Privacy and Cookie Policy

Last updated: 2 October 2026.

This notice describes personal information processed by the EnerTEF website, Contact form and newsletter.

Who is responsible

The Institute of Communication and Computer Systems (ICCS / ΕΠΙΣΕΥ), through its EPU team, is responsible for the website, Contact form and newsletter. Contact contact@enertef.eu for privacy questions or requests.

Contact enquiries

We process your name, email address, subject and message to respond to your enquiry, together with your language and choice to receive a copy. The website records a receipt reference, submission time, delivery status and attempt history before queued email delivery. A receipt means that your request was recorded, not that an email has necessarily reached its recipient. Contacting us does not subscribe you to the newsletter.

Please avoid sensitive personal information or unnecessary information about others. Contact records are restricted to the authorised EPU team and retained until the project is manually closed, subject to applicable earlier deletion requests or retention obligations.

Newsletter

When you choose Subscribe, you consent to receiving EnerTEF news and updates. The form collects your email address and Organisation Type. The website also records your language, consent-notice version, receipt reference, submission time and delivery status. Organisation Type is sent to MailerLite in its company field. Subscription uses single opt-in, without a second confirmation email.

The request is recorded and delivered to MailerLite through a background queue. The receipt confirms the request, not guaranteed provider completion. Unsubscribe through any newsletter or contact us. Unsubscribing stops future newsletters but does not automatically delete separate website receipt records. See the MailerLite privacy notice and processing agreement.

Project closure and deletion

Contact and newsletter receipts and delivery history are retained until manual project closure. Closure requires explicit administrative confirmation to delete website receipts and related queue items. The team separately deletes project correspondence and the project mailing list after the project ends. Website closure does not itself erase mailbox messages, MailerLite records or backups. Provider suppression records or legally required records may be handled separately. Earlier applicable deletion requests can be sent to contact@enertef.eu.

Cookies and external content

Klaro stores privacy choices in a cookie named klaro, configured for 180 days. Necessary session, security and form-handling storage supports website operation. Optional Clarity analytics and YouTube embeds load only with the relevant consent; declining them does not prevent newsletter signup or Contact use. Cookie settings in the footer lets you change or withdraw your choices.

Loading a YouTube embed connects your browser to Google/YouTube, which may receive your IP address, browser information and provider identifiers. See the Google privacy policy. Social links lead to external sites with their own terms. The first-party newsletter does not load MailerLite's embedded form or Google reCAPTCHA scripts.

Microsoft Clarity

When you consent to optional analytics, Microsoft Clarity helps us understand website use through heatmaps, session recordings and interactions such as clicks, scrolling and pointer movements. It is not limited to anonymous aggregate statistics. It can use identifiers including the first-party cookies _clck and _clsk. Newsletter consent is separate from analytics consent.

Microsoft describes its role for Clarity as a data controller. See the Microsoft Privacy Statement, Clarity terms and Clarity privacy and transfer information. Microsoft's documentation describes EU customers contracting with Microsoft Ireland and transfers to Microsoft Corporation under Standard Contractual Clauses.

Microsoft states that playback data is retained for 30 days, while heatmaps, click data and labelled or favourited sessions are retained for nine months. See the current retention information. Withdrawing consent stops future collection through this integration; it does not erase information previously transmitted.

Storage, access and service providers

Access to project enquiries and subscription administration is restricted to authorised project staff. Hosting and email services process information needed to operate the website and deliver messages. These services are provided through IPHost. MailerLite processes newsletter data where a newsletter is offered; Microsoft and Google process information when their respective optional services are used.

Some providers may process information outside the European Economic Area. We do not claim that all processing remains in the EEA. Consult the provider notices linked below or contact contact@enertef.eu for information about the arrangements relevant to your request.

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 the website's cookie settings. Withdrawal does not affect the lawfulness of earlier processing. Depending on the processing and applicable conditions, you can request access, correction, deletion, restriction or portability, and object where applicable. Email contact@enertef.eu; we may require proportionate information to verify your request.

You may complain to the Hellenic Data Protection Authority or another competent supervisory authority. We normally respond within one month; if an extension is justified by the complexity or number of requests, we will explain it within that month. Requests are normally handled free of charge, subject to the applicable legal exceptions.

Changes to this notice

We update this notice when website processing changes. The date above identifies this version.