Terms and Conditions and Privacy Policy

The following Terms and Conditions and Privacy Policy generally apply to registered users on the Online Learning Agreement System and unregistered users, who access the Online Learning Agreement System for specific purpose/s and in a restrictive manner. And in specific to students where referred to.

Glossary

Account - the central means of access to the non-public parts of Online Learning Agreement and for using the Services, which includes your personal profile and is used to identify you as well as to provide you with a set of administrative tools.

Student - is a natural person applying to study at an HEI or carry out traineeship at an Organisation, using Online Learning Agreement system, namely via Online Learning Agreement platform or is nominated via Erasmus Dashboard.

Online Learning Agreement - an integrated software solution for filing and managing applications by students operating in their personal/academic activity. Online Learning Agreement includes the Online Learning Agreement web site at www.learning-agreement.eu, as well as all web documents (including images, php- and html files), software, hardware, databases, interfaces, connected media, documentation, applications, updates, version upgrades, and other related components or materials that make up or contribute to the features and functionality of the Online Learning Agreement, including any data, documents, works and other materials added by the Provider.

Erasmus Dashboard - an integrated software solution for filing and managing applications by Institutions operating in their professional activity.

Erasmus Dashboard includes the Erasmus Dashboard web site at www.erasmus-dashboard.eu, as well as all web documents (including images, php- and html files), software, hardware, databases, interfaces, connected media, documentation, applications, updates, version upgrades, and other related components or materials that make up or contribute to the features and functionality of Erasmus Dashboard, including any data, documents, works and other materials added by the Provider.

Provider or we - non-profit foundation European University Foundation - Campus Europae that has created and operates Erasmus Dashboard as well as Online Learning Agreement platform and the Erasmus+ App and offers Services.

Services - any services provided or made available by the Provider via Online Learning Agreement and the Erasmus Dashboard platform as well as relevant interconnected tools or relating thereto.

GDPR - the EU General Data Protection Regulation (2016/679).

OLA - Online Learning Agreement.

LA - Learning Agreement.

HEI - Higher Education Institutions.

Organisation/Enterprise- That accept a student for Traineeship.

User- Student, HEI or an Organisation.

Terms and Conditions

ACCEPTANCE OF THE GENERAL TERMS - The use of the Learning Agreement Tool of the European University Foundation - Campus Europae, hereinafter referred to as EUF-CE, is subject to the Terms of a legal agreement between you and the EUF-CE. The present document contains the agreement and explains its terms of use. These terms are referred to below as “Terms and Conditions”. Next to that Terms and Conditions are bound to the Privacy Policy rules of the Learning Agreement tool of the EUF-CE. Before registering in the Learning Agreement Tool in order to use its Services or using any of it particular features (e.g acceptance of online learning agreement for traineeships by signature), you must read this document and agree to the General Terms and Privacy Policy.

The EUF-CE reserves the right to change the General Terms and Privacy Policy and will inform you about the changes by the means of a notice available on the platform prior to the change becoming effective, yet we encourage you to regularly review them.

ACCESS TO THE PLATFORM - The Online Learning Agreement platform is open to all students participating (HEI’s and traineeship receiving organisations participating) in EU funded mobility programme (from and to institutions that are Erasmus Charter for Higher Education holders and traineeship receiving organisations); individuals of the age of legal majority of their country of residence and individuals under the age of majority who have obtained respective consent to participate according to the national legislation. Indication of false information with regards to the personal data or noncompliance with the Term and Conditions as well as the Privacy Policy will lead to termination of the account. You will be informed about the termination and the causal reasons.

APPROPRIATE USE - The data shared on the Online Learning Agreement platform shall not contain any material and/or statement which violates or infringes in any way upon the rights of others which is unlawful, offensive or invasive of privacy or publicity rights, gives rise to civil liability or otherwise violates any applicable law. We reserve the right to remove any Information that is deemed inappropriate and failing to comply with these Terms and Conditions.

