Glossary
Account - the primary means of accessing to the non-public portions of Erasmus Dashboard and for using the Services. The term Account includes your personal profile and is used to identify you as well as to provide you with a variety of administrative tools. Accounts created on behalf of HEIs are divided into two different subgroups: “Main Institutional Accounts” and “Staff Accounts”.
Erasmus Dashboard - an integrated software solution for Supporting HEIs in managing Erasmus+ mobilities 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.
GDPR - the Regulation 2016/679/EU of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data.
HEI - Higher Education Institution.
Main Institutional Account – constitutes the reference Account for a given HEI. the holder of this Account has the responsibility over all the Staff Accounts of the relevant institution.
The Main Institutional Account holder, when acting as a Data Processor for the given HEI is responsible for establishing and maintaining a record of all personal data processing activities.
The same HEI, also in the person of the holders of the Main Institutional Account and the relevant Staff Accounts, is also required to ensure that any personal data contained in the various Accounts referable to that HEI has been uploaded, processed and/or communicated in full compliance with the GDPR.
Online Learning Agreement - an integrated software solution for supporting students to manage their Erasmus+ mobilities. 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. Also referred to as OLA. The Online Learning Agreement platform is hosted on the EUF website.
Personal Data - any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Processing - any operation or set of operations which is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Provider or EUF or We - non-profit foundation European University Foundation - Campus Europae that, in concert with its member universities, has created and operates Erasmus Dashboard as well as Online Learning Agreement, the Erasmus Without Papers, and the Erasmus+ App and offers the Services.
Services - any services provided or made available by the Provider via the Erasmus Dashboard and the Online Learning Agreement platforms as well as relevant interconnected tools or relating thereto.
Staff Accounts - all the Accounts affiliated to an HEI different from the relevant Main Institutional Account, but under such Account’s responsibility.
Student - a natural person applying to study at an HEI, using the OLA system, namely via the Online Learning Agreement platform or any Services.
Terms & Conditions
This document (T&Cs) contains the description of the terms and conditions of use of the Erasmus Dashboard and the services made available through the relative platform.
Acceptance of T&Cs
When creating Main Institutional or Staff Accounts on Erasmus Dashboard, users are explicitly asked to accept these T&Cs. If for any reason this is not the case, accessing an Account held at the Erasmus Dashboard, uploading data to any Account, and/or using any of the Services connected to the Erasmus Dashboard platform will still be considered as implicit acceptance of these T&Cs. Nevertheless, in such cases please contact us directly and without delay at the contact details set out in this document. Please also note that acceptance of these T&Cs also implies that you have read, understood and accepted the Erasmus Dashboard Privacy Policy, which can be found at the following link: [please insert link].
By accepting this T&Cs, and the connected Privacy Policy, the users represent that they are acting on behalf of a HEI and that they either have the legal authority to also bind such HEI to the present T&Cs (if they are the managers of the relevant Main Institutional Account) or the authority to act in the manner and within the limits arising from the permissions and delegations referred to in the relevant Staff Account.
Please note that these T&Cs are also intended to define certain obligations, commitments and allocations of responsibility between the Provider and the HEIs (including in the person of the managers of the relevant Accounts) from a Data Protection perspective.
Access to the Erasmus Dashboard
The objective of the Erasmus Dashboard is to support HEIs with administrative aspects of the Erasmus+ mobility framework. Therefore, the Erasmus Dashboard is available to HEIs being Erasmus Charter for Higher Education holders. For further information, please follow the following link: [please insert link].
Individuals acting on behalf of an HEI on the Erasmus Dashboard platform may only be individuals of legal age.
The manager of the Main Institutional Account of each HEI, in addition to what is set forth in the remainder of these T&Cs, is responsible for the truthfulness and ongoing updating of all information relating to the relevant HEI and to the individuals referable to that HEI, including the managers of the other Accounts.
In any case, EUF reserves the right at any time to ask for confirmation and/or proof of the truthfulness of the above-mentioned information, including confirmation of the positions held by the managers of the Accounts referring to a specific HEI, as well as the fact that the manager of the Main Institutional Account has the power to commit themselves on behalf of said HEI.
Use of the Erasmus Dashboard platform and related Services in violation of the terms of these T&Cs, in particular in the absence of the requirements set forth herein, as well as the provision of false information to obtain access to the platform, will result in the immediate termination of any infringing Account, at the sole and absolute discretion of EUF.
Account use and access
Each Account must refer to a single natural person, identified at the time of its creation, and may not be shared between multiple users or individual persons in general. Violation of the foregoing may result in termination of Accounts at EUF’s sole and absolute discretion.
