically undertake to: 

• Treat every child with respect and dignity, and safeguard their physical, emotional and psychological wellbeing. 

• Never engage in any form of abuse, harassment, discrimination or exploitation of a child. 

• Avoid being alone with a child in an unobserved setting and apply the two-adult rule wherever reasonably possible. 

• Communicate with children only through CIP-approved channels and never through personal accounts. 

• Respect the data protection, image and consent requirements set out in the Policy. 

• • Report any safeguarding concern or breach of the Policy to the Designated Safeguarding Focal Point without delay. 

Full name: ____________________________________________ 

Role / Position: _______________________________________ 

Organisation / Engagement type: ________________________ 

Signature: ____________________________________________ 

Date: ________________________________________________ 

Annex II — Safeguarding Incident Report Template 

This template is completed by the person receiving a concern or disclosure and submitted to the Designated Safeguarding Focal Point (safeguarding@citizensinpower.org) without delay, and in any event within twenty-four (24) hours.

Gender Equality Plan

C.I.P. Citizens In Power (CIP) is an independent non-profit, non-governmental organization. CIP constitutes one of the leading organizations in Cyprus in the fields of global education, social innovation, entrepreneurship, STEM, and sustainable growth.

Our team designs and implements cross-sectoral, interdisciplinary approaches as a response to fundamental social, educational, and environmental challenges and policy gaps, mainly by employing technology transfer and operationalizing the research findings.

Humanity faces unprecedented socio-economic and environmental challenges. CIP has been striving to satisfy the needs of citizens without compromising the potential of future generations. Correspondingly, our values guarantee actions and promote methodological approaches which are able to bring about social, economic, and environmental prosperity.

Accordingly, CIP takes into account ethical issues in all Project phases (from design to final evaluation):

• Voluntary participation, self-determination, the autonomy of women and girls victims/survivors of SGBV, and the protection and recognition of their rights;
• Consent of target group as well as key stakeholders;
• Privacy – anonymity, confidentiality;
• Best interest of the girls;
• Responsible dissemination of the work and findings, survivors centred approach in designing and implementing activities.

These aspects include promoting gender equality, protecting the victims and survivors from avoiding re-traumatization and working for their best interests with their involvement and participation. Gender mainstreaming is ensured in each phase of the project, and particular attention is posed to avoid gender stereotypes and promote empowerment activities that look at women and girls as individuals with full potential, not as victims. Moreover, it is ensured the presence of women operators in managing protection and the care activities of the victims and survivors of SGBV. Specific measures will be taken to involve girl victims/survivors of SGBV, and activities with this target group will be developed in line with their needs and best interest.

GENERAL PRINCIPLES:

1. Following Article 28 of the Cypriot Constitution of 1960, we enshrine the principle of equal treatment and the prohibition of any form of direct and indirect discrimination on the ground of gender.
2. Promoting a gender-inclusive organizational culture and eliminating unconscious gender biases in all aspects of human resource management: recruitment, retention, career progression, work-life balance, care, and family life.
3. Following these 5 key areas of action:
   1. Equal economic independence for women and men;
   2. Equal pay for work of equal value;
   3. Equality in decision-making;
   4. Dignity, integrity, and ending gender-based violence;
   5. Promoting gender equality beyond the EU.
4. Creating awareness among the decision–making body to influence and ensure gender-sensitive internal processes and procedures.
5. Instigating the integration of sex and/or gender dimension into R&I content to increase excellence in research.
6. Working systematically to address gender challenges within the scope of the Foundation by taking transversal measures

At CIP, we aim to reinforce the clear importance of promoting a diversified company, work environment, and culture and understanding the relevance of more inclusive environments as critical and differentiating factors that fuel creativity, innovation, and excellent results. More than bringing together different points of view and ways of seeing the world, it is increasingly important to bring together all these dimensions, being consciously inclusive and, thus, gain competitive advantage.

Ethics Strategy

1. Purpose

The purpose of an ethics strategy is to outline an organization’s commitment to conducting its business in an ethical and responsible manner. It serves as a framework for guiding decision-making processes and actions within the organization, ensuring that ethical considerations are integrated into every aspect of its operations.

2. Methodology

2.1 Setting Ethical Standards

The ethical standards of the organization are distinctly outlined based on the company’s core values and regulations. Both organization’s practices and outreach activities are always aligned with organization’s vision, mission, and values which aim to benefit the wider society.