The Online Learning Agreement platform is hosted on the EUF website. Third parties may link to the Online Learning Agreement platform and they will only be hosting, processing or collecting information on behalf of EUF in the context of the Online Learning Agreement platform to provide you with Services agreed in this document and in the Privacy Policy and adequate technical and organisational measures have been in place to ensure confidentiality and security of your information.

LIABILITY - EUF will not be liable for loss, damage or personal injury to any contributor nor to property or else caused or suffered in connection with this Online Learning Agreement platform or any information gathered herein.

OWNERSHIP OF MATERIAL - By submitting information on the Online Learning Agreement platform, you represent and warrant that (i) you are the sole authors, (ii) you have obtained written consent from any identifiable individuals aged 18 or above and/or from the minor’s parents/legal guardian if any minor is depicted in the data submitted (or each component thereof); (iii) your information will not give rise to any claims of infringement, invasion of privacy or publicity, or infringe on any rights and/or interests of any third party, or give rise to any claims whatsoever, nor violate any applicable law or regulation. It is the user’s responsibility to ensure that the necessary consent has been obtained.

If the submitted material contain third-party works (such as editorials, photographs) whose ownership is not with the user, users declare to have obtained all the necessary rights which permit the EUF to use the submitted material as specified above. In the event that contributors submit material for which they do not have the appropriate permissions, they accept liability for any and all resulting consequences. EUF has the right to request evidence of such permissions or licences to use third-party material and contributors assume full responsibility for any damage or loss caused due to their violation of third-party rights.

CONSENT TO USE THE MATERIAL - By submitting information on Online Learning Agreement platform you grant the European University Foundation a non-exclusive, royalty-free, perpetual, worldwide licence to use the submitted material in relation to the Erasmus+ experience and organizational matters. Contributors grant the right to store, reproduce, modify, create derivative works, display, print, publish, disseminate, broadcast, communicate to the public or otherwise make publicly available, the submitted material in any format, medium and language, including on the internet, on mobile applications and on social networks. IF YOU DO NOT WANT EUF TO COLLECT, USE, STORE, TRANSMIT OR DISPLAY THE DATA DESCRIBED IN THE ONLINE LEARNING AGREEMENT, PLEASE DO NOT USE THE ONLINE LEARNING AGREEMENT PLATFORM.

CONSENT TO COMMUNICATION FOR STUDENTS - The information you give on Online Learning Agreement platform is not anonymous. Firstly, the HEIs are aware who communicates the information with regards to negotiating the Online Learning Agreement. Secondly, we may contact you at the given email address in order to request more information about the data you submitted upon the registration of the account to ensure that the validation procedure in line with the highest security standards.

LEGAL COMPLIANCE AND GOVERNING LAW - Any controversy concerning these Terms and Conditions shall be governed by the law of the European Union, complemented where necessary by the substantive laws of Luxembourg. In case any dispute, controversy or claim arising out of or relating to the subject matter hereof cannot be settled amicably between the Users and EUF, it shall be submitted to the exclusive jurisdiction of the courts of Luxembourg.

If you wish to withdraw approval of the terms and conditions, you can contact the European University Foundation at the following addresses:

European University Foundation
RCS Luxembourg G190
Address: 31 rue du Parc,
Munsbach, Luxembourg

E-mail: support@erasmusapp.eu.

Privacy Policy

In European University Foundation (“EUF” or “we”) we take your privacy very seriously. This Privacy Policy (the “Policy”) describes the ways we collect, store, use and manage the information – including any personal information – that our users (“users” or “you”) provide or the information we collect, in connection with our websites and mobile applications, including https://learning-agreement.eu, http://erasmus-dashboard.eu, as well as the Erasmus+ App (the “sites”) or any other element provided in Apple iOS, Android, or any other platform (collectively, the “Services”). Please note that the scope of this Policy is limited to information collected or received by EUF through use of the Services. EUF takes reasonable measures to ensure that the actions of third parties, physical or legal entities, the content of their sites, the use of information you provide to them or any products or services they may offer are in line with the EU General Data Protection Regulation (2016/679). Yet any link to those sites does not constitute our sponsorship of or affiliation with those people or companies. By confirming the acceptance of the Privacy Policy, you are expressing your agreement to this Policy and the processing of your data, including your personal information, in the manner provided in this Policy. If you have questions or concerns about our privacy policy or practices, please contact us at support@erasmusapp.eu.