As noted above, the Main Institutional Account manager is responsible for maintaining up-to-date information on the individual associated with each Staff Account.
HEIs are directly responsible for keeping the Main Institutional Account information up to date. In case of failure to update this information, EUF will have the right, at its sole discretion, to continue to consider the person indicated as the contact person for the relevant HEI, and therefore also able to commit said HEI towards EUF.
Obligations and responsibilities
Users are fully responsible to safeguard their access credentials - including in the sense of the combination of email and password - and to hold EUF, or in any case the entities managing the Erasmus Dashboard platform, harmless from any damages that may be suffered by EUF itself or by third parties due to the unauthorized disclosure, use and distribution of such credentials, unless such damages are due to wilful misconduct or gross negligence by EUF.
For individuals who serve as managers of the Main Institutional Account, said liability and related indemnity obligation extends, on behalf of the relevant HEI, to all related Accounts.
Users must immediately notify EUF at dashboard@uni-foundation.eu of: (a) any Account-related abuse; (b) the unauthorized disclosure, use and distribution of their Account credentials by or to any third party.
Users who are Main Institutional Account managers must also immediately notify EUF of any change in position, resignation, promotion, or any other reason why they no longer have the right to use the Erasmus Dashboard Services on behalf of a specific HEI. Alternatively, should he/she be unable to do so, the relevant HEI will have to make said communication to EUF.
Following such notification, EUF will renew the credentials of the respective Account and/or take any other measures reasonably necessary to protect the same including, if necessary, its deletion, if requested by the relevant HEI.
Notwithstanding the above disclosures, EUF reserves the right at any time to request confirmation and/or proof of position held, proxies received, powers, of the individuals associated with Accounts of a specific HEI, also in order to ensure that there is no unauthorised access to the Erasmus Dashboard platform.
Each user (and each HEI, as applicable) is solely responsible for (and ensures) the following:
- They obtained consent and permission from users (particularly in relation to data relating to individuals connected to Staff Accounts, to the pre-editing of OLAs or Inter-Institutional Agreements, and to the preparation of Factsheets) to upload their Personal Data onto the Erasmus Dashboard platform. If the data relates to individuals under the age of 18, such consent must have been obtained in accordance with the relevant national legislation, and in any case, the retention of this data must be approved in derogation of what is indicated in the relevant Privacy Policy, which can be found at the following link [please insert link], in relation to the Personal Data of minors. EUF will be considered the Data Controller in relation to the above-mentioned Personal Data only with regard to the Processing carried out within the Erasmus Dashboard platform, after the upload of the above-mentioned Personal Data, in full compliance with the mentioned Privacy Policy. Conversely, the user who uploads Personal Data independently manages any previous processing, ensuring EUF at least: (i) performing such processing in full compliance with the GDPR; (ii) having obtained any necessary consent, as mentioned above, to upload personal data to the platform, regardless of the specific purpose for which such data is being communicated and will be used; and (iii) having shown/communicated/forwarded to each relevant individual the Privacy Policy relating to the Erasmus Dashboard.
- They own all intellectual property rights and all other rights, title and interest in any content uploaded through their Accounts, or that they have obtained the relevant permissions and licenses/authorizations from the respective third-party owners prior to uploading such content and/or communicating it to EUF via the Erasmus Dashboard platform or otherwise in connection with the related Services. EUF has the right to request evidence of such permissions and licenses/authorizations.
- The content they upload complies with all applicable laws and regulations, such as not being offensive, harassing, invasive of another's privacy, hateful, or otherwise unlawful.
- The content they upload does not require obtaining a license from or paying any fees and/or royalties by EUF to any third party for the performance of any Services that the users have chosen to be performed by EUF or for the exercise of any rights granted in the present T&Cs. If not, users and HEIs will be solely responsible for obtaining said licenses and paying said fees and/or royalties.
- The content they upload is not harmful (for example does not entail/contain viruses, worms and other destructive codes) and does not contain any programs that overload or interfere with the work of the Erasmus Dashboard platform or distort the content uploaded by other users.
Use of the Erasmus Dashboard platform, related Accounts, and related Services, in violation of any of the above commitments may result in termination of Accounts and prohibition of use of the platform at the sole discretion of EUF.
In addition, users (and each HEI) agree to hold EUF and any person or entity attributable to it, as well as the entities operating the Erasmus Dashboard platform, harmless from any and all adverse consequences, damages, claims, demands for payment, and costs that may arise by reason of a breach attributable to them of the above commitments or other commitments made under these T&Cs.
