Last updated: 7 May 2026 · Version: 1.0
This Privacy Policy explains how the European Smart Cities Association (“ESCA”, “we”, “our”) processes personal data collected through this website, in accordance with Regulation (EU) 2016/679 (the General Data Protection Regulation, “GDPR”).
1. Data controller
The data controller for personal data processed via this website is:
European Smart Cities Association
Registered office: Integral Business Center, Bulevardul Pipera nr. 1-IA, 077190 Voluntari, Ilfov County, Romania
Telephone: +40 31 425 42 63
Email: hello@europeansmartcities.eu
Registration number: [TBD]
For data-protection enquiries, please email hello@europeansmartcities.eu with the subject line “Privacy enquiry”.
2. Personal data we collect
We only collect personal data that you actively provide to us, or that is strictly necessary to operate this website.
- Contact form: first name, last name, email, organisation, role, topic, and the content of your message.
- Newsletter form: email address.
- Technical logs: our hosting provider may briefly process IP address and basic request metadata for security and abuse prevention.
- Cookie consent choice: stored locally in your browser (see our Cookie Policy).
We do not knowingly collect personal data from minors, special categories of data (e.g. health, biometric, political opinions), or financial information through this website.
3. Purposes and legal basis
- Responding to your enquiry — Article 6(1)(b) GDPR (steps prior to entering a relationship) and/or Article 6(1)(f) (legitimate interest in operating an enquiry channel).
- Sending the newsletter — Article 6(1)(a) GDPR (your explicit consent). You can withdraw consent at any time via the unsubscribe link.
- Site security and integrity — Article 6(1)(f) GDPR (legitimate interest in protecting our infrastructure).
- Compliance with legal obligations — Article 6(1)(c) GDPR.
4. Recipients and processors
Your personal data may be processed on our behalf by carefully selected service providers acting as processors:
- Hosting: Netlify (with EU hosting where available).
- Email infrastructure: [TBD — provider name].
- Newsletter platform: [TBD — provider name, e.g. Mailchimp, Brevo].
We require all processors to provide appropriate technical and organisational guarantees and to act only on documented instructions.
5. International transfers
Where personal data is transferred outside the European Economic Area, we rely on adequacy decisions, Standard Contractual Clauses, or other safeguards approved under the GDPR.
6. Retention
- Contact-form messages: up to 24 months from your last interaction, then deleted or anonymised.
- Newsletter subscriptions: until you unsubscribe.
- Technical logs: typically 30 days.
- Records required for legal or accounting purposes: as required by applicable law.
7. Your rights
Under the GDPR you have the right to:
- access your personal data;
- request correction of inaccurate data;
- request erasure (the "right to be forgotten");
- request restriction of processing;
- object to processing based on legitimate interest;
- request portability of data you have provided;
- withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal;
- lodge a complaint with your national data-protection authority.
To exercise your rights, write to hello@europeansmartcities.eu. We will respond within one month, in accordance with Article 12 GDPR.
8. Security
We use HTTPS, content security policies, security headers, access controls, and minimal-data principles to protect personal data. No method of transmission over the internet is fully secure; however, we maintain appropriate technical and organisational measures proportionate to the risk.
9. Cookies and similar technologies
Detailed information about cookies and local storage is available in our Cookie Policy.
10. Changes to this policy
We may update this Privacy Policy from time to time. The “last updated” date at the top reflects the most recent version. Material changes will be communicated through the website or, where appropriate, by email.
11. Contact
For any question about this Privacy Policy or our data-protection practices, please contact hello@europeansmartcities.eu.
Note: This Privacy Policy is provided as an operational baseline. Before publication on a final domain, please have it reviewed by qualified legal counsel against the requirements of your country of registration.