The information collection and use

We will only collect personal information about you and given by you when you register in our database as student, representative of a HEI or when student enters information about a HEI or Organisation for Traineeship purposes. The Third Party service providers may also collect personal information about you which will only happen to provide you with Services and adequate technical and organisational measures have been in place to ensure confidentiality and security of your information.

We may disclose aggregated but not individual statistics, such as the number of users we have, their regional location, etc. If you give your consent, we may send communications to you to provide information about services that you have indicated may be of interest to you. We may store certain personal information and use it to offer you personalised services and information through our systems.

If you have given consent yet you want us to stop us from providing such services to you, you can send an email to support@erasmusapp.eu.

We may also disclose or access your account if required to do so by Law or other governmental body.

Purposes for which we use information about (students registered on platform)

Your information is held by the EUF-CE via our website and the Learning Agreement Tool application as well as accessible via Erasmus+ App and Erasmus Dashboard. We collect information about our users for a variety of purposes. These include: to enable you to prepare, negotiate, approve and manage your learning agreement (therefore, we might share data about you with receiving and sending institutions based on the university name provided and the Erasmus code); to inform you about the on-going activities of the EUF-CE and the Erasmus Student Network ASBL if you have given consent for such activities and for research and statistical analysis on student mobility and how the learning agreements are managed.

Online Learning Agreement and EUF sites

While you are browsing the Services sites, your mobile or computer operating system, Internet Protocol (IP) address, access times, browser type and language as well as referring website addresses may be logged automatically. This constitutes anonymous usage data that does not identify or precisely locate the user (non-personally identifiable information). We may use this information only in anonymised and aggregated to monitor, develop and analyse your use of the Services in order to be able to foresee technical updates needed, optimise the system as well as plan future updates in line with the users’ needs. In addition, we may ask you to submit and we may process data that is personal to you, including, but not limited to, your name, email addresses as well as links and usernames to your profiles on social networking websites and other third-party websites. The usage of such information will be only to fulfil the agreement outlined here in the Privacy Policy and Terms and Conditions and ensure the Services to the users. Personally identifiable information is only collected with your informed knowledge, i.e. when the student knowingly submit it to us or when your HEI submits it, yet prior consent then has to be collected from you. When the third party submits such personal information about you they are bound to receive your consent beforehand in doing so. We may use this information to create your user profile and provide you with Services. We may use your email address to contact you about your experience with EUF sites and notify you about news and promotions only after receiving your explicit consent. If you no longer wish to receive our Services or any or all types of communication, you may opt-out from receiving them at any time by e-mailing us at support@erasmusapp.eu.

Accounts

By accepting Privacy Policy and having access to the Services of the Online Learning Agreement platform you are entering into the General Terms and Conditions and Privacy Policy you guarantee that you either are of legal age to do so or have acquired the necessary consent.

Each Account is meant for one individual and may not be shared between multiple users. An Account is valid until the request for termination of the Account to support@erasmusapp.eu.

You take full responsibility for safeguarding the access credentials - email and password combination and cover any damages that may be incurred due to the unauthorised disclosure, use and distribution of said credentials.

You must immediately notify the Provider of (a) any abuse of your Account; (b) the loss of the credentials to your Account (email address, password); and (c) the unauthorised disclosure, use and distribution of said credentials by or to Third Parties.

