Erasmus+ and European Solidarity Corps decentralised actions managed by the National Agencies

Data controller: Directorate-general for Education, Youth, Sport and Culture, Unit B.4 - Erasmus+ Coordination

Version: 2023/06/02

FYI: Privacy notice

Why and how do we process your personal data?

We process your personal information for the following reasons:

Authentication and authorisation

• provide access to IT tools with authentication mechanism EU Login; please check the specific privacy statement for EU Login for more details
• manage access to IT tools with the authorisation mechanisms offered by the European Commission's Identity and Access Management Service tools, such as EU Access and Secunda+
• manage access to programme reporting tools for National Agency staff and National Authority representatives

Organisation registration

• allow organisations to register so they may participate in the Erasmus+ and European Solidarity Corps actions managed by National Agencies; in this case, we collect information about the organisation's contact persons, legal representatives and other individuals linked with organisations; in some cases, the organisation name may
• reveal identifiable data of a physical person
• identify applicant organisations requesting an EU grant for a project under Erasmus+ and the European Solidarity Corps actions managed by National Agencies
• send emails to contacts or authorised users of organisations registered in the Organisation Registration System - these emails include a confirmation of organisation registration, confirmation of adding or removing authorised users, confirmation of successful update of organisation information
• allow National Agencies in charge of the management of Erasmus+ and the European Solidarity Corps to manage (for example, to add or modify) organisational data, including the personal data of contact persons and authorised users (based on consent)

Submission of application and management of grant applications and projects

• facilitate the submission of applications for the different Erasmus+ and European Solidarity Corps actions managed by the National Agencies
• manage details of the projects funded by its programmes Erasmus+ and European Solidarity Corps (such as mobility projects, cooperation projects, and policy support actions), including the achievement of the project objectives, the number and type of participants and budgetary and financial aspects; personal data used in this
• processing will include the contact persons and legal representatives of organisations taking part in projects, the project managers of the National Agencies supervising the project and other persons involved in the grant application submission, assessment and management
• send emails to confirm submission of the grant application, confirmation of the award of the grant, invitation to the Beneficiary Module to manage the project and other automated notifications from the various IT systems of the European Commission or the National Agencies for Erasmus+ and European Solidarity Corps
• manage the selection procedures under Erasmus+ and European Solidarity Corps actions managed by National Agencies
• management of a pool of experts assessing grant applications
• fulfil the obligations and responsibilities relating to monitoring, evaluation, reporting and auditing
• make information about grant award results available to the public via publications on websites of the Erasmus+ and European Solidarity Corps National Agencies; this data may contain personal data of natural persons and informal groups of young people
• assess the impact of Erasmus+ and European Solidarity Corps programme participation on beneficiary organisations and acquire a better knowledge of participating groups to fine-tune outreach strategies
• disseminate the project results together with personal data of contact persons through the appropriate Erasmus+ and European Solidarity Corps IT tools (Project Results Platform); consent will be requested from the contact persons before publishing their contact data (see Project Results Platform specific privacy statement for more information)
• data of persons marked as "learning managers" in the Beneficiary Module, who are responsible for the management of the language courses or assessments for the participants, will be transferred to the EU Academy platform and will be processed by the EU Academy after the person's consent; all processing activities will be conducted in line with the privacy statement of the EU Academy platform (see EU Academy e-learning platform privacy statement for more information)
• personal data of National Agencies' users monitoring the activities of participants in language courses or assessments will be transferred to the EU Academy platform and will be processed by the EU Academy after the person's consent; all processing activities will be conducted in line with the privacy statement of the EU Academy platform (see EU Academy e-learning platform privacy statement for more information)
• transfer data on the Accreditation and Quality Label of the European Solidarity Corps to the European Youth Portal; consent will be requested from the contact persons before publishing their contact data (see European Youth Portal specific privacy statement for more information)

Management of Erasmus+ and European Solidarity Corps participants' data

• manage participating organisations in the project to ensure monitoring and follow-up;
• provide reporting and accountability via statistics collected from the project and the answers provided by the beneficiary or participants
• invite participants and manage the individual participant surveys and provide statistics on the answers provided, which is essential to demonstrate how the project funds have been used and how the programme objectives have been achieved
• provide support to future participants in the programmes (based on consent, i.e., on a voluntary 'opt-in' basis)
• provide testimonials on participation in the programmes to the general public (based on consent, i.e., on a voluntary 'opt-in' basis)
• participation in online language courses: in this case, data of participants taking language courses or assessments will be transferred to the EU Academy platform and will be processed by the EU Academy based on the participant's consent; registration for the course, tracking progress, awarding badges and other processing activities will be conducted in line with the privacy statement of the EU Academy platform (see EU Academy e-learning platform privacy statement for more information)

European Commission, National Agencies and National Authorities as mandated by Art.24(3) of Regulation (EU) 2021/817 of the European Parliament and of the Council of 20 May 2021 establishing Erasmus+: the Union Programme for education and training, youth and sport, are obliged to conduct evaluation of the programme. For this purpose, the participants, applicants and beneficiaries may be contacted by email or phone (in case the phone number data was collected) to obtain information about the programme and results of the programme participation.
For programme evaluation the European Commission, National Agencies and National Authorities may use subcontractors. The details of the subcontractors, if any, are available at the list of processors linked from this privacy statement.

Your data will be processed by the European Commission's IT systems and processors' IT systems - the National Agencies for Erasmus+ and European Solidarity Corps and grant beneficiaries. The processing of your data by the processors is in line with Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018. The processors' obligations are described in Articles 29, 30 and 31 of the Regulation.