Privacy Policy of Cloud Five
Your privacy and the protection of your data are of the highest priority to us. In accordance with data protection regulations, we have implemented technical and organisational measures to safeguard your personal data.
Terms Explained
General Data Protection Regulation (GDPR) – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, repealing Directive 95/46/EC.This regulation is designed to give European Union citizens greater control and rights regarding their personal information.
Personal data refers to any information that relates to an identified or identifiable person. This may include your name, address, phone number, date of birth, or email address. In this policy, we may also refer to personal data as “personal information.”
Lawful basis for processing – Every use of personal data must have a lawful basis, meaning it must be supported by provisions under the GDPR that justify its use for specific purposes.
Data controller – The person or organisation that determines the purposes and means of processing personal data.
Who We Are
Website: www.cloudfive.euOrganisation: Cloud FiveAddress: Gheorgheni, Cartier Bucin, bl. 28 sc. B, ap. 4, 535500, RomaniaEmail: office@cloudfive.eu
Cloud Five is a non-profit organisation that works within the Erasmus+ programme, our mission is to encourage youth participation in local and international projects that focus on personal development environmental awareness, health, social inclusion, andentrepreneurship. We especially welcome disadvantaged youth, providing them with opportunities to gain valuable experiences and skills for their personal and professional growth. Through our website, we share information about our projects, calls for participants, and opportunities for collaboration.
In this Privacy Policy, references to “we,” “our,” or “us” refer to Cloud Five.
The Data Controller
All personal information provided through this website is controlled by Cloud Five, which is responsible for protecting your personal data in line with the GDPR.All staff and collaborators working with Cloud Five are bound by confidentiality and data protection obligations under the GDPR.
If you provide consent for us to add you to our mailing list, we may use your personal data to send you updates about our projects or those of our partners. You can unsubscribe or withdraw your consent at any time by responding to any of our emails or contacting us directly.
What Personal Information We Collect and Why
We only collect personal information that is necessary for our activities and communication with you. This may include:
• Information that allows us to contact you when you request information about our activities or projects.
• Information needed if you wish to participate in one of our Erasmus+ projects (for example, application details, contact and personal background information).
• Information required to assess you as a potential partner organisation or team member.
• Feedback and evaluation information that helps us improve our projects and educational outcomes.
• Data required for administrative and reporting tasks within the Erasmus+ programme.
• Information necessary to ensure equal access, gender balance, and non-discrimination in our activities.
• Health, dietary, or emergency information relevant for your safety and well-being during project participation.
• Photos and testimonials that help us promote our activities and share the impact of Erasmus+ and non-formal learning.
We collect this information through various channels — for example, online forms, email communication, or in-person during project activities.
Personal Data Collected via Our Website
Through the forms available on our website (such as participant application or contact forms), we may collect the following information:
• First and last name
• Gender
• Date of birth
• Country and city of residence
• Email address and phone number
• Links to social media profiles (if shared)
• Dietary needs, allergies, or medical information relevant for your safety
• Motivation statements and previous experience related to Erasmus+ activities
• Level of English or other language skills
If you are under 16 years old, we may require the consent of your parent or guardian, including their name and contact details, before processing your information.
Photographs and Videos
We occasionally take photos and videos during our activities to document and promote our work, including publications on our website, social media, and newsletters. These materials are never used for commercial purposes.
We always request GDPR consent from participants before publishing photos or videos that include them.You have the right to ask us to remove any photo or video that features you.
Why We Process Your Personal Data
We process personal data for the following purposes:
• To provide the information or services you have requested from us.
• To assess and communicate with applicants, partners, or team members.
• To carry out project administration within the Erasmus+ programme.
• To ensure equality and accessibility in all our projects.
• To ensure the health and safety of all participants.
• To promote our projects and share good practices related to non-formal education and volunteering.
Lawful Basis for Processing
We process your data based on one or more of the following lawful grounds:
• Consent – when you explicitly agree to receive communications from us or share your information voluntarily.
• Performance of a contract or pre-contractual steps – when you apply to or participate in one of our projects.
• Legal obligation – when we are required to process data under Erasmus+ or national administrative rules.
How We Process and Protect Your Data
We apply administrative, physical, and technical security measures to protect your data from accidental, unlawful, or unauthorized access, loss, alteration, or misuse.Your personal information is stored securely on our servers and handled according to GDPR standards.
Access to personal data is restricted only to authorized staff members who need it to perform their tasks.
How Long We Keep Your Data
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected or as required by law.For Erasmus+ projects, this typically means 3 to 5 years of mandatory archiving after project completion.
Your Rights Regarding Your Personal Data
Under GDPR, you have the following rights:
• Access: You can request details about the data we hold about you.
• Correction: You can ask us to correct or update inaccurate information.
• Erasure (“Right to be Forgotten”): You can request that we delete your data when it is no longer needed.
• Restriction: You can request that we limit how your data is used.
• Data Portability: You can request that your data be transferred to another controller.
• Withdraw Consent: You can withdraw your consent to data processing at any time.
• Lodge a Complaint: You have the right to file a complaint with a data protection authority if you believe your data rights have been violated.
We will never sell, rent, or share your data with third parties for commercial purposes.
Right to Access, Correction, and Modification
Upon request, we will confirm whether and which personal data we hold about you.If any of your data is incorrect, we will correct it as soon as possible upon your request.
Right to Erasure and Withdrawal of Consent
You can withdraw your consent to data processing at any time by contacting us.Upon withdrawal, we will delete your data unless it must be retained for legal or administrative reasons.
External Websites
Our website may contain links to external websites (such as social media platforms).Please note that we are not responsible for the privacy policies or data protection practices of these websites.We encourage you to read the privacy policies of any third-party websites you visit.
Contact
If you have any questions or concerns about this Privacy Policy, or if you wish to exercise any of your rights, please contact us at:
📧 Email: office@cloudfive.eu🏠 Address: Gheorgheni, Cartier Bucin, bl. 28 sc. B, ap. 4, 535500, Romania🌐 Website: www.cloudfive.eu
If you want to know more about your rights in relation to your personal data, you can visit the following link to the General Data Protection Regulation:
https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1590424286071&uri=CELEX:32016R0679
Last updated: September 2025