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Account - the primary means of accessing to the non-public portions of Erasmus Dashboard the Online Learning Agreement platform and for using the Services. The term Account includes your the Student’s personal profile and is used to identify you them as well as to provide you them 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.
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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.
Organisation – the entity which accepts/receives a student for traineeship.
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.
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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, Student - a natural person applying to study at an HEI, using the OLA system, namely via the Online Learning Agreement platform or any Services.
User- Student, HEI or an Organisation.
Terms & Conditions
This document (T&Cs) contains the description of the terms and conditions of use of the Erasmus Dashboard Online Learning Agreement platform 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.
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.
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:
As further detailed below, these T&Cs apply to Students being registered users of the Online Learning Agreement platform (Registered Users), as well as to HEIs and Organisations who access the platform for the purposes of signing and executing OLAs (Unregistered Users, and jointly with the Registered Users, simply Users).
Acceptance of T&Cs
When creating an Account on the OLA platform, Students are explicitly asked to accept these T&Cs. If for any reason this is not the case, accessing an Account held at the OLA platform, uploading data to any Account, and/or using any of the Services connected to the OLA platform will still be considered as implicit acceptance of these T&Cs. This includes the access to any documentation or data within the platform for the purposes of signing and executing an OLA, with regards to Unregistered Users.
Please also note that acceptance of these T&Cs also implies that you have read, understood and accepted the OLA platform Privacy Policy, which can be found at the following link.
By accepting this T&Cs, and the connected Privacy Policy, the physical persons acting on behalf of an HEI or Organisation represent that they are acting on behalf of such entity and that they either have the legal authority to also bind them to the present T&Cs or the authority to act in the manner and within the limits arising from the permissions and delegations delegated to them, thus binding the relevant HEI or Organisation to the T&Cs.
Please note that these T&Cs are also intended to define certain obligations, commitments and allocations of responsibility between the Provider and the HEIs and Organisations from a Data Protection perspective.
Access to the OLA platform
The Online Learning Agreement platform is open to the following categories of Users:
1) Erasmus+ Students participating in EU funded study mobility programs from and to HEIs being Erasmus Charter for Higher Education holders.
2) Students participating in EU funded traineeship mobility programs to Organisations.
3) HEIs whose Student is participating in a mobility program or which are the recipient of a Student participating in a mobility program.
4) Organisations which are the recipient of a Student participating in a traineeship mobility program.
Students under both categories 1 and 2 may only be individuals of legal age or individuals under their country legal age of majority who have nonetheless obtained specific consent, pursuant to their applicable legislation, to participate in the aforementioned programs.
Users under categories 3 and 4 have a limited access to the platform, limitedly to the necessity to sign and execute the agreements. In particular, the signatory HEIs may access the platform only after receiving the to-be-signed agreement from the relevant Student; and the signatory Organisations may access the platform only after receiving the to-be-signed agreement from the relevant Student and HEI.
Each User is fully responsible for the truthfulness and ongoing updating of all information relating to themselves, regardless of them being a Registered or Unregistered User, as well as the truthfulness of all information uploaded by them, regardless of who such information relates to.
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 reference persons of the HEIs and Organisations having access to the Online Learning Agreement platform, as well as the fact that such persons have the power to commit themselves on behalf of said HEIs or Organisations.
Use of the Online Learning Agreement 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.
HEIs and Organisations are directly responsible for keeping any uploaded data relating to them up to date. This also applies with regards to their contact data, or any other data uploaded in relation with the Online Learning Agreement platform or in general the Services. In case of failure to update the contact data of any entity, EUF will have the right, at its sole discretion, to continue to consider the person indicated as the contact person for the relevant HEI or Organisation, and therefore also able to commit said HEI or Organisation towards EUF.
Students’ data correctness in on the other hand direct responsibility of the uploading entity, whether the same Students or another User, but keeping such data up to date is responsibility of the relevant Student.
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 Online Learning Agreement 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.
Users must immediately notify EUF at support@erasmusapp.eu of: (a) any Account-related abuse; (b) the unauthorized disclosure, use and distribution of their Account credentials by or to any third party.
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.
Notwithstanding the above disclosures, EUF reserves the right at any time to request confirmation and/or proof of identity of the individuals associated with any Accounts, also in order to ensure that there is no unauthorised access to the Online Learning Agreement platform.
