Privacy Notice

This notice describes the processing of personal data of those applying, through the dedicated online form (Google Form), to take part in the “Step Up Your Game” soft skills training programme, pursuant to Article 13 of Regulation (EU) 2016/679 (GDPR).

Personal data provided through the Form is processed by:

• soc. coop. Pot in Pot, based at viale Europa 6, 75100 Matera (MT), Italy — VAT/Tax code 01356070779

Data collected through the application form is processed to manage the selection of participants for the training programme and to communicate with applicants during that process. Legal basis: consent of the data subject (Art. 6(1)(a) GDPR), given at the time the application is submitted.

Providing the data requested in the application form (marked as required) is necessary in order to submit an application and be considered for selection: without this data, the application cannot be completed and submitted.

• Personal and contact details: first name, last name, email address, phone number (used exclusively for communications related to the course), date of birth, place of residence, gender.
• Occupational/education status: whether the applicant is a student, employed, or neither.
• Availability: confirmation of being able to attend all days of the training programme, a requirement for applying.
• Motivation: free-text answers about motivation and expectations regarding participation.
• Voluntarily provided data — Any optional, explicit and voluntary submission of personal data through the Form or other project contact channels results in the acquisition of that data, which will be processed solely to respond to the request received.

Underage applicants (15-17, identified from the date of birth given in the form) may submit an application, but actual participation in the activities is subject to the consent of a parent or legal guardian — an organisational requirement distinct from consent to the processing of personal data (for which, as noted in the Privacy Notice for the newsletter sign-up form, the GDPR minimum age is already met from age 15 upwards).

The application form does not collect the parent/guardian’s contact details: this consent is obtained only if the applicant is selected. In that case, underage applicants will receive a confirmation email with the official enrolment form and the image/photo consent form attached: both must be signed by a parent or legal guardian and handed in, signed, on the first day of activities.

Actual participation is therefore conditional on submitting these duly signed forms.

Processing will take place using electronic tools, with appropriate security measures. Access to the data will be limited to authorised staff or external providers appointed as data processors.

Data is collected and processed through Google Forms and stored on Google Drive, within the organisation’s Google Workspace account, governed by the Google Workspace Data Processing Addendum, which provides the safeguards required by the GDPR for any transfer of data to third countries.

Google’s privacy policy: https://policies.google.com/privacy 

Data collected through the application form will be kept for 3 years from the project’s administrative closure (project activities end on 31 May 2027; administrative and financial closure follows in the subsequent months): a period required by Erasmus+ funding reporting rules, to allow for any checks or audits by the Italian Youth Agency (Agenzia Italiana per la Gioventù), the body providing the funding. Should any checks or audits relating to the project still be under way at the end of that period, the data will be kept until they are concluded.

Data will be shared with INOVA+ – Innovation Services SA (Portugal), project partner, for the purpose of selecting Portuguese applicants. As this is a transfer between organisations based in the European Economic Area, no additional safeguards beyond those ordinarily required by the GDPR are needed.

Data subjects may exercise, at any time, the rights provided for under Articles 15-22 of the GDPR, including:

• access to data
• rectification or erasure
• restriction of processing
• objection to processing
• withdrawal of consent (without affecting the lawfulness of processing carried out beforehand).

Data subjects also have the right to lodge a complaint with the supervisory authority of their country of residence, or with the Italian Data Protection Authority (Garante per la protezione dei dati personali, www.garanteprivacy.it), competent for the data controller, if they believe the processing of their data breaches applicable law.

Requests can be sent to the Controller at the following contact: info@potinpot.it

By submitting the application, the data subject declares to have read this privacy notice and gives their consent to the processing of data for the purposes described above.

Date: 7 September 2026