Privacy policy

The European Commission, Directorate-General for Education, Youth, Sport and Culture ("DG EAC"), the Education, Audiovisual and Culture Executive Agency ("EACEA") and EUN Partnership (“EUN”) as a service provider of EACEA are committed to preserving your privacy.

The School Education Gateway platform collects and further processes personal data in accordance with Regulation (EU) No 2018/1725 on the protection of personal data by the Union institutions, bodies, offices and agencies[i] (“the Data Protection Regulation”). All data is collected in a database hosted within the European Union.

We value your trust and want to make sure that you understand our policies and practices regarding the protection of your data within the School Education Gateway platform.

1. Who is responsible for processing your personal data (data controller)?

The data controller is the Education, Audiovisual and Culture Executive Agency, Avenue du Bourget 1, BE-1149 Brussels.

The person designated as being in charge of the processing operations is: 

Head of Unit A5 of EACEA 
Education Audiovisual and Culture Executive Agency
Avenue du Bourget 1, BE-1049 Brussels
Email: eacea-eplus-etwinning@ec.europa.eu

2. Which personal data are processed and how?

A. User profile: Personal and organisation information

The following personal data are processed in the context of School Education Gateway when a user creates an account for the platform.

If they so choose, members can also become affiliated to one or several organisations.

The following table shows which data is mandatory and optional from individuals and from organisations when registering at the School Education Gateway.

Personal information Organisation information
Mandatory First name
Last name
Email
User type
Country
Organisation name
Address
City
Postal code
Country
Region
Type
PIC (Participant Identification Code)
Contact person (link with an existing user profile)
Optional Image Description
Website URL
Facebook URL
Twitter URL
LinkedIn URL
Image

B. Information from participation in online courses

School Education Gateway offers users the opportunity to participate in online courses through its Teacher Academy. Enrolment for an online course requires creating a user account at the School Education Gateway (see above), but no additional personal information is required.

As part of an online course, the following data can be collected including personally identifiable information:

  • Student-generated content, such as submitted assignments, peer-graded assignments and peer-grading student feedback.
  • Course data, such as student responses to quizzes, forum entries and surveys.
  • Information such as comments, photos, videos and other resources, shared through public forums (or similar third-party communication tools such as Padlet or Tricider). These forums can be on the platform or they can be embedded in or linked to from the platform.
  • The use of external, third-party tools is optional as part of the online courses. These tools are managed by third-party websites applying their own privacy policies. By registering to them the participants accept that their personal data will be processed by these third parties (as controllers). We advise you to consult the respective Privacy Policies of these third-party websites for more detailed information.

Any information made available in forums and other discussion tools will be visible on the platform to the other participants of the online course and in some cases outside of the platform. Participants are always advised to be careful when posting any personal or sensitive information and ensure they have the relevant permissions to share any resources such as images.  

C. Information from third-party websites or services

School Education Gateway may receive personally identifiable information when users access or log in to a third-party website that displays information on the platform, e.g. Facebook, Twitter, or Padlet. This may include text and/or images available from the third-party website.

School Education Gateway also receives personally identifiable information (specifically user’s name, user’s unique ID at the third-party website and user’s email address) from a third-party website if the user logs in using the authorisation mechanism of the third-party website: Facebook, Twitter, Google or LinkedIn.

Third-party websites providing online course-related tools and services such as online quizzes, peer-marking mechanisms or social media functionality to the users may also collect personally identifiable information regarding the individual’s use of that partner site while engaged with such online course-related activities. The third-party websites may share that data with the School Education Gateway for the purpose of improving School Education Gateway’s services, the third-party website’s services, and the individual’s education experience. This data includes information such as the amount of time spent on the partner site and pages viewed. The use of such tools is always optional as part of the online courses.

D. Other data

Users may also choose to post public comments on the articles published on the platform. They may also choose to post public comments, reviews or listings under the Erasmus+ Tools (Course Catalogue, Mobility Opportunities and Strategic Partnerships) in which case these Terms and Conditions apply. In all these cases, members can submit information for the purpose of publishing their comments, reviews or listings.