Unauthorised Access to Student Account

In order to ensure that there is no unauthorised access to the platforms the Provider reserves the rights to request the confirmation of the student status held at the Institution to guarantee that other user’s data is not exposed to illegitimate persons. The student (and the HEI, as the case may be) are solely responsible for making sure that as a student:

  • You are of legal age and have the permission to upload Personal Data on Online Learning Agreement platform.
  • You own all IPR and any other rights, title and interest in your Content or have obtained the respective permissions and authorizations from the respective Third Party owners before submitting it to Provider through the Online Learning Agreement platform or the Services for the purposes described in the Agreement;
  • Your Content is in compliance with all applicable laws and regulations, e.g. it is not offensive, harassing, invasive of another’s privacy, hateful or otherwise unlawful;
  • Your Content does not require obtaining a license from or paying any fees and/or royalties by the Provider to any third party for the performance of any Services you have chosen to be performed by the Provider or for the exercise of any rights granted in the Agreement, except as expressly agreed otherwise in the Agreement;
  • Your Content is not harmful (for example viruses, worms and other destructive codes) and does not contain any programs that overload or interfere with the work of the Online Learning Agreement platform or distort the User Content of other users, except as expressly agreed otherwise in the Agreement.

When using the Online Learning Agreement and Services, you may be exposed to User Content of other users from a variety of sources. The Provider is taking reasonable technical and organisational measures to ensure the accuracy, usefulness, lawfulness, or IPR and any other rights, title and interest in or relating to such User Content. Please notify the Provider without delay should you notice that there are any instances when the Agreement in this Privacy Policy is compromised.

User Support

We may collect your email address when you contact our support service group and we may use that email address to contact you about your experience with EUF Services and notify you about our news and promotions only after acquiring your explicit consent.

Notifications

We may occasionally send you notifications through the email indicated upon registration in order to send you service related notifications that may be of importance to you to continue using the Services, and safety/ security notifications related to your participation in programmes featured in our Services. You may at any time opt-out from receiving these types of communications by emailing us at support@erasmusapp.eu.

Cookies

A cookie is a small text file that we transfer to your computer and/or device, to identify a user’s computer/device and to "remember" things (details) about your visit, such as your preferences or a username and password. Information contained in a cookie may be linked to your personal information, such as your user ID, for purposes such as improving the quality of our Services, tailoring recommendations to your interests, and making the Services easier to use. You can disable cookies at any time, although you may not be able to access or use features of the Services.

Third Party Services

Our services may contain third-party tracking tools from our service providers, examples of which include email service provider as well as push-notification service provider. Such third parties may use cookies, APIs, and SDKs in our services to enable them to collect and analyse user information on our behalf. The Third parties may have access to information such as your device identifier, MAC address, IMEI, locale (specific location where a given language is spoken), geo-location information, and IP address for the purpose of providing their services under their respective privacy policies. We take all the necessary technical and organisational measures to protect the confidentiality and security of your information from unauthorised access or against loss, misuse or alteration by third parties when entering contracts with such Third Parties. In line with the GDPR you can always request information we collect, how we collect it, what we use it for, who we can share it with – and how we keep it safe.

How we use Information

You can request all the information we have about you by contacting us at 31 rue du Parc, 5374 Munsbach, Luxembourg. You can delete your account from the learning agreement tool of the EUF-CE by sending an email to support@erasmusapp.eu. When the information or account is deleted we make sure that we delete all concerned information.

We cannot be held responsible for the improper or illegal use of your accessible information by other users - please be careful to manage this information adequately at the moment of your registration. In case you are student some of your personal information, such as name and surname, email address and other contact information, gender, nationality, studies, home university and country, host university and country, receiving organisation and country for traineeship where the exchange mobility programme is undertaken, as well as other information concerning your curriculum can be made accessible to higher education institutions or European agencies.

