Policies

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 96619661
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: angelos.p@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.

CIP introduction

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.

C.I.P. Citizens In Power creates international opportunities for the people of Cyprus and other countries and builds trust between them worldwide. We believe child protection requires everyone to take responsibility. We recognize that the care and welfare of children is paramount and that all children have the right to protection from all types of harm.

Accordingly, CIP carries out its activities in order to achieve the following results:

1. Purposeful activities that magnify the benefits to society;
2. Participation in the public sphere by facilitating the conduction of structured democratic dialogues which unleash the spirit of creativity and teamwork among citizens, thus enabling them to face or prevent forthcoming crises; 
3. Citizens’ Welfare through the deployment of humanitarian and sustainable development programs;
4. Multiculturality by valuing diversity in ideas, in our staff and in those we serve;
5. Proactive mentality by forecasting and analyzing potential social, economic and environmental risks and challenges while predicting future trends in education and research;
6. Creation of synergies that are recognized for their high-quality in terms of capacities and ethics, thus aspiring to produce a combined effect which is much greater than the sum of scattered attempts;
7. Commitment towards our local communities to bring about an evidence based, long term social impact through our currently running programs; and
8. Innovation for the constant investigation of more sustainable and streamlined solutions.

All of these activities may involve children under the age of 18. The purpose of creating our Child Protection & Safeguarding Policy is to clearly and unambiguously state the basic rules of treatment of and responsibility for children in connection with all the activities of the Foundation, as well as the conditions for enforcing the rules.

Child Protection Policy

C.I.P. Citizens In Power recognizes that we have a fundamental duty of care towards all children we engage with, including a duty to protect them from abuse. We achieve this through compliance with Cyprus child protection laws and relevant laws in each of the country we collaborate with, as well as by adherence to the United Nations Convention on the Rights of the child (UNCRC) 1989.

This policy is mandatory for all staff of C.I.P. Citizens In Power. This includes anyone who works for the C.I.P. Citizens In Power, either in a paid or unpaid, full or part-time capacity. This includes directly employed staff, trustees, contractors, agency staff, consultants, volunteers, interns and anyone working on behalf of the C.I.P. Citizens In Power.

GENERAL PRINCIPLES:

1. In accordance with the Children Law, Chapter 352, in Cyprus, all persons under the age of 18 are considered to be children.
2. In the treatment of children, we observe and comply with all the provisions and provisions of the UN Convention on the Rights of the Child and the Cyprus Social Welfare Services.
3. All persons under the age of 18, regardless of nationality, legal status, social status, gender identity and potential disability, are eligible to participate in our programs and events appropriate to their age and current condition.
4. All children have the right to equal treatment, health care services, well-being, quality education, adequate protection and participation.
5. In order to fully enforce children’s rights, we cooperate with other professional and/or advocacy organizations and professionals, if necessary.
6. All children, irrespective of ability, ethnicity, faith, gender, sexuality and culture participate equally in our activities.

C.I.P. Citizens In Power is committed to:

• Valuing, respecting and listening to children,
• Ensuring all necessary checks are made when recruiting staff,
• Maintaining strong child protection systems and procedures for staff,
• Training our staff and providing a common understanding of child protection issues to inform planning and practice,
• Sharing information about child protection and good practice with children and parents/carers,
• Sharing information about concerns with agencies who need to know, and involving parents and children appropriately,
• Providing effective management for staff through clear processes, supervision, and support,
• We will provide adequate and appropriate resources to implement this policy and will ensure it is communicated and understood,
• C.I.P. Citizens In Power will review this global policy statement annually to reflect new legal and regulatory developments and ensure good practice.

The Organization will ensure that:

Article 1: The welfare of the child and/or vulnerable adult is paramount and it is our utmost concern. Within the context of this policy ‘child’ and ‘children’ can also be taken to cover vulnerable adult(s), namely those persons who lack the absolute most basic human life skills.

Article 2: All children whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual orientation have the right to be protected from harm and all adults involved in the Organization should fully respect, protect and promote this right.

Article 3: All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately in accordance with the Organization’s policies and guidelines and in full compliance with the vision and aims of the Organization and the relevant laws.

Article 4: All staff, including volunteers and any other person involved in the Organization (paid/ unpaid) working in the Organization have a responsibility to report concerns to (their supervisor/head of their department) as soon as those concerns are being raised or as soon as possible after those concerns have being raised.

Article 5: All concerns regarding individuals’ practice/s should be reported to your supervisor or head of your department as soon as those concerns are being raised or as soon as possible after those concerns have being raised.

Article 6: Child abuse is a term used to describe ways in which children are harmed, usually by adults and often by people they know and trust. It refers to the damage done to a child’s physical or mental health. Children can be abused within or outside their family, at school or in a sports or community environment. Vulnerable adults may also be subject to similar abuse. The Organization expects all persons involved in the Organization to fully understand and acquaint themselves with this term.

