In the course of processing personal data collected for the purposes of executing the Erasmus Mundus Masters Program in Public Policy - Mundus MAPP (“Program”), the Mundus MAPP Consortium (“Consortium”) institutions, consisting of Central European University (Budapest), Institute of Social Studies of Erasmus University Rotterdam (The Netherlands), Institut Barcelona d’Estudis Internacionals (Spain) and the University of York (United Kingdom) (“Institutions”) are committed to preserving the privacy of natural persons participating in the Program. As the management of the Program will require the recording and further processing of personal data by the Institutions, all personal data are dealt with in accordance with the applicable European data protection laws.
The following privacy statement outlines the policies by which the Consortium and the Institutions collect, manage and use the personal data in the context of managing the Program.
1. Who is responsible for collecting and processing of personal data (data controller)?
The data controllers are (“Data Controllers”):
Central European University
mundusmapp [at] ceu [dot] edu
International Institute of Social Studies of Erasmus University Rotterdam
studentoffice [at] iss [dot]nl
Institut Barcelona d’Estudis Internacionals
Mmapp [at] ibei [dot] org
University of York
records-manager [at] york [dot] ac [dot] uk
2. What personal data are processed?
Personal data processed concern the persons who participate in mobility projects in the context of the Program managed by the Consortium. Some data may be mandatory and some data may be optional.
The personal data processed are:
• Personal and contact information: name, gender, date and place of birth, citizenship, place of residence, disability status, emergency contact, full contact details, qualifications and academic records, employment data, passport number, passport dates of issue and delivery, passport country of issue, name and contacts of referees.
The application form also requires the upload of the photo page of the passport.
• Data related to the course and scholarship/fellowship: course title*, category of scholarship*, academic ranking*, subject of study/research topic, type of person (student/scholar/guest lecturer/staff/doctoral candidate/post-doctoral)*, institution delivering previous degree*, university of origin*, country of university of origin*, hosting institutions*, arrival date in hosting institution*, departure date from hosting institution.
In addition, during the mobility phase, the Consortium is requested to report to the Education, Audiovisual and Culture Executive Agency (“EACEA” or “Agency”) of the European Commission on:
• The number of payments
• The amounts received by recipients
• The number of ECTS acquired
• Graduation date
• Name of degree(s) obtained
• Type of degree
• Mobility data (time periods spent in each institution and type of activity)
3. For what purpose do we process your data?
The processing of personal data by the system is necessary for:
• The efficient management of the projects by the Consortium, in particular for the financial follow-up and monitoring of the grant agreements;
• Statistics which feed into the political priority setting and policy initiatives taken by the Commission and may be published on the website of the Institutions, the Consortium and/or of the Agency. The Consortium and the Institutions will prepare statistical information that only contains anonymous information on the individuals included (such as nationality and gender);
• Specific activities linked to the implementation of the Program (e.g. the support to students' visa requests or the organisation of pre-departure briefings). For this purpose a limited set of information about the individuals included (such as name, nationality, gender and email address) may be provided to the European Commission services, the EU Delegations, the Erasmus+ National Agencies and National Erasmus + Offices;
• The support of the Erasmus Mundus Students and Alumni Association (EMA). For this purpose a limited set of information about the individuals included (such as names, nationality, gender and email address) may be transferred to the European Commission or directly provided to EMA.
4. Who has access to your personal data and to whom may it be disclosed?
For the purposes detailed above, access to personal data is given to the following recipients:
• Consortium, Institutions
• Education, Audiovisual and Culture Executive Agency staff
• European Commission and European External Action Service staff
• Erasmus+ National Agencies: a limited set of information (name, nationality, gender and email address)
• National Erasmus+ Offices: a limited set of information (name, nationality, gender and email address)
• African Union Commission and ACP Secretariat: a limited set of information (such as name, nationality, gender and email address)
• Erasmus Mundus Students and Alumni Association: a limited set of information (such as name, nationality, gender and email address)
• In case of control or dispute, the bodies charged with a monitoring or inspection task in application of Union law (e.g. Internal Audit Service, European Commission, OLAF, EU Courts etc.).
No personal data is transmitted to parties which are outside the recipients and the legal framework mentioned. The Consortium and the Institutions will not share personal data with any party not identified in this statement.
5. How do we protect and safeguard your information?
The collected personal data and all related information are stored on the premises and on servers of a computer center of the Data Controllers. The Data Controllers’ premises and operations of all computer centers abide by the data protection provisions as applicable in the European Union .
