Terms and Conditions – Erasmus Programme (GDPR-Compliant)

Last updated: 18/11/2025

Welcome to our Erasmus Programme information and application platform (“the Website”).
By accessing or using this Website, you agree to comply with these Terms and Conditions.
These Terms have been drafted in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and applicable European and national laws.

1. Purpose of the Website

The Website provides information and digital services related to Erasmus mobility.
Users may register, submit documentation, access programme resources, and communicate with programme administrators.

2. Data Controller

The Data Controller responsible for personal data processed through this Website is:

[Insert Institution Name]
Address: [Insert Address]
Email: [Insert Contact Email]

All data is processed according to GDPR and relevant national regulations.

3. Legal Basis for Processing (Art. 6 GDPR)

Your personal data is processed under the following lawful bases:

  • Contractual necessity (Art. 6.1.b GDPR): to manage your Erasmus mobility application, documentation, and academic agreements.

  • Legal obligation (Art. 6.1.c GDPR): compliance with EU Erasmus+ regulations, reporting duties to European authorities, and financial controls.

  • Public interest (Art. 6.1.e GDPR): educational and institutional responsibilities.

  • Consent (Art. 6.1.a GDPR): when you voluntarily upload documents, request contact, or consent to optional communications.

You may withdraw consent at any time without affecting prior processing.

4. Categories of Data Collected

We may collect the following categories of personal data:

  • Identification data: name, ID/passport, date of birth

  • Contact information: email, phone number, address

  • Academic data: transcripts, study plans, learning agreements

  • Mobility documentation: application forms, proof of enrolment, certificates

  • Technical data: IP address, browser type, cookies (see Cookie Policy)

No special categories of data (Art. 9 GDPR) are intentionally collected unless required for legal compliance.

5. Purpose of Data Processing

Your personal data will be processed exclusively for:

  • Managing your Erasmus mobility application

  • Verifying eligibility and academic status

  • Preparing and validating the Learning Agreement

  • Communicating with partner institutions

  • Complying with Erasmus+ legal and administrative obligations

  • Financial management of grants and reimbursements

  • Creating mandatory reports for Erasmus+ and the European Commission

Data will never be sold or used for unrelated purposes.

6. Data Sharing and International Transfers

Your data may be shared with:

  • Your home institution

  • The host institution

  • Erasmus National Agencies

  • The European Commission’s Mobility Tool+ or successor systems

  • Public authorities when legally required

If data must be transferred outside the EU, it will only occur under:

  • Adequacy decisions (Art. 45 GDPR)

  • Standard Contractual Clauses (Art. 46 GDPR)

  • Strict legal safeguards approved by the European Commission

7. Data Retention

Personal data will be kept only for the time necessary to:

  • Process your mobility application

  • Manage academic and financial activities

  • Comply with mandatory Erasmus+ record-keeping requirements

  • Fulfill institutional legal obligations

After the retention period, data will be securely deleted or anonymised.

8. User Rights (Art. 15–22 GDPR)

As a data subject, you have the right to:

  • Access your personal data

  • Rectify inaccurate or incomplete information

  • Erase your data (“right to be forgotten”)

  • Restrict processing

  • Object to processing based on legitimate interest or public interest

  • Data portability

  • Withdraw consent at any time

  • File a complaint with a Supervisory Authority

To exercise any rights, contact:
Email: [Insert Contact Email]

9. User Responsibilities

Users agree to:

  • Provide accurate and truthful data

  • Respect deadlines and procedures related to Erasmus mobility

  • Avoid misuse, unauthorized access, or fraudulent behaviors on the Website

10. Cookies and Tracking

This Website uses cookies necessary for:

  • Security

  • Session management

  • Basic functionality

Optional or analytical cookies will only be used with your explicit consent.
For detailed information, see our Cookie Policy (GDPR-Compliant).

11. Intellectual Property

All Website content—designs, texts, documentation, and logos—is protected by copyright.
Reproduction, distribution, or modification without authorization is prohibited.

12. Liability Disclaimer

We are not liable for:

  • Application refusal by partner institutions

  • Visa or travel issues

  • Losses or delays caused by third parties

  • Interruptions or errors on the Website caused by technical failures

Participation in Erasmus mobility involves personal responsibility for travel, health insurance, and safety.

13. Modifications

We reserve the right to update these Terms at any time.
Any changes will be published on this page with a new “Last Updated” date.

14. Contact Information

For questions regarding these Terms or data protection matters:

[Insert Institution Name]
Email: [Insert Contact Email]
Address: [Insert Address]