How we use your information

In order to facilitate your participation in the Erasmus+ scheme, including providing financial support, recognising learning and/or experience obtained overseas and arranging insurance cover, the University processes your personal information. The University will send you forms specific to the element of Erasmus+ to which you are applying that contain detail on the information required.

Personal data

Personal data will vary according to circumstances, but will normally include your personal identifiers (name, address, contact information, date of birth etc), information on your studies or employment background and information concerning your proposed exchange.

This information will be shared between the University and the host institution to facilitate your Erasmus+ placement. Your information may also be shared between the EU and its national agency further to the administration of the scheme, subject to the terms noted below.

Special categories personal data

You will be asked to provide information on disability or health so that adjustments can be made and insurance arrangements considered appropriately. Insurance arrangements remain with the University of Dundee. Where adjustments for disability or similar are required, this may be shared with your host institution.

Lawful processing

Depending on the data being processed and why, the lawful basis for its processing will vary. However, in general:

  • Information concerning employment or studies – further to the contract between you and the University and the University’s official authority.
  • Information concerning insurance or disability adjustments – further to the University’s rights and obligations in the field of employment and social security and social protection law.

Other reasons may apply, depending upon individual circumstances. For more information please see the information published online at www.dundee.ac.uk/information-governance/dataprotection.

Data controller

The University of Dundee is the data controller for the information it normally holds about you, subject to your student Terms and Conditions of Registration or Contract of Employment. Your information is held in the University’s systems and services as normal. Privacy notices for students and staff are available at www.dundee.ac.uk/information-governance/dataprotection.

Your host institution will also be the data controller for some of your information, further to their own privacy notices and terms and conditions. You should refer to their privacy information for more information.

Concerning the administration of the Erasmus+ scheme, the European Union is the data controller, the British Council (as national agency) is the data processor and the University is a sub-processor on their behalf. This allows the scheme to be administered and funds to be allocated. This arrangement is governed by a grant agreement which includes clauses on data protection. You can see that here - https://ec.europa.eu/programmes/erasmus-plus/sites/erasmusplus2/files/2018-model-grant-agreement_1/general-mono-beneficiary-grant-agreement_en.pdf.

Your rights

The University respects your rights and preferences in relation to your data. If you wish to update, access, erase, or limit the use of your information let us know by emailing goabroad@dundee.ac.uk and the University will consider your request appropriately.

Where the University acts as a data processor, it may need to refer to other partners in responding to your request.

Where your host institution acts as data controller, you may need to refer to them directly. 

If you wish to complain about the University's use of your information please contact the University's Data Protection Officer in the first instance by emailing dataprotection@dundee.ac.uk. You may also wish to contact the Information Commissioner’s Office.