The Provider reserves a limited right to access the data in order to pro-actively analyze the system architecture, data models and infrastructure resources in order to offer the service in the best possible way. This includes, for example, analysis of slow-running database queries, predicting the growth rate of data (in order to allocate resources ahead of time), and analysis of the data contents and format in order to choose the most performant and fitting data models. It is unavoidable that in order to be able to provide the best possible service, the Provider must be able to understand the data, as well as emergent trends in the data. Such analysis is done, whenever practical, in an anonymized manner and with only the above, purely technical or service-oriented purposes in mind.

Disclosure of Your information

We do not share your personal data except as approved by you or as described below:

With your consent, when you agree to our sharing your data with other Third Parties with which we already have valid agreements for the Services we provide, such as other HEIs or Third Party Service Providers. This information is also subject to the specific Third-Party separate privacy policies. If you no longer wish to allow us to share your information with Third Parties, please contact us at support@erasmusapp.eu. If you no longer wish to receive any communications from Third Parties, please contact that third party directly.

EUF may engage other companies and individuals to perform services on our behalf. Example of these services include analysing data and providing user support. These agents and service providers may have access to your personal information in connection with the performance of services for EUF. In such cases we take all the necessary technical and organisational measures to protect the confidentiality and security of your information from unauthorised access or against loss, misuse or alteration by third parties.

We may release your information as permitted by law, such as to comply with a subpoena, or when we believe that release is appropriate to comply with the law; investigate fraud, respond to a government request, enforce or apply our rights; or protect the rights, property, or safety of us or our users, or others. This includes exchanging information with other companies and organisations for fraud protection.

EUF may share your information in connection with any merger, sale of our assets, or a financing or acquisition of all or a portion of our affairs to another entity. You will be notified via email and/or notice on our site of any change in ownership or users of your personal information.

Security

Keeping information about you secure is very important to us. However, no data transmission over the Internet can be guaranteed to be totally secured. As a result, while we strive to protect your personal information, we cannot ensure or warrant the security of any information you send to us and you do so at your own risk. The EUF-CE will take precautions to protect against the loss, misuse, and alteration of your user data under our control. Only authorised members and subcontractors will be given access to the information you provide us. It is our policy that you will only receive information from organisations such as educational institutions in accordance with the preferences expressed by you. You are ultimately responsible for the security of your login ID and password. Please take care when using and storing them. We recommend that you do not divulge your password to anyone. You should log out of your account at the end of each computer session to ensure that others cannot access your personal information, especially if you share a computer with someone else or are using a computer in a public place, like a library or Internet café. Do not forget that you are responsible for the use of your account.

Google Login

When you access our Services using your Google login dataset we only use the relevant API to verify your account and ensure security of your data. We only fetch the authentication data and we will never use any of your personal information for purposes beyond the limited and express purpose of our Services or for purposes other than improving your experience without getting specific opt-in consent from you. This Policy and all its restrictions and limitations also apply to the data collected through your Google login.

We will not use stale data. We can cache or store data we have obtained through the Google+ API but to the extent reasonably possible within the context of our Services we will use fresh data recently fetched in order to ensure that if for example you have deleted/removed your consent we will not anymore be able to log you in with your Google+ login dataset.

We will not attempt to discover the identity of a Google+ user unless the user consents to share their identity with us via the Google-approved authorisation procedure. This prohibition includes identifying users by correlating Google+ button reporting data from Google with our own data.

We will never sell or transmit to others any data about a user related to the user's use of any Google+ button. For the avoidance of doubt, this prohibition includes, but is not limited to, any use of pixels, cookies, or other methods to recognise users' clicks on a Google+ button, the data of which would then be disclosed, sold, or otherwise shared with other parties.

Google may analyse our use of a Google+ button including to ensure our compliance with Google policies and to facilitate Google's development of Google+ Buttons. By using a Google+ button, we have given Google permission to utilise an automated software program, often called a "web crawler," to retrieve and analyse Services associated with a Google+ button.

Transferring your information abroad

Information you supply to us, whether submitted by you via this or other websites (or other communications, such as registration forms) will only be transferred abroad by us if adequate measures to safeguard their security and integrity are taken.

