Privacy Policy

Last Updated: 21, January 2024

Welcome to ErasmusXperience! At ErasmusXperience, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your data when you access and use the ErasmusXperience platform.

By using ErasmusXperience, you consent to the terms outlined in this Privacy Policy.

  1. Information We Collect

ErasmusXperience collects various types of information to provide and enhance our services. The types of information we collect include:

1.1 User Account Information:

When you create an account on ErasmusXperience, we collect the following personal information:

– Name: We collect your full name to personalize your account and enhance user experience.

– Email Address: Your email address is used for account verification, communication, and notifications related to events.

– Profile Information: You may choose to provide additional information, such as a profile picture, biography, or other details, to personalize your account and connect with other users.

1.2 Event Information:

If you are an event organizer, we collect information about the events you create. This includes:

– Event Details: Information about the event, such as the event name, date, time, location, and description.

– Organizer Information: Details about the event organizer, including name, contact information, and any additional information provided voluntarily.

1.3 Transaction Information:

For events with ticketing, we collect payment information through our third-party payment providers. This includes:

– Credit Card Details: When you purchase tickets for a paid event, we collect your credit card details securely through our payment processing partners.

– Transaction History: We keep a record of your transaction history for ticket purchases, refunds, and related financial activities.

1.4 Device Information:

We may collect information about the devices you use to access ErasmusXperience. This includes:

– Device Type: Information about the type of device you are using, such as a computer, smartphone, or tablet.

– Device Identifier: Unique identifiers associated with your device, such as device ID or IP address.

1.5 Log Data:

When you use our platform, we automatically collect certain information through server logs. This includes:

– IP Address: Your IP address is logged for security purposes and to analyze user trends.

– Browser Type: Information about the browser you are using to access ErasmusXperience.

– Referring/Exit Pages: Pages you visit on our platform and the pages you navigate to when you leave.

1.6 Location Information:

If you choose to provide location information or enable location services, we may collect data about your location for event recommendations and personalized content.

1.7 User-Generated Content:

We collect information you submit as part of user-generated content, including event reviews, comments, photos, and any other content you contribute to the platform.

1.8 Other Information:

Additionally, we may collect other information you choose to provide voluntarily, such as survey responses, feedback, and communication preferences.

  1. How We Use Your Information

ErasmusXperience utilizes the information collected from users to enhance the platform’s functionality, personalize user experiences, and provide a seamless event management and participation environment. The ways in which we use your information include:

2.1 Platform Functionality:

We use the information we collect to ensure the proper functioning of the ErasmusXperience platform. This includes:

– Account Verification: Your email address is used for account verification purposes to enhance the security of your account.

– User Authentication: Information such as your name and account details is used for user authentication and account access.

2.2 Event Communication:

To enhance your event experience, we use your information for communication purposes related to events you are interested in or attending. This includes:

– Event Updates: We may use your contact information to send you updates and notifications related to events you are interested in.

– Event Recommendations: Information about your preferences and event attendance history may be used to provide personalized event recommendations.

2.3 Transactional Purposes:

For ticketed events, we use your information for transaction processing, refunds, and related financial activities. This involves:

– Payment Processing: Your payment information is used to facilitate secure and seamless transactions for ticket purchases.

– Transaction History: We maintain a record of your transaction history for ticket purchases, refunds, and financial reporting.

2.4 Personalization and User Experience:

We leverage the information collected to personalize your experience on the ErasmusXperience platform. This includes:

– Content Customization: Your preferences, event history, and user-generated content contribute to the customization of content and recommendations.

– Profile Personalization: Additional information provided in your profile, such as a profile picture or biography, is used to personalize your profile and interactions on the platform.

2.5 Platform Improvement:

We use aggregated and anonymized data for analytics and platform improvement purposes. This involves:

– User Analytics: Analyzing user behavior and trends to improve the overall user experience on ErasmusXperience.

– Feature Enhancement: Using data insights to identify areas for feature enhancement and optimization.

2.6 Communication and Support:

Your information may be used for communication and support purposes. This includes:

– Customer Support: Using your contact information to respond to inquiries, address concerns, and provide support.

– Announcements: Periodically sending important announcements, updates, or changes to the platform.