Users should note that administrators can access users’ messages and notifications on the platform for the purpose of troubleshooting.

Users may also take part in polls or webinars or sign up to specific mailing lists. In these cases, users submit information for the purpose of participating in such initiatives.

Information such as a user's IP address, Internet service provider (ISP), Web browser, operating system, approximate times of use, referring site, specific user interactions with the systems’ functionality and any similar data exchanged between a user’s computer and the servers of the School Education Gateway platform will be collected. These will not be linked to specific user accounts except to trace specific user activity in case of suspected infringement of the Terms and Conditions.

Finally, aggregated statistics will be collected regularly, including, but not limited to, the number of users during a specific period, courses chosen by users, and account usage.

3. For which purposes do we process your data? 

The processing of personal data is necessary to:

  • Allow registrants to use platform services such as:
    • posting comments, reviews and listings;
    • using different platform features such as favourites or saved searches; and
    • enriching the user profiles.
  • Be able to handle helpdesk inquiries, content suggestions, reported items, etc.;
  • To allow School Education Gateway registrants to communicate and collaborate in the spirit of mutual trust and respect;
  • Allow and facilitate monitoring and research activities;
  • Develop outreach and communication purposes within the framework of the School Education Gateway platform and its services;
  • Send the users updates and relevant information (e.g. newsletter or infoletter to course providers) related to School Education Gateway, and to inform users of other related activities they might be interested in within European Commission initiatives;
  • Enable online course administration and implementation including:
    • tracking attendance on training courses, progress and completion of modules by individual users;
    • sharing personally identifiable information and performance in a given online course with the instructors or moderators who teach the course or are part of running the course;
    • allowing users to contribute to the online courses through rating, comments, bookmarks, tagging, completing quizzes, taking part in forums and other communication tools, and uploading their own resources;
    • presenting and summarising outcomes of a course;
    • reuse and reference posts in forums and communication tools in ongoing and future versions of the courses and course communications, and to enhance future course offerings;
    • organising users into group or theme-based activities.
  • Enable and improve the user experience within this and similar future projects developed by the European Commission via access control, tracking usage frequency, search behaviours, preferences and settings;
  • Allow for collection, categorisation and summary of user contributions in the forums and other discussion tools;
  • Provide aggregated statistics, including, but not limited to, the number of users during a specific period, the preferred subjects and/or countries chosen by members and account usage.

4. On which legal basis do we process your personal data?

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body (to be laid down in Union Law) (Article 5(1)(a) of Regulation 2018/1725);

  • ‘Erasmus+’: the Union programme for education, training, youth and sport established by Regulation (EU) No 1288/2013 of the European Parliament and of the Council of 11 December 2013 and repealing Decisions No 1719/2006/EC, No 1720/2006/EC and No 1298/2008/EC (OJ L 347 of 20.12.2013, p. 50–73).
  • Commission Implementing Decision of 18 December 2013 establishing the ‘Education, Audiovisual and Culture Executive Agency’ and repealing Decision 2009/336/EC (2013/776/EU): Article 3(a).
  • Service Contract 2017-3597, 2017-3598 and 2017-3599 between the Education, Audiovisual and Culture Executive Agency and EUN Partnership AISBL.

Processing that is not covered by the above legal bases is based on consent of the data subject (Article 5(1)(d) of Regulation 2018/1725).

5. How long do we keep your personal data?

Data related to statistics and research purposes are kept for the entire duration of School Education Gateway in an aggregated, anonymous format.

Data related to the profile of the user are kept for three years after the user’s last login. After three years from the last login, the user profile will automatically be set to inactive, i.e., no longer visible to other users. A notification is sent to the user to inform her/him that her/his profile has been set to inactive and that he/she can re-activate his/her account by logging in again within two weeks. If the user does not login within two weeks, his/her profile will be deactivated permanently. All personal information is then made anonymous. Any personal data the user may have inserted through third parties’ tools (e.g. during an online course when using an external online tool, such as Facebook, Twitter or Padlet) is not under the responsibility of the data controller and is therefore not concerned by the anonymisation.

