Get Involved

Privacy and Cookie Policy

Last updated: 2 October 2026

This notice explains how the ReBoat website uses cookies and external services and handles information submitted through its contact, participation and newsletter forms.

Who is responsible and how to contact us

The organisation responsible for this website, its forms and newsletter communications is the Institute of Communication and Computer Systems (ICCS / ΕΠΙΣΕΥ), through its EPU team, associated with the National Technical University of Athens. EPU is ReBoat's dissemination team.

Address: 9 Iroon Polytechniou Street, NTUA Campus, Zografou, Athens, Greece. See the ICCS website for institutional information. For questions about your information or privacy choices, contact info@reboat-project.eu.

Information you provide

  • Contact: your name, email address, subject and message, so the team can respond to your enquiry.
  • Get involved: your contact details and the organisation, position, telephone, island and message information you provide, so the team can assess and respond to your interest in ReBoat.
  • Newsletter: your email address and organisation type, so we can send ReBoat news, events and project updates.

Contact and Get involved submissions do not subscribe you to the newsletter. Please avoid including sensitive personal information or unnecessary information about other people in your messages.

How submissions and newsletter subscriptions are handled

Contact and Get involved requests are routed by email to the ReBoat team. Hosting and email providers process information to deliver these functions. Technical logs and anti-abuse checks help protect the website.

Newsletter requests are recorded in the website database with an individual receipt, email address, organisation type, timestamps and delivery status. A background queue sends the subscription to MailerLite. The receipt shown after submission confirms that the website received your request; it is not a guarantee that MailerLite has already completed it. Failed or uncertain deliveries can remain available to authorised administrators for review.

By selecting Subscribe, you consent to receiving ReBoat electronic communications. The integration uses single opt-in: no separate confirmation email is required. Your email address and organisation type are sent to MailerLite, which provides our newsletter service. See the MailerLite Privacy Policy and Data Processing Addendum.

You can unsubscribe using the link in a newsletter or by emailing info@reboat-project.eu with the subject UNSUBSCRIBE. Unsubscribing stops newsletter communications; it does not automatically delete the website's separate receipt and delivery records. Contact the team if you also want these records reviewed or deleted.

Essential storage and cookie choices

Klaro manages your cookie preferences. It is served by this website and stores your choices in a cookie named klaro, configured for 180 days. Essential session, security and form-handling storage may also be used.

Optional Microsoft Clarity analytics and YouTube embeds are blocked until you permit the relevant service. You can decline them and still use the website's forms, including newsletter signup. Newsletter signup does not require analytics or YouTube consent and does not load an embedded MailerLite tracking script.

Choose Cookie settings to review or withdraw your choices. Withdrawal prevents future loading through this integration; it does not automatically delete information already received by a provider. You can also remove cookies through your browser settings. Removing the Klaro cookie causes the website to ask again.

Microsoft Clarity

With your consent, Clarity helps us understand website use through heatmaps and session recordings. It can capture page information, clicks, scrolling and pointer movements; this is not limited to anonymous aggregate statistics.

Identifiers include the first-party cookies _clck and _clsk. See Microsoft's cookie documentation. Microsoft describes its role for Clarity as a data controller; its processing is covered by the Microsoft Privacy Statement and Clarity terms.

YouTube videos and external links

When you allow YouTube content, your browser connects to Google/YouTube to load the video. This can disclose technical information such as your IP address and browser details and involve provider identifiers. See the Google Privacy Policy. You can change your YouTube choice through Cookie settings.

Social links and links to partner websites open external services. Their own privacy notices apply when you visit them; this website's cookie choices do not control those external websites.

International transfers

We do not claim that all information remains within the European Economic Area. Microsoft explains that EU Clarity customers contract with Microsoft Ireland Operations Limited and that transfers to Microsoft Corporation in the United States use Standard Contractual Clauses. See its cross-border transfer information.

MailerLite and Google describe their processing locations and transfer safeguards in the provider documents linked above. Contact the ReBoat team for information about safeguards relevant to your request.

How long information is kept

  • Cookie preferences: 180 days unless cleared earlier.
  • Clarity: Microsoft states that playback data is kept for 30 days, while heatmaps, click data and labelled or favourited sessions are kept for 9 months. See its retention policy.
  • Newsletter records: receipt and delivery records are retained until the project is manually closed, subject to applicable earlier deletion requests or retention obligations. There is no automatic date-based deletion job. Unsubscribe stops newsletters but does not itself delete website receipts. MailerLite maintains separate subscriber and suppression records; the team handles deletion in that system separately.
  • Enquiries: Contact and Get Involved requests are recorded in the website database before email delivery, together with a receipt and delivery history. Access is restricted to authorised administrators. These records are retained until the project is manually closed, when the team deletes the website records and related delivery queue entries. Earlier deletion can be requested at info@reboat-project.eu. This process does not automatically delete copies in email correspondence or subscriptions held by MailerLite.

Hosting backups and access logs

The EPU team creates manual project backups and deletes those copies manually when the project is closed. IPHost also maintains daily rolling hosting backups for seven days; the oldest backup is deleted when it reaches the seven-day retention limit. These provider backups are separate from the team's manual copies, and deleting a live record does not immediately erase the provider's retained backups.

Server access logs can include IP addresses, request times, requested URLs and browser information for operation, security and troubleshooting. Under the current IPHost Raw Access setting, archived access logs have no automatic deletion period. The archive setting has been retained; no 30-day deletion rule has been introduced. Deleting a submission or closing a mailing list does not itself delete these separate archives. Contact us about an applicable request concerning your information.

Your choices and rights

You can withdraw newsletter consent by unsubscribing and optional service consent through Cookie settings. Withdrawal does not affect the lawfulness of processing before withdrawal. You may contact the team to request access, correction, deletion or restriction, to object where applicable, or to request portability where applicable. Include a receipt reference if available, without sending unnecessary sensitive information. We may need to verify your identity.

You may raise a concern with the Hellenic Data Protection Authority or the authority competent for your circumstances.

Changes to this notice

We may update this notice when the website's services or handling of information change. The date above identifies the latest update.