PART II:

The Organization is committed to the following values and principles, which should be fully promoted, protected and respected by all persons involved in the Organization,

Article 7: The Organization values children and their protection.

Article 8: The Organization is committed to protecting the personal data of children.

Article 9: The Organization wants to safeguard children through the provision of courses/presentation/workshops and other activities that the Organization implements.

Article 10: The Organization wants to fulfill its duty of care and provide a safe assessment environment or safe training or work placement, with full respect of human rights and with full endorsement of the principle of non-discrimination.

Article 11: The Organization wishes to give clear direction to staff in situations that may be distressing to all people, including children, involved in the Organization.

Article 12: The Organization wishes to address and reduce to the fullest possible extent any harm to which a child is being or may be subjected to.

PART III:

The Organization notes the following in relation to what it is expected from all persons involved in the Organization to do in cases that a child/young person reports abuse:

Article 13: If someone discloses that they are being abused, then upon receiving the information you should, – React calmly. – Reassure the child that they were right to tell and that they are not to blame and take what the child says seriously. – Be careful not to be deemed as putting words into the child’s mouth, the easiest way of doing this is by asking questions. – Do not promise confidentiality. – Inform the child/young person what you will do next. – Make a full and written record of what has been said as soon as possible and do not delay in passing on the information.

Article 14: The report should include:

• The child’s known details including name, date of birth, address and contact numbers where possible.
• Whether or not the person making the report is expressing their own concerns or those of someone else.
• The nature of the allegation, including dates, times, specific factors and any other relevant information.
• Make a clear distinction between what is fact, opinion or hearsay.
• A description of any visible bruising or other injuries. Also any indirect signs, such as behavioral changes.
• Details of witnesses to the incidents.
• The child’s account if it can be given, of what has happened and how any bruising or other injuries occurred.
• Accounts from others, including colleagues and parents.

Article 15: Things to be aware of:

• Staff/associates and any other person/s involved in the Organization should not undertake any investigations themselves, referring evidence instead to the appropriate authorities, such as Social Welfare Services and/or the Police.
• Staff/associates and any other person/s involved in the Organization may make preliminary enquiries if the incident concerns the child’s school. The school has the principal responsibility for dealing with child protection issues and will involve the appropriate authorities.

PART IV:

The Organization reiterates and understands that,

Article 16: The majority of the staff/interns/associates/chairs of the C.I.P. Citizens in Power come in contact with children and young people. This contact may be direct, such as provision of counseling services, answering telephone calls or indirect, for example, through an email report/social media message where the child asks for help.

Article 17: Additionally, staff and associates will have occasional contact with children in schools or on work placements and may be privy to information or situations which give cause for concern. Article 18: Wherever staff/associates are required to have contact with children, the Organization will only recruit or appoint staff who are deemed suitable to work with children, based on objective criteria.

Article 19: Staff/associates coming in contact with children are requested to submit to the Organization a certificate of clean criminal record and a certificate of clean criminal record in relation to crimes against children.

Article 20: Staff/associates are required to sign a declaration of confidentiality upon the initiation of their cooperation with the Organization.

Article 21: Staff/associates should acquire a written consent of parents or legal guardians for all activities with children.

Article 22: Staff and visitors must conduct themselves appropriately in the presence of children and always in line with the Organization’s policies.

Article 23: Staff/associates working with children will be issued with a copy of this policy and this policy will be also available in an electronic form. Any member of staff found in breach of the guidance will be subject to immediate removal from their position/contract, as this policy forms an integral part of such a contract.

Article 24: Staff/associates who engage in external placements for work experience and training programs are required to ensure that placement providers are aware of child protection issues and obligations when seen to be violated based on the UN Convention on the rights of the Child (UNCRC).

PART V:

Article 25: The Organization notes that all provisions of this Policy are material and that all persons involved in the Organization need to adhere to these.

DATA PROTECTION

When organizing and conducting our programs, we keep in mind the regulations on the protection of children’s data. Issues of participation, data provision, and publicity are handled in accordance with the law for all age groups (under 14, 14-16, and 16-18). Children under the age of 16 are shown in photos, audio, and video recordings of each program for the public only with parental/guardian permission, and in all cases with full respect for the rights and dignity of the child and young person.

REMEDIES

If an external person raises an objection to the rights, protection, and safe participation of children in connection with any program, event, or work process of CIP Citizens In Power, you may submit this objection in writing to info@citizensinpower.org. The responsible person of the Organization is obliged to deal with the substantive objection within a maximum of 7 working days, and to provide a written answer to the objector.

Angelos Parmatzias,
Director of C.I.P CITIZENS IN POWER

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.