Access to Personal Information

If your personal information changes, or if you no longer desire our service, you may correct, update, or delete inaccuracies by making the change within your account settings or by contacting us at support@erasmusapp.eu. We will respond to your access request within 30 days. In line with the the EU General Data Protection Regulation (2016/679) the users’ Data Protection Rights Under certain circumstances, by law you have the right to:

  • Request information about whether we hold personal information about the user, and, if so, what that information is and why we are holding/using it.
  • Request access to user’s personal information (commonly known as a "data subject access request"). This enables user to receive a copy of the personal information we hold about the user and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about the user. This enables the user to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of the user’s personal information. This enables the user to ask us to delete or remove personal information where there is no good reason for us continuing to process it. The user also have the right to ask us to delete or remove the user personal information where the user have exercised their right to object to processing.
  • Object to processing of the user’s personal information where we are relying on a legitimate interest (or those of a third party) and there is something about the user’s particular situation which makes them want to object to processing on this ground. The user also have the right to object where we are processing the user’s personal information for direct marketing purposes.
  • Object to automated decision-making including profiling, that is not to be subject of any automated decision-making by us using the user’s personal information or profiling of them.
  • Request the restriction of processing of the user’s personal information. This enables the user to ask us to suspend the processing of personal information about them, for example if they want us to establish its accuracy or the reason for processing it.
  • Request transfer of your personal information in an electronic and structured form to the user or to another party (commonly known as a right to “data portability”). This enables the user to take their data from us in an electronically useable format and to be able to transfer their data to another party in an electronically useable format.
  • Withdraw consent. In the limited circumstances where the user may have provided their consent to the collection, processing and transfer of your personal information for a specific purpose, the user has the right to withdraw their consent for that specific processing at any time. Once we have received notification that the user has withdrawn their consent, we will no longer process their information for the purpose or purposes the user originally agreed to, unless we have another legitimate basis for doing so in law.

Location of the data

We take reasonable measures to protect user information from unauthorised access or against loss, misuse or alteration by third parties. All connections are encrypted and authenticated using secure protocols; encryption is also used in the links circulated through the email notifications. The data collected is stored on servers located in Ireland and Germany and may be stored on servers in other countries within the European Union as well as the US. The respective databases are registered with the Luxembourg National Committee Data protection and the legally binding terms of use forbid the EUF-CE to disclose student data to third parties (sending / receiving HEIs not included). The headquarters of the EUF-CE is located in Luxembourg: 31, rue du Parc, L-5374 Munbach, RCS Luxembourg G190.

Data Retention

We will retain your information for as long as needed to provide you Services. If you wish to cancel your account or request that we no longer use your information to provide you services, contact us at support@erasmusapp.eu. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Our Policy Regarding Children

We do not knowingly collect or solicit personal information from anyone under the age of 13 or knowingly allow such persons to use our Services. If you are under 13, please do not send any information about yourself to us, including your name, address, telephone number, or email address. No one under the age of 13 may provide any personal information. In the event that we learn that we have collected personal information from a child under age 13, we will delete that information as quickly as possible. If you believe that we might have any information from or about a child under the age of 13, please contact us by emailing us at support@erasmusapp.eu.

International Transfer

We may transfer information that we collect about you to affiliated entities, or to other Third Parties across borders and from your country or jurisdiction to other countries or jurisdictions around the world. In such cases the appropriate measures have been taken to ensure that the Service Providers comply with the EU General Data Protection Regulation (2016/679).

Responsible body

The manager of the treatment of your data is the Secretariat of the EUF-CE. Specific processors may treat the data on behalf of the manager. If you have any questions about the General Terms or this Privacy Policy or how we use the personal information we have about you, please feel free to contact us at contact@uni-foundation.eu or write to:

EUF-CE
Chateau de Munsbach
31, rue du Parc, L-5374
Munbach, Luxembourg.