Each User is solely responsible for (and ensures) the following:
- If they are uploading Personal Data regarding a different individual, they obtained consent and permission 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, 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 Online Learning Agreement platform, after the upload of the above-mentioned Personal Data, in full compliance with the mentioned Privacy Policy. Conversely, any 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.
- 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 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, 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 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 Users 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 usersUsers.
Use of the Erasmus Dashboard Online Learning Agreement 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) Users agree to hold EUF and any person or entity attributable to it, as well as the entities operating the Erasmus Dashboard platformOnline Learning Agreement platform and the services, 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.
EUF also cannot be held responsible for the improper or illegal use of accessible information of users by other users.
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 usersUsers.
EUF shall not be liable for any loss, damage or personal injury to any user User or HEI or their property or other caused or suffered in connection with the use of the Erasmus Dashboard Online Learning Agreement platform or related Services, or related to any information collected therein. By accepting these T&Cs, users and HEIs Users 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 User, Users are required to promptly notify EUF at the email address dashboard@uni-foundation support@erasmusapp.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 reference person of such Account terminates such Account; (ii) the relevant HEI submits a request to terminate the Account to the email address dashboard@uni-foundation.euEUF determines that such Account has become inactive or in any case that there are no longer reasons to keep the relevant data stored; or (iii) EUF determines to sanction a violation of these T&Cs by terminating such Account.
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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 Online Learning Agreement platform 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 servicesServices.
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 Users, while HEIs and users.Organisations act autonomously with regards to any Data which is communicated to them. The EUF has no responsibility nor power over the Processing carried out by HEIs and Organisations with Data they have or receive.
Therefore, considering the above, there is no need for any data processing agreement between EUF on the one hand and HEIs or users Organisations 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
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communication
The information Users publish on Online Learning Agreement platform is not necessarily anonymous. In particular, contact information related to any Account may be freely accessed and used for communications strictly related to the Online Learning Agreement platform by Users 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 or in any other instances, 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 Users before they can access any information stored in relation to the Online Learning Agreement platform.
Users are nonetheless ultimately responsible for the security of their login ID and password and they must take care when using and storing them. We recommend that they do not divulge their password to anyone, that they log out of their accounts at the end of each computer session to ensure that others cannot access their personal information, especially if they share a computer with someone else or are using a computer in a public place. Users shall not forget that they are fully responsible for the use of their accounts.
Google Login and eduGAIN
When users access the Services using their Google login or eduGAIN dataset, EUF only uses the relevant API to verify their account and ensure security of their data. EUF only fetches the authentication data and never uses any of the users’ personal information for purposes beyond the limited and express purpose of the Services experience without getting specific opt-in consent from them.
EUF will tendentially not use stale data. We can cache or store data we have obtained through the Google or eduGAIN API but to the extent reasonably possible within the context of the Services we will use updated data recently fetched in order to ensure the proper coordination of Services based on the specifications communicated by individual users.
EUF will not attempt to discover the identity of any Google or eduGAIN user unless the user consents to share their identity via the Google-approved authorisation procedure or any similar feature. This prohibition includes identifying users by correlating Google button reporting data from Google with any other data owned.
Further information regarding Google Login is present on the Privacy Policy related to the Online Learning Agreement platform and on Google’s websites
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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
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In case any such dispute cannot be settled amicably between the users Users and EUF, it shall be submitted to the exclusive jurisdiction of the courts of Luxembourg.
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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 the may contact EUF at the following address: dashboard@uni-foundatione-mail address support@erasmusapp.eu.
Any withdrawal or termination in relation to a specific user User of these T&Cs, or the Erasmus Dashboard Online Learning Agreement platform in general, will not affect in any way the responsibilities that have arisen upon users 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 usersUsers.
Please note that any link to sites or applications of third parties on EUF website, on the Erasmus Dashboard Online Learning Agreement platform, or in the related legal documentation does not constitute sponsorship or affiliation between such third party and EUF unless explicitly indicated otherwise.
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The present T&Cs are subject to change and update. Any information on such updates will be announced on the Erasmus Dashboard Online Learning Agreement website and will also be communicated to all users Users by notice available on the platform before the change becomes effective.
Last updated: 27 April 24 June 2021