2.1.1 Employees’ Recruitment

We consider very important the selection of our employees and we conduct thorough background checks, including criminal record checks and reference checks, to verify the integrity and ethical conduct of potential employees.

2.1.2 Partners/Collaborators

In the pursuit of our project goals, the selection of partners and collaborators is a decision of paramount importance. We recognize that the ethical integrity of our partners directly influences the success and impact of our endeavors. By partnering with organizations and individuals who share our commitment to integrity, transparency, and social responsibility, we ensure that our projects are implemented with the highest ethical standards upheld at every stage. This diligent selection process not only safeguards our reputation but also enhances the effectiveness and sustainability of our efforts, ultimately leading to positive and meaningful outcomes for the communities we serve.

2.2. Building Ethical Awareness

Through visible policies, we aim to raise ethical awareness and promote ethical behavior. Some of the policies in place are GDPR-Privacy Notice, Child Protection Policy, and Gender Equality Plan. Furthermore, a Code of Conduct policy handbook has been created that outlines expected behaviors and ethical standards for all employees.

2.3. Implementation of Projects with a Positive Impact on Society

By implementing projects that have a positive impact on the community, we contribute to social progress and we try to make a meaningful difference in the world. We adopt a strategic approach to project implementation to maximize our impact, build stronger communities, and create a better future for all. Through collaboration, innovation, and commitment to our core values, we try to drive positive change.

2.3.1. Main Points Promoted Through the Projects’ Topics

• Focus on disadvantaged populations as well as marginalized social groups
• Inclusion of people with disabilities
• Sustainability and preservation of the natural environment
• Innovative and alternative teaching methods through technology and sustainable methods
• Promotion of Entrepreneurship, especially for groups with limited opportunities

2.3.2 Other Initiatives

• Komposto Initiative: Promoting the integration of composting in schools
• Organized blood donations
• Participation in clean-up & volunteering campaign

3. Strategic Objectives

Use of an evidence-based approach to optimize the effectiveness of education and outreach endeavors and proposals regarding standards, policies, and procedures, as well as matters concerning ethics and professionalism. This encompasses, among other things, implementing measures to enhance transparency and disclosure to manage conflicts of interest and mitigate other ethical risks.

Incorporating values, ethics, standards of conduct, and compliance into daily operations in a practical and pertinent way, utilizing professional knowledge, skills, and expertise. All departments share responsibility for embedding values, principles, and standards across the entire organization’s continuous improvement process.

Empower employees to uphold the organization’s values, principles, and standards by identifying and resolving ethical issues as part of their regular duties, through enhanced knowledge and skill development.

Citizens in Power (CIP) Reviewed: August 2026 | Next review: August 2028

1. Purpose

Citizens in Power (CIP) is a non-profit, non-governmental organisation based in Nicosia, Cyprus, active in the fields of education, science, digital innovation, civic participation and sustainable development. This policy sets out CIP’s commitment to minimising the environmental impact of its own operations and to promoting environmental awareness, sustainability competences and climate action through its projects, training activities and public engagement.

Through this policy, CIP aligns its practices with the European Green Deal, the Paris Agreement, the United Nations 2030 Agenda for Sustainable Development — in particular Sustainable Development Goals 4 (Quality Education), 12 (Responsible Consumption and Production) and 13 (Climate Action) — and the horizontal priority on environment and the fight against climate change embedded across European Union funding programmes.

2. Scope

This policy applies to all activities carried out by or on behalf of CIP, including office operations, training and educational activities, events, travel, procurement and the design and implementation of national and EU-funded projects. It covers members of the Board, staff, trainers, researchers, volunteers and interns. CIP further expects its partners, suppliers and contractors to respect the principles of this policy in their work with the organisation.

3. Guiding Principles

CIP applies the following principles in its environmental practice: prevention of environmental harm rather than remediation; continuous improvement of environmental performance; proportionality of measures to the size and nature of the organisation; and leading by example, recognising that, as an education and training provider, CIP’s own conduct is itself a learning resource for the communities it serves.

4. Commitments

4.1 Office operations and resources

CIP is committed to using energy, water and materials responsibly across its premises. This includes switching off equipment, lighting, heating and cooling when not in use; favouring energy-efficient equipment and lighting; conserving water; separating and recycling waste; reducing single-use plastics; handling electronic waste through appropriate recycling channels; and maintaining a digital-first, paper-light administration, with double-sided and black-and-white printing as the default where printing is unavoidable.

