Specific privacy statement - Projects submitted under ERASMUS+ – data stored and processed in eForms
This statement refers to the management of Applications submitted under the ERASMUS+. As it contains individuals' personal data, its publishing and processing falls within the provisions of the Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000. This privacy statement explains to you the way in which this system uses personal data, and the way in which the privacy of this data is being protected.
- What is the purpose of the data collection?
- What personal data do we collect?
- Which technical means do we use for processing your data?
- Who has access to your information and to whom is it disclosed?
- How long do we keep your data?
- How can you access your personal data, verify its accuracy and, if necessary, correct it?
- What are the security measures taken to safeguard your information against possible misuse or unauthorised access?
- Whom to contact if you have queries or complaints?
The purpose of the data collection is:
- to identify applicants requesting an EU grant for a project under the Erasmus+ Programme ;
- to manage the selection procedures of project applications under the Erasmus+ Programme;
- to establish anonymous statistics about applicants, partner promoters, participants and projects;
- to fulfil the obligations and responsibilities relating to monitoring, evaluation and reporting established in the Decision of the European Parliament and of the Council establishing the Programme ;
- To transfer data to OLS (Online Language Support) system to allow the management of the language training licenses for participants in mobilities
- To disseminate the project results through the appropriate Erasmus+ IT tools (VALOR) for which an unambiguous consent will be requested from the contact persons before publishing their contact data
The European Commission and the structures responsible for the implementation of the ERASMUS+ programme will not process the collected data for any other purpose than those described above.
- Data concerning organisations applying for a grant (contact details of legal representative and of contact project person: title, gender, name, department, position, address, phone and email).
- Data about groups of participants (country of origin, gender of participants, age of participants).
- Data concerning exceptions to standard rates justified by special needs.
The data collection and processing is done using the Commission's IT standards and telecommunication infrastructure. The data is stored in a central database (managed by DG Education and Culture and located at the Commission Data Centre in Luxembourg) and in local databases (managed by the National Agencies in each Programme Country).
- Internal staff of the National Agencies in charge of management of the Programme
- Designated staff in the competent DG EAC units
- Designated staff of the DG EAC IT Unit
- OLS external contractor
The National Agency of the country selecting the project has access to your application file during the whole selection process. Data referring to your application are stored in a database and used for 1) the management of the project life-cycle including OLS 2) monitoring, reporting, evaluation and auditing purposes 3) Project dissemination. Such data can be visualised, but not modified, by other National Agencies and by the European Commission services in charge of the management of the ERASMUS+ programme (DG EAC).
On top of that, your data may be disclosed to the following services, whereas applicable in case of audit: auditors DG for Education and Culture (DG EAC), DG for Internal Audit Service (DG IAS), European Anti-Fraud Office (OLAF), Court of Auditors, external auditors at national level (relevant for the decentralised strand).
The data will be made anonymous ten years after the selection of the last round of projects supported under the current Erasmus+ (2014-2020), so by the end of 2030.
Regarding the application form, you have by definition the right to input yourself all the requested data. It is your responsibility to make sure all information provided is accurate.
After the deadline for submission of applications, you can, if need be:
- request a copy of the data input in your application form;
- send to the relevant National Agency any changes related to the data submitted
- request cancellation or blocking of your data. Please note that in this case your request will be accepted only if it is justified under the terms of article 5 of the (EC) N° 45/2001
- give or not your consent for the publication of your data as contact person of a granted project in the Erasmus+ dissemination tool (VALOR).
Any request must be sent by mail or by electronic mail to the address of the National Agency responsible for the management of your application.
What are the security measures taken to safeguard your information against possible misuse or unauthorised access?
The datasets are safeguarded in the Commission (and covered by the numerous defensive measures implemented by the Commission to protect the integrity and confidentiality of the electronic assets of the Institution) and in the responsible National Agency (and covered by national regulation).
The hard copies of the application files are stored by the National Agencies until their destruction.
The first level is to contact the national agency that manages your application (the list of National Agencies is available at https://ec.europa.eu/programmes/erasmus-plus/contact_en).
Further to the above you can contact:
- DG EAC's Data Protection Coordinator: firstname.lastname@example.org
- The European Commission Data Protection Officer: email@example.com
the authority in charge of data protection in your country (the list of data protection national authorities is available at http://ec.europa.eu/justice_home/fsj/privacy/nationalcomm/index_en.htm ).
In case of conflict, complaints can be addressed to the European Data Protection Supervisor (EDPS) http://www.edps.europa.eu