SPECIFIC PRIVACY STATEMENT – Erasmus Mundus Students and Alumni Association

Introduction
Under the contract with the Directorate General for Culture and Education of the European Commission, the present terms of use may be updated by the Service Provider of the Erasmus Mundus Students and Alumni Association (EMA) or by EMA without any prior notice. The most current version of the terms of use can be reviewed at any time. Every member of EMA automatically accepts the present Terms of Use by accepting the membership with EMA and by registering to the Community Portal.

Description of service
The service provider currently provides the members of Erasmus Mundus Association with a variety of services, including but not limited to: website support, conceptualisation and development of EMA’s community portal, administrative and financial management, events management, promotion and information support.

Privacy Statement
As the Commission service collects and further processes personal data, it is subject to Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC (Text with EEA relevance).

Context and Controller
What personal information do we collect, for what purpose, under which legal bases and through which technical means?
The information collected at the time of registration is limited to the data necessary for identifying and confirming the eligibility of the EMA member information pertaining to present location and/or profile.
Types of personal data
The information which is collected can relate to the following data:
o First name
o Middle name(s)
o Last name
o Education degree (Academic title and institution)
o Birth date
o Nationality
o Gender
o Contact details (e-mail address, current home address)
o Current employment status and sector
In addition to the above, the user may provide additional information such as details of current job, department, research areas if any, contact details, social accounts and personal website and other such information which will assist the user in networking with other users.

Purpose
The Directorate-General for Education, Culture, Youth and Sport (DG EAC) is in charge of the Erasmus Mundus Program. Since every year new students of the Erasmus Mundus Joint Master Degree (EMJMD) are eligible members for EMA, being able to contact past and present beneficiaries enables the Commission to conduct surveys and follow their careers, thus assessing the impact of the/their programmes in the long term. Such assessment is both an obligation and a useful policy tool allowing EMA to improve, connecting students and alumni, disseminating relevant information and enabling EMA to fulfil its obligations under the law for being an international non-profit making association (AISBL). It also allows registered users to network amongst themselves and to become aware of the activities and projects being undertaken by EMA.

Legal bases
The legal bases for the processing operations on personal data are:

  • You have accepted the provisions of these terms of use, published and available at the time of registering with the Community Portal;
  • It is necessary for the performance of public interest tasks, including but not limiting to servicing and improving networking among the beneficiaries of EU funded mobility programmes.
  • Regulation (EU) No 1288/2013 of the European Parliament and of the Council of 11 December 2013 establishing “Erasmus+”: the Union programme for education, training, youth and sport (2014-2020).
  • Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC (Text with EEA relevance).

Who has access to your personal data and to whom is it disclosed?
Access to your personal data is granted to selected European Commission personnel and select EMA personnel. With your agreement, other EMA members will be able to see your contact information and other relevant information you chose to make public in the EMA Community Portal.

How do we protect and safeguard your information?
The collected personal data is saved on servers of an external IT company acting as a data processor under contract for the European Commission (EC). The company shall act only on instructions from the European Commission; shall comply with the obligations set out in the Regulation (EU) 2018/1725 and all the concerned operations abide to the European Commission’s security decision of 16 August 2006 [C(2006) 3602] concerning the security of information systems used by the European Commission.

How can you verify, modify or delete your information?
You can modify or correct your personal data within your profile details. In case you wish to verify which personal details stored in the community portal or would like some data or your complete community profile to be deleted, please contact us via it-support@em-a.eu.

How long do we keep your personal data?
The data will be retained as long as EMA exists or until you decide to erase your data.