4.2 Travel and mobility

CIP applies a “virtual first” approach, assessing for every meeting whether physical travel is necessary or whether the purpose can be achieved online. Where travel is required, CIP combines purposes into single trips where possible, favours public transport, shared vehicles and lower-emission options, uses economy class for air travel, and considers rail alternatives for short and medium distances where feasible.

4.3 Events, training activities and meetings

CIP designs its events and training activities to minimise environmental impact by offering hybrid or online participation where appropriate; selecting venues accessible by public transport; minimising printed materials in favour of digital resources; avoiding single-use items; and, where catering is provided, favouring local, seasonal produce and always including vegetarian options.

4.4 Procurement

CIP integrates environmental considerations into purchasing decisions alongside value for money. Preference is given to durable, repairable and energy-efficient goods, products with recycled content or reduced packaging, and local suppliers where consistent with the principles of sound procurement.

4.5 Project design and implementation

CIP integrates environmental sustainability into the design and implementation of its projects, including those funded under EU programmes. This includes embedding green project management practices; prioritising digital tools for project meetings, dissemination and deliverables; developing educational content that fosters sustainability competences, in line with GreenComp, the European sustainability competence framework; and using its expertise in STEAM and non-formal education to strengthen climate and environmental awareness among learners, educators and the wider public.

4.6 Awareness and capacity building

CIP raises environmental awareness among its team through induction and periodic staff briefings, and shares good environmental practice with its partners across Europe.

5. Responsibilities

The Board of Directors approves this policy and ensures that its implementation is adequately supported. The management of CIP is responsible for embedding the policy in daily operations and project work. A designated Sustainability Focal Point coordinates implementation, gathers information on environmental practice and proposes improvements. All members of the CIP team are responsible for applying this policy in their work.

6. Monitoring and Review

CIP reviews its environmental practices annually, tracking indicators where feasible, such as paper and consumables procurement, the share of meetings held online, and waste separation practices. This policy is reviewed at least every two years, or earlier where significant operational, legislative or funding-related changes so require.

7. Communication

This policy is published on the CIP website, communicated to all staff, volunteers and interns, and shared with partners, suppliers and contractors where relevant. CIP references this policy in its project applications and partnership agreements as part of its organisational commitment to the environmental objectives of the European Union.

8. Related Documents

This policy operates alongside CIP’s Ethics Strategy, GDPR Privacy Notice, Child Protection Policy, Gender Equality Plan and Anti-Corruption and Conflict of Interest Policy.

Citizens in Power (CIP)Alexias 24, Lakatamia 2304, Nicosia, Cyprus Email: info@citizensinpower.org

Citizens in Power (CIP) Reviewed: August 2026 | Next review: August 2028

1. Purpose and Commitment

Citizens in Power (CIP) is a non-profit, non-governmental organisation based in Nicosia, Cyprus. CIP applies a zero-tolerance approach to corruption, bribery and fraud in all their forms. Integrity, transparency and accountability are preconditions for the fulfilment of CIP’s mission and for the sound management of the public funds — in particular European Union funds — entrusted to the organisation.

This policy reflects the principles of the United Nations Convention against Corruption, applicable legislation of the Republic of Cyprus, and the obligations arising from EU grant agreements, including sound financial management and the prevention of fraud, corruption and conflicts of interest.

2. Scope

This policy applies to members of the Board, employees, trainers, researchers, volunteers and interns of CIP, as well as to external experts, contractors and suppliers when acting for or on behalf of the organisation. It covers all activities of CIP, including nationally and EU-funded projects, procurement, recruitment, partnerships and financial management.

3. Definitions

Corruption is the abuse of entrusted power for private gain.

Bribery is the offering, promising, giving, requesting or accepting of an undue advantage — financial or otherwise — in order to influence the actions or decisions of any person.

Fraud is any intentional act or omission of deception intended to secure an unjust or illegal advantage or to cause loss to another party, including the use of false statements or documents and the misuse of funds or assets.

Facilitation payments are small, unofficial payments made to secure or speed up routine actions. CIP prohibits facilitation payments in all circumstances.