In order to deactivate or delete an account, please contact the Helpdesk at: support@schooleducationgateway.eu.

In the event that users ask for the deactivation of their profile or the profile is automatically deactivated, no data will be visible to other School Education Gateway users. Data will be kept only in an anonymous form that does not allow for personal identification. If users with a deactivated profile want to continue using the platform, they will need to register again. The data remain solely for research and monitoring purposes at the disposal of the EACEA, the EC, national or regional school authorities, authorities in charge of implementing School Education Gateway and other third parties (see Point 3) under the authorisation of the data controller in an aggregated format.

6. Who has access to your personal data and to whom are they disclosed?

For the purposes detailed above, access to the full data is strictly limited to:

  • European Commission, Directorate General Education and Culture (EAC) designated staff
  • EACEA designated staff
  • The service provider EUN Partnership’s designated staff.

Some data submitted by users will be displayed on the public area of the School Education Gateway platform, which means that such data is freely accessible on the Internet. In this case the user has the right to delete their data. The data which becomes public is in particular the following:

Organisation data is visible to all users through the organisation’s page:

  • Name, address, city, country, picture, Facebook URL, Twitter URL, LinkedIn URL and website
  • Registrants affiliated to the organisation (first name, last name, country, picture)
  • Courses, Mobility Opportunities and Strategic Partnership listings posted by the members of the organisation
  • Star rating based on the average score of the organisation’s courses (if any)
  • List of reviews and ratings submitted by other users on the organisation’s courses

Registrant data:

  • The following registrant data is visible to all users only on the public organisation page (if the user is affiliated to one or several organisations): first name, last name, country, a thumbnail of the picture (if provided).
  • User’s profile page is accessible only to other logged-in users, including the following information: first name, last name, country, picture, organisation(s), user type, comments made by the registrant, articles ‘favourited’ by the member, and whether the registrant is eTwinning verified.  
  • Any listing, comment, review and/or rating voluntarily made by a registered user is public, i.e. visible to the website users when viewing the commented or reviewed item and also retrievable through search engines.
  • User activity on the online courses is viewable only by the registered users who have also signed up to the specific online course.

The transfer of specific data to other third parties (e.g., research centres and universities) can be permitted under specific authorisation of the data controller, but data will be transferred in an anonymous way.

Personal data can never be used for marketing purposes.

7. How do we protect your personal data?

The collected personal data and all related information are stored on secured servers of the service provider (EUN).

A contractual clause about data protection is included in the contract with the service provider, to ensure that your data are processed in compliance with the applicable legislation.

The operations of the service provider’s computer centres contractually abide by the European Commission’s security directives and provisions established by the Directorate of Security for these kinds of servers and services.

8. What are your rights concerning your personal data and how can you exercise them?

You have the right to:

  • Request to access the personal data we have on you;
  • Request a rectification of your personal data or make the correction yourself in your profile;
  • Request, under certain conditions, the erasure of your personal data;
  • Request, under certain conditions, the restriction of the processing of your personal data;
  • Object to the processing of your personal data on grounds relating to your particular situation;
  • Request for your data to be transferred to another organisation in commonly used machine-readable standard format (data portability);
  • Withdraw your consent at any time.

You have the right to object to processing of your personal data on grounds relating to your particular situation under the provisions of Article 23 of Regulation 2018/1725.

You also have the right not to be subject to automated decisions (made solely by machines) affecting you, as defined by law.

9. 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 data controller at the above-mentioned address and functional mailbox (Point 1).

You can also contact EACEA’s Data Protection Officer at the following email address: eacea-data-protection@ec.europa.eu.

You may lodge a complaint with the European Data Protection Supervisor at any time: https://edps.europa.eu/.


[i] 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, OJ L 295, 21.11.2018, p. 39.