Contact information
For any questions related to your rights, feel free to contact EMA, explicitly specifying your request. Users can contact the community controller by sending an email to service@em-a.eu. Any information relating to processing of your personal data is detailed in the register of the Data Protection Officer of the Commission:
http://ec.europa.eu/dataprotectionofficer/register/index.cfm?TargetURL=D REGISTER

Technical Support
EMA Service Provider: it-support@em-a.eu
Hotline: +49 221 139319-0
(Monday to Friday, 09:00 to 18:00 hrs CET)

Ressource
In case of conflict, complaints can be addressed to the European Data Protection Supervisor: http://www.edps.europa.eu

Cookies
We use cookies on members.em-a.eu. Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows the website or a third-party to recognize you and make your next visit easier and the experience more useful to you. Cookies can be “persistent” or “session” cookies.
When you use and access the website, we may place a number of cookie files in your web browser. We use cookies for the following purposes: to enable certain functions of the website, to provide analytics, or to store your preferences. We use both session and persistent cookies on the service, and we use different types of cookies to run the website.
Essential cookies:
We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.
Third-party cookies:
We may also use various third-parties’ cookies to report usage statistics of the website.

You can reject cookies. Please do so within your browser settings. If you would like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser.
Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all of the features we offer, you may not be able to store your preferences, and some of our pages might not display properly.

You can learn more about the cookies here: http://www.allaboutcookies.org/

Content
All information, data, messages or other materials, whether publicly posted or privately transmitted, are the sole responsibility of the person from whom such content originated. The Service Provider is not responsible for all content that the members post, email, transmit or otherwise make available via the site. Profile information is available to other registered users of EMA. The Service Provider is not liable for any content of the messages sent by a user to other members of the community. The Service Provider reserves the right not to be responsible for the topicality, correctness, completeness or quality of the information provided. Liability claims regarding damage caused by the use of any information provided, including any kind of information which is incomplete or incorrect, will therefore be rejected. Parts of the pages or the complete publication including all offers and information might be extended, changed or partly or completely deleted by Service Provider without separate announcement.

While the community portal (website) is financed by the European Commission, the contents do not necessarily reflect the official position of the European Commission.

Contracting Body:
European Commission Directorate General for Education and Culture Directorate Lifelong Learning: Education & Training, Programmes and Actions B-1049 Brussels

Membership
In accordance with EMA Statute, membership  is granted upon registration to:

  • Erasmus Mundus Master Courses (EMMC) students and graduates (ACTION 1 of the Erasmus Mundus programme)
  • Erasmus Mundus Joint Doctorates (EMJD) students and graduates (ACTION 1 of the Erasmus Mundus programme)

Registration
Registration to EMA is based on manual identity check, therefore the Service Provider reserves the right to request additional information proving the Erasmus Mundus status of an applicant.
The EMA community offers a password protected area only accessible for EMA members. In consideration of the use of this service, the members agree to: provide true, accurate, current and complete information about themselves as prompted by the registration from and maintain and promptly update your information to keep it true, accurate, current and complete. If a member provides any information that is untrue, inaccurate, not current or incomplete, or the Service Provider has reasonable grounds to suspect that such information is untrue, inaccurate, not current or incomplete, the Service Provider reserves the right to suspend or terminate the member's account and refuse any and all current or future use of the EMA site.

By registering with EMA the member is automatically added to the newsletter mailing list. The members can unsubscribe to the Newsletter anytime by using the relevant link present at the end of the Newsletter.

Member account and security
For EMA members to sign up to the community portal, they use a valid e-mail address as user name and receive an automatically generated password by e-mail. This password can be changed at any time via the "Change password" function. Likewise, the mail address can be changed from within the community portal. Members are responsible for maintaining the confidentiality of the username and password and are fully responsible for all activities that occur under the corresponding account. Member shall immediately notify the Service Provider of any unauthorized use of password or account or any other breach of security and ensure that you exit from your account at the end of each session. The Service Provider cannot and will not be liable for any loss or damage arising from the failure to comply with this section.

Referrals and links
This website may provide, or third parties may provide, links to other World Wide Web sites or resources. The Service provider is not responsible for the availability of such external sites or resources and does not endorse and is not responsible or liable for any content, advertising, products, or other materials on or available from such sites or resources. The Service Provider shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods or services available on or through any such site or resource. If any legal violations become apparent the respective links will be removed as soon as possible.