  1. Data Security

ErasmusXperience prioritizes the security and protection of your personal information. We implement industry-standard measures to safeguard your data from unauthorized access, disclosure, alteration, and destruction. Our commitment to data security includes:

3.1 Secure Transmission:

We utilize secure transmission protocols, such as HTTPS, to encrypt data transmitted between your device and our servers. This encryption ensures that your information remains confidential during transit.

3.2 Access Controls:

Access to your personal information is restricted to authorized personnel with a legitimate need to access such data. Our access controls are designed to prevent unauthorized access or misuse of your information.

3.3 Authentication Mechanisms:

User authentication mechanisms, including passwords and multi-factor authentication where applicable, are employed to verify the identity of users accessing the ErasmusXperience platform. This helps protect against unauthorized account access.

3.4 Third-Party Security:

When third-party service providers are engaged in data processing, we carefully assess their security measures to ensure they meet our standards. This includes payment processors and other service providers involved in platform functionality.

3.5 Data Encryption:

Sensitive data, such as payment information, is encrypted using industry-standard encryption algorithms. This ensures that even in the event of unauthorized access, the data remains unreadable and secure.

3.6 Regular Security Audits:

We conduct regular security audits and assessments of our systems to identify vulnerabilities and address potential security risks promptly. This proactive approach helps maintain the integrity of our security measures.

3.7 Data Retention Policies:

We adhere to data retention policies that define the duration for which we retain your personal information. Once the retention period expires, we take steps to securely delete or anonymize the data, ensuring it is no longer accessible.

3.8 Incident Response:

In the event of a data security incident or breach, we have established incident response procedures. These procedures include prompt investigation, notification of affected users, and collaboration with relevant authorities.

3.9 Employee Training:

Our personnel undergo training on data security best practices to ensure awareness and understanding of the importance of protecting user information. This includes regular updates on emerging security threats and measures to mitigate risks.


3.10 Security Updates:

We promptly apply security updates and patches to our systems and infrastructure to address known vulnerabilities and enhance the overall security posture of the ErasmusXperience platform.

While we take extensive measures to protect your data, it’s important to note that no method of transmission or storage is entirely secure. Users are encouraged to take steps to protect their information, such as using strong, unique passwords and maintaining the confidentiality of their login credentials.

  1. Data Sharing

ErasmusXperience may share your information under specific circumstances to provide our services, enhance your experience, and ensure the proper functioning of the platform. This section outlines how and when we share your data:

4.1 Event Organizers:

– Purpose: If you participate in an event, your name and contact information may be shared with the event organizer.

– Use: Event organizers may use this information for communication-related to the event, such as sending updates, notifications, or important event details.

– Note: Event organizers are bound by our terms and conditions to handle your information responsibly and in compliance with applicable data protection laws.

4.2 Third-Party Service Providers:

– Purpose: We may engage third-party service providers to assist in various aspects of our services, including data analysis, customer support, and marketing.

– Use: These providers are contractually obligated to handle your information securely and are prohibited from using it for any purpose other than the services they are providing on our behalf.

4.3 Legal Compliance:

– Purpose: We may disclose your information when required by law, legal process, or government request.

– Use: Such disclosures may be necessary to comply with legal obligations, protect our rights and safety, and investigate potential violations of our terms and conditions.

4.4 Business Transactions:

– Purpose: In the event of a merger, acquisition, or sale of all or part of our assets, your information may be part of the transferred assets.

– Use: We will notify you and seek your consent if your information is subject to a different privacy policy as a result of such transactions.

4.5 Aggregated and Anonymized Data:

– Purpose: We may share aggregated and anonymized data for analytics, research, and statistical purposes.

– Use: This data does not identify individual users and is shared to improve our services, understand user trends, and enhance the overall user experience.

4.6 Consent:

– Purpose: If you provide explicit consent, we may share your information for specific purposes not covered by this Privacy Policy.

– Use: Your consent will be obtained before sharing your information for such purposes, and you have the right to withdraw your consent at any time.

4.7 User-Generated Content:

– Purpose: User-generated content, such as event reviews, comments, and photos, may be shared publicly on the platform.

– Use: By contributing content, you acknowledge that it will be accessible to other users, and we may use it for promotional purposes or to enhance the overall user experience.

  1. Cookies and Tracking Technologies

ErasmusXperience uses cookies and similar tracking technologies to enhance your experience on our platform. This section provides detailed information about how these technologies are employed, their purposes, and your choices:

5.1 What Are Cookies:

– Definition: Cookies are small text files that are stored on your device when you visit a website or use an online service.

