Return Policy – Erasmus Programme
Last updated: [Insert Date]
This Return Policy explains the conditions under which refunds may be issued for payments related to Erasmus mobility services, administrative fees, documentation processing, or any other services provided through this Website.
Please read it carefully before making any payment.
1. General Refund Conditions
Due to the nature of Erasmus mobility and academic administration, most payments made for application processing, document evaluation, or mobility management are non-refundable, unless otherwise stated.
Refunds may only be considered in exceptional and justified circumstances as outlined below.
2. Non-Refundable Fees
The following payments are strictly non-refundable:
Administrative or processing fees
Application review fees
Document validation or translation fees
Fees associated with partner institutions or National Agencies
Payments made to third-party platforms (travel, insurance, accommodation, etc.)
These fees compensate for administrative work performed regardless of the final mobility outcome.
3. Refunds Due to Institutional Error
A refund will be granted if:
A fee was charged due to a technical error on the Website
A payment was made twice (duplicate payment)
The institution cancelled a service before providing it, and the user has not benefited from it
In these cases, the refund will cover the fee incorrectly charged.
4. Cancellation by the User
Refunds will not be issued when:
The user voluntarily cancels their participation
The user withdraws from the mobility programme after approval
The mobility is rejected due to missing documents, eligibility issues, or unfulfilled requirements
The user fails to comply with programme rules or academic obligations
These situations fall under the user’s responsibility.
5. Refunds Related to Force Majeure
In rare cases, a partial refund may be considered if the mobility must be cancelled due to:
Severe documented illness
Major family emergency
Political or natural crises preventing travel (force majeure)
Each case will be reviewed individually.
Supporting documentation is required.
6. Refund Procedure
To request a refund, users must contact us at:
Email: [Insert Contact Email]
Subject: Refund Request – Erasmus Programme
Include:
Full name
Payment reference or receipt
Reason for the refund request
Supporting documents (if applicable)
The request will be evaluated within 30 days.
Approved refunds are issued using the same payment method used in the original transaction, unless this is not technically possible.
7. Time Limits for Refund Requests
Refund requests must be submitted within 14 days from the payment date, unless the issue involves:
Technical errors
Duplicate payments
Force majeure cases
Requests made after this period may not be accepted.
8. GDPR Compliance (Data Protection)
Refund requests require the processing of personal data (identification, payment details, and communication history).
All data will be processed in accordance with:
GDPR (EU) 2016/679
Our Privacy Policy
Legitimate interest and contractual necessity (Art. 6.1.b and 6.1.f GDPR)
Your information will be used solely for processing the refund request and will not be shared with third parties except when legally required.
9. Changes to This Return Policy
We reserve the right to update or modify this Return Policy at any time.
Changes become effective once published on this page.
10. Contact
For questions related to refunds or payments:
[Insert Institution Name]
Email: [Insert Contact Email]
Address: [Insert Address]**