Conflict of interest exists where the impartial and objective exercise of a person’s functions is compromised, or could reasonably be perceived to be compromised, for reasons involving family, emotional life, political or national affinity, economic interest or any other direct or indirect personal interest. This policy covers actual, potential and perceived conflicts of interest.

4. Prohibited Conduct

No person covered by this policy shall engage in bribery in any form, kickbacks, facilitation payments, embezzlement or misappropriation of funds or assets, favouritism or nepotism, collusion or manipulation in procurement, falsification of records, timesheets, deliverables or supporting documents, misuse of grant funds, or money laundering.

5. Gifts and Hospitality

Members of the CIP team shall not solicit gifts or hospitality in connection with their functions. Modest and customary gifts or hospitality of a symbolic value of up to approximately fifty euro (€50) may be accepted, provided they are occasional, transparent and incapable of influencing, or appearing to influence, any decision. Gifts or hospitality exceeding this value must be declared to management and recorded. Gifts of cash or cash equivalents are never acceptable. No gifts or hospitality may be accepted from any party involved in an ongoing procurement, recruitment or evaluation process in which CIP participates.

6. Management of Conflicts of Interest

Every person covered by this policy has a duty to declare, without delay and in writing, any actual, potential or perceived conflict of interest to their line management or, in the case of Board members, to the Board.

Written declarations of absence of conflict of interest are completed by persons participating in procurement panels, recruitment and selection panels, evaluations and other sensitive decision-making processes. Persons in a situation of conflict of interest withdraw from the relevant decision-making process, and the mitigating measures taken are documented.

Particular vigilance is applied in recruitment, procurement, subcontracting, the selection of partners and experts, and the management of project budgets.

7. Financial Controls and Procurement

CIP applies the four-eyes principle to financial commitments and payments and ensures an appropriate segregation of duties. Procurement is conducted on the basis of best value for money, transparency, non-discrimination and equal treatment, with documented offers or tenders in accordance with CIP’s internal financial procedures and the rules of the relevant funding programme. CIP maintains accurate and complete books, records and supporting documentation and retains them for the periods required by law and by the applicable grant agreements.

8. EU-Funded Projects

In the implementation of EU-funded projects, CIP complies fully with the obligations of the applicable grant agreements. CIP does not submit false or misleading information to granting authorities; cooperates fully with checks, reviews, audits and investigations carried out by the granting authorities, the European Commission, the European Court of Auditors, the European Anti-Fraud Office (OLAF) and the European Public Prosecutor’s Office (EPPO); and promptly informs the granting authority of suspected fraud or irregularities affecting EU funds, in accordance with its contractual obligations.

9. Reporting Concerns and Protection of Reporting Persons

Any person who becomes aware of, or reasonably suspects, corruption, bribery, fraud or an undeclared conflict of interest in connection with CIP’s activities is encouraged to report it to the management of CIP or, where the concern involves management, directly to the Board. Reports may be made in person, in writing or by email to info@citizensinpower.org.

All reports are handled confidentially, impartially and promptly. CIP does not tolerate retaliation of any kind against persons who report concerns in good faith, in line with Directive (EU) 2019/1937 on the protection of persons who report breaches of Union law and the corresponding legislation of the Republic of Cyprus. Anonymous reports are considered where they contain sufficient information to allow examination. Knowingly false or malicious reports constitute a disciplinary matter.

10. Breaches and Sanctions

Breaches of this policy result in disciplinary action, up to and including dismissal, and in the termination of contracts or cooperation with external parties. Where warranted, CIP recovers losses and refers the matter to the competent national authorities, including the Cyprus Police and the Independent Authority against Corruption, and informs the relevant granting authorities.

11. Training and Awareness

This policy is presented to all new members of the CIP team upon induction. Periodic awareness sessions are provided, with particular attention to staff involved in financial management, procurement and project management.

12. Governance and Review

The Board of Directors of CIP owns this policy and reviews it at least every two years, or earlier where changes in legislation, funder requirements or the organisation’s activities so require. The management of CIP is responsible for its day-to-day implementation.

13. Related Documents

This policy operates alongside CIP’s Ethics Strategy, internal financial procedures, GDPR Privacy Notice, Child Protection Policy, Gender Equality Plan and Environmental Sustainability Policy.

Citizens in Power (CIP)Alexias 24, Lakatamia 2304, Nicosia, Cyprus Email: info@citizensinpower.org