Who we are
The Hellenic Artificial Intelligence Society (EETN) (“EETN”, “we”, “us”) is a non-profit scientific association based in Greece and operates this website: www.eetn.gr.
Email: info@eetn.gr
EETN processes personal data in accordance with the GDPR (EU 2016/679) and Greek Law 4624/2019.
What this policy covers
This policy explains how we process your personal data when you:
* visit and browse our website,
* contact us,
* apply for a grant or award,
* apply for membership
* register for or attend events,
* pay membership fees, event fees, or make donations,
* subscribe to newsletters and other communications,
* payment transactions (if used),
* interact with us via social media or embedded tools (if used)
Personal data we collect
A) Data you provide to us
* Identity & contact: name, email, affiliation/organization, role/position (optional), country, phone (optional), postal address (optional)
* Membership data: membership category/status, membership history, invoices/receipts, communications, invoices/receipts,
* Event data: registration details, attendance confirmations, certificates (if issued)
* Accessibility/dietary needs (optional): only if you choose to provide them for event arrangements
* Newsletter data: subscription status, preferences (optional)
* Communications: messages you send us and our replies
B) Data collected automatically
* Usage and device data: IP address, browser/device type, pages visited, approximate location (derived from IP), referral source
* Cookies and similar technologies, including Google Analytics (see Cookies Notice)
C) Payments
Payments are processed by third-party payment providers. EETN typically receives confirmation and transaction references (e.g., amount, date, payment status), not full payment card details.
Why we use your data (purposes)
We process personal data to:
* operate and secure the website;
* respond to inquiries;
* administer memberships (applications, renewals, member communications);
* administer events (registrations, attendance, certificates, logistics);
* process payments and maintain accounting records;
* send newsletters and Society updates (where you opt in);
* measure and improve website performance and content (analytics);
* comply with legal obligations and protect our rights.
Legal bases for processing (GDPR)
Depending on the context, we rely on:
* Contract (Art. 6(1)(b)) — membership administration; event registration; providing requested services
* Legal obligation (Art. 6(1)(c)) — accounting/tax recordkeeping and compliance duties
* Legitimate interests (Art. 6(1)(f)) — website security, fraud prevention, responding to unsolicited inquiries, improving services (with appropriate balancing)
* Consent (Art. 6(1)(a)) — newsletters/marketing communications; non-essential cookies/analytics (where required)
Special category data (GDPR Art. 9):
If you provide information about health (e.g., accessibility needs, dietary restrictions), we process it only for the purpose you request (e.g., event arrangements) and typically based on your explicit consent or another lawful condition. You can choose not to provide it.
Who we share data with
We may share personal data with:
* IT/hosting providers for website operation
* Email/newsletter providers for communications
* Event registration/management providers (if used)
* Payment processors for payments
* Analytics providers (Google Analytics) for aggregated website measurement
* Professional advisers (e.g., accountant, legal adviser) where necessary
* Authorities where required by law
We share only what is necessary and require appropriate contractual safeguards from processors.
International transfers
Some providers (including Google) may process data outside the European Economic Area (EEA). Where this occurs, we rely on appropriate safeguards such as Standard Contractual Clauses and supplementary measures where required.
How long we keep data (retention)
We retain personal data only as long as needed for the purposes above:
* Contact inquiries: typically 12–24 months
* Newsletter subscriptions: until you unsubscribe (plus a short period to maintain suppression lists)
* Membership records: for the membership duration and typically up to 5 years thereafter for administration/audit, unless longer retention is required
* Event records: typically 2–5 years after the event (e.g., certificates, dispute handling)
* Financial/payment records: for the period required by Greek tax/accounting law (typically at least 5 years, and longer where legally required)
* Security logs: typically 30–180 days
Your rights
You may have the right to:
* access your data,
* rectify inaccurate data,
* erase data (in certain cases),
* restrict processing,
* object to processing (especially based on legitimate interests),
* data portability (where applicable),
* withdraw consent at any time (without affecting prior lawful processing).
To exercise rights, contact us at: info@eetn.gr, with topic indication: “Privacy violation”. We may request verification of identity.
Complaints
You can lodge a complaint with the Hellenic Data Protection Authority (HDPA) or your local EU/EEA authority. HDPA contact: 1–3 Kifissias Ave., 115 23 Athens, Greece | contact@dpa.gr | +30 210 6475600.
Security
We apply appropriate technical and organizational measures to protect personal data (access controls, secure configuration, backups, etc.). No system is perfectly secure, but we work to protect your information.
Children
Our services are not directed to children under 18. We do not knowingly collect data from children.
Changes
We may update this policy from time to time. The “Last updated” date shows the latest version.
Last updated: 01/01/2026