In general, and notwithstanding the above, any data or piece of information shared on the Erasmus Dashboard 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; which gives rise to civil liability or otherwise violates any applicable law. The EUF, at its sole discretion, reserves the right to remove any data or piece of information that it deems inappropriate or to be failing to comply with these T&Cs . In such cases, the EUF will also notify the affected users.
EUF shall not be liable for any loss, damage or personal injury to any user or HEI or their property or other caused or suffered in connection with the use of the Erasmus Dashboard platform or related Services, or related to any information collected therein. By accepting these T&Cs, users and HEIs expressly agree to the above disclaimer and accept the risks associated with it.
Should they become aware of any violation of these T&Cs, including by another user or HEI, users and HEIs are required to promptly notify EUF at the email address dashboard@uni-foundation.eu.
Termination of accounts
Regardless of what is stated elsewhere in these T&Cs, an Account remains open and operational until: (i) the manager of the relevant Main Institutional Account withdraws its access rights, or otherwise terminates such Account; (ii) the relevant HEI submits a request to terminate the Account to the email address dashboard@uni-foundation.eu; or (iii) EUF determines to sanction a violation of these T&Cs by terminating such Account.
Data protection specifications
Taking into account what is indicated in point 1 of the list in the section entitled “obligations and responsibilities”, and although there is cooperation in showing/communicating/sending to each Data Subject the Erasmus Dashboard Privacy Policy, EUF and the Users (and HEIs, as the case may be) by accepting these T&Cs agree that no circumstances of joint controllership or Data Controller - Data Processor type relationships in between the same exist in relation to the use of the Erasmus Dashboard platform, the OLA, the Inter-Institutional Agreement Manager and any other related services.
In particular, EUF decides autonomously the purposes and methods of Processing the Personal Data it collects in relation to such platform, acting to provide the Services to HEIs and users.
Therefore, considering the above, there is no need for any data processing agreement between EUF on the one hand and HEIs or users on the other hand. Nor can these T&Cs be considered as such, although, for the purposes of complementarity and clarity, they contain specifications and commitments related to the protection of Personal Data in relation to the Erasmus Dashboard platform, and the Accounts and Services related thereto.
Consent to use of submitted material
By submitting data or pieces of information on the Erasmus Dashboard, users grant EUF a non-exclusive, royalty-free, perpetual, worldwide licence to use the submitted material in relation to the Erasmus+ experience and organizational matters. Users 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.
Consent to communication
The information users publish on Erasmus Dashboard is not necessarily anonymous. In particular, contact information related to any Account may be freely accessed and used for communications strictly related to the Erasmus Dashboard or the OLA by users, HEIs, or EUF.
EUF may at any time contact the users in order to request more information about the data they submitted upon the registration of the Accounts, to ensure that the validation procedure in line with the highest security standards, or to handle any potential issues, obstacles, or concerns that may arise.
Security
EUF makes good faith efforts to maintain information collected in relation to the Services in a secure operating environment that is not available to the public and is accessible only by authorized employees, agents or contractors, and verifies the identity of registered users before they can access any information stored in relation to the Erasmus Dashboard platform.
Choice of Law and choice of Forum
Any dispute related to the present T&Cs concerning their application, binding nature, interpretation, whether directly or indirectly, shall be governed by the law of Luxembourg.
In case any such dispute cannot be settled amicably between the users and EUF, it shall be submitted to the exclusive jurisdiction of the courts of Luxembourg.
Contact Information
European University Foundation (RCS Luxembourg G190)
Château de Munsbach, 31,
rue du Parc, 5374 Munsbach, Luxembourg
Web: www.uni-foundation.eu
If users have any questions about the present T&Cs or wish to withdraw their approval thereof, they may contact EUF at the following address: dashboard@uni-foundation.eu.
Any withdrawal or termination in relation to a specific user of these T&Cs, or the Erasmus Dashboard in general, will not affect in any way the responsibilities that have arisen upon users up to that point, or in any case the responsibilities that may arise in the future in relation to activities carried out or events occurring during the pendency of the application of these T&Cs to such users.
Please note that any link to sites or applications of third parties on EUF website, on the Erasmus Dashboard platform, or in the related legal documentation does not constitute sponsorship or affiliation between such third party and EUF unless explicitly indicated otherwise.
Update of T&Cs
The present T&Cs are subject to change and update. Any information on such updates will be announced on the Erasmus Dashboard website and will also be communicated to all users by notice available on the platform before the change becomes effective.
Last updated: 27 April 2021