How BVBY handles your personal data

Who is responsible

Be Visible Be You (BVBY) is the controller of the personal data you enter here. Write to the travel desk with any question about this notice or to exercise any of the rights below.

Why we need this data, and on what basis

We process your data to organise your travel to a project funded under Erasmus+ or the European Solidarity Corps, to reimburse what you spent, and to report to the funder as the grant agreement requires. The legal bases are the contract between us and our legal obligations as a beneficiary of public funding.

What we hold

• Who you are: the name you go by, your pronouns if you tell us, your email address, and the name on your identity document where the two differ.
• Your journey: where it starts and ends, the itinerary, and every ticket and expense you claim.
• Your documents: booking confirmations, invoices, tickets, boarding passes, signed agreements, declarations, survey printouts and Youthpass certificates.
• Your payment details: account holder, IBAN and BIC, and the outcome of the bank's check that the name matches the account.
• Your identity check: the fact that it was done and its result. Our processor Stripe sees your document; we do not, and we do not store what it says.

Who else sees it

• The European Commission, the National Agency and their auditors, where the grant agreement requires it. Reports carry the name on your identity document.
• Our accountant and the Greek tax authorities, for the expenses we reimburse.
• Our processors: the provider hosting this application, our email provider, our e-signature provider, and Stripe for the identity check.

We never sell your data and we never use it to advertise anything to you.

How long we keep it

Records tied to a grant are kept for as long as the grant agreement requires them to be available for audit, which is normally five years from the final payment. After that we delete them. Ask us at any time and we will tell you exactly what we still hold about you.

Your rights

You can ask us for a copy of your data, to correct it, to delete it, to restrict what we do with it, or to object. Where deletion would leave us unable to account for public money we will say so and explain what we must keep and why. You can also complain to the Hellenic Data Protection Authority.

Your name

If the name you go by is not the name on your identity document, tell us and we will use the name you go by everywhere except where a ticket, a bank transfer or a funder report has to match the document. Nothing else.