6. How can you exercise your rights, such as the right of access and rectification of data concerning you?
For the exercise of your rights, such as the right of access and the right to rectify any inaccurate or incomplete personal data, please contact any of the Data Controllers by explicitly specifying your request.
7. How long do we keep your personal data?
Personal data should stay in the system during the lifetime of the Program and the reporting for projects linked to this.
Your personal data are kept for the following periods
• Files relating to grant procedures, including personal data, are to be retained in the service in charge of the procedure until it is finalized, and in the archives for a period of 10 years after the closure of the grant agreement.
• Until the end of a possible audit, if started before the end of the above mentioned period.
•After the period mentioned above has elapsed, the files containing personal data are sampled to be sent to the historical archives of the Commission for further conservation. The non-sampled files are destroyed.
8. Your right to have recourse in case of conflict on any personal data issue
In case of conflict on any personal data protection issue you can address yourself to the Controller at the above mentioned addresses and functional mailboxes. You can also contact EACEA's Data Protection Officer at the following email address: email@example.com.
You may lodge a complaint with the European Data Protection Supervisor at any time (website http://www.edps.europa.eu; e-mail: firstname.lastname@example.org).
9. Legal bases of the processing
Commission Implemention Decision (2013/776/EU) of 19 December 2013 establishing the ‘Education, Audiovisual and Culture Executive Agency’ and repealing Decision 2009/336/EC.
Commission Decision C(2013) 9189 of 18.12.2013 delegating powers to the Education, Audiovisual and Culture Executive Agency with a view to performance of tasks linked to the implementation of Union programmes in the field of education, audiovisual and culture comprising, in particular, implementation of appropriations entered in the general budget of the Union and of the EDF allocations as last amended by the Commission Décision C(2016)1851 of 31.3.2016.
Regulation (EU, Euratom) N° 966/2012 of the European Parliament and of the Council of 25.10.2012 on the financial rules applicable to the general budget of the Union (OJL298 of 26.10.2012) as amended by Council Regulation (EU, Euratom) 547/2014 (OJ L163 of 29.05.2014) and Council Regulation (EU, Euratom) 2015/1929 (OJ L286 of 30.10.2015).Commission Delegated Regulation (EU) N°1268/2012 of 29.10.2012 on the rules of application of Regulation (EU, Euratom) N°966/2012 of the European Parliament and of the Council on the financial rules applicable to the general budget of the Union (OJL362 of 31.12.2012) as amended by Commission delegated Regulation (EU) N° 2015/2462 (OJ L342 of 29.12.2015). Decision No 1298/2008/EC of the European Parliament and of the Council of 16 December 2008 establishing the Erasmus Mundus 2009-2013 action programme for the enhancement of quality in higher education and the promotion of intercultural understanding through cooperation with third countries (OJ L 340, 19/12/2008).
Council Decision 2006/910/EC (OJ L 346 of 9 December 2006) between the European Community and the United States of America renewing the 2000 Cooperation programme in higher education and vocational education and training originally established under the 1995 Agreement Between the European Community and the United States of America establishing a Cooperation Programme in Higher Education and Vocational Education and Training.
Council Decision 2006/964/EC of 18 December 2006 (OJ L 397 of 30 December 2006 on the conclusion of the Agreement between the European Community and the Government of Canada establishing a framework for cooperation in higher education, training and youth.
Council Regulation (EC) No 1934/2006 of 21 December 2006 (OJ L 405/41 of 30 December 2006 establishing a financing instrument for cooperation with industrialised and other high-income countries and territories.
Commission Decision of 22/12/2010 on the Annual Action Programme 2010 in favour of Intra-ACP Cooperation to be financed from the 10th European Development Fund (C(2010) 7243 final)
Regulation (EU) N° 1288/2013 of the European Parliament and of the Council of 11.12.2013 establishing 'Erasmus+': the Union programme for education, training, youth and sport (OJ L347, of 20.12.2013, p. 50).
Commission implementing Decision C(2015) 7705, of 13 November 2015 on the Annual Action Programme 2015 for the Pan-African Programme to be financed from the general budget of the European Union, Annex 5.
Commission implementing Decision C(2016) 4513, of 19 July 2016, on the Annual Action Programme 2016 for the Pan-African Programme to be financed from the general budget of the European Union, Annex 1.
This project has been funded with support from the European Commission. This communication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.