– Purpose: Cookies help in recognizing your device, remembering your preferences, and providing a personalized experience.

5.2 Types of Cookies We Use:

  1. Essential Cookies:

– Purpose: These cookies are necessary for the proper functioning of the ErasmusXperience platform.

– Use: Essential cookies enable core features, such as user authentication, account management, and security.

 2. Analytical and Performance Cookies:

– Purpose: These cookies help us analyze how users interact with our platform, allowing us to improve functionality and user experience.

– Use: Information collected may include pages visited, time spent on the platform, and any error messages encountered.

3. Functional Cookies:

– Purpose: Functional cookies enable enhanced features and personalization.

– Use: They remember your preferences, language settings, and other customization options to provide a more tailored experience.

4. Advertising and Targeting Cookies:

– Purpose: These cookies are used to deliver targeted advertising based on your interests and preferences.

– Use: Information may be shared with third-party advertisers to display relevant ads on ErasmusXperience or other platforms.

5.3 Third-Party Cookies:

– Source: Some cookies may be set by third-party services, such as analytics providers, advertisers, or social media platforms.

– Purpose: Third-party cookies contribute to analytics, advertising, and social media functionalities.

5.4 Consent and Control:

– Consent: By using ErasmusXperience, you consent to the use of cookies in accordance with this Privacy Policy.

– Control: You have the option to manage cookie preferences through your browser settings. This includes accepting, rejecting, or deleting cookies.

5.5 Web Beacons and Other Tracking Technologies:

– Definition: In addition to cookies, we may use other tracking technologies such as web beacons (pixel tags) and similar technologies.

– Purpose: These technologies help in understanding user behavior, tracking the effectiveness of advertisements, and collecting statistical data.

5.6 Opting Out of Tracking:

– Browser Settings: You can adjust your browser settings to refuse or delete cookies. Please note that doing so may impact certain features and functionalities of the ErasmusXperience platform.

– Third-Party Tools: You can use third-party tools and services to opt out of certain tracking technologies, such as online advertising networks.

5.7 Changes to Cookie Policy:

– Notification: We may update our cookie policy to reflect changes in technology or legal requirements.

– Review: Users are encouraged to review our cookie policy periodically for any updates.

  1. User Controls

ErasmusXperience values your privacy and provides you with controls to manage your personal information and preferences. This section outlines the user controls available to you:

6.1 Account Settings:

– Access and Updates: You have the right to access and update your account information at any time. This includes your name, email address, and other profile details.

– Profile Customization: You can personalize your profile by adding a profile picture, biography, and other optional information.

6.2 Communication Preferences:

– Email Notifications: You can manage your email notification preferences in your account settings. This includes preferences for event updates, promotional emails, and other communications.

– Opt-Out Options: You have the option to opt out of promotional emails by following the unsubscribe instructions provided in the email.

6.3 Cookie Preferences:

– Browser Settings: You can manage cookie preferences through your browser settings. This includes accepting, rejecting, or deleting cookies.

– Cookie Consent Banner: When you visit ErasmusXperience, a cookie consent banner provides you with the option to accept or manage cookie preferences.

6.4 Privacy Settings:

– Public Profile Visibility: You can control the visibility of your public profile on ErasmusXperience. This includes deciding whether certain information is visible to other users.

– Event Participation: You have the option to control the visibility of your attendance or participation in specific events.

6.5 Data Access and Deletion:

– Data Access Requests: You have the right to request access to the personal information we hold about you. Requests can be made by contacting our Data Protection Officer at

– Data Deletion: You can request the deletion of your account and associated personal information. However, certain information may be retained as required by law or for legitimate business purposes.

6.6 Opt-Out of Tracking:

– Browser Tools: You can use browser tools or add-ons to opt out of certain tracking technologies, such as online advertising networks.

– Third-Party Opt-Out Tools: Third-party services may offer opt-out tools for targeted advertising. You can explore these options to manage ad preferences.

6.7 Children’s Privacy:

– Parental Controls: Parents or guardians can contact us at to request information about the personal data of a child and, if necessary, request its deletion.

6.8 Contacting Support:

– Support Requests: If you have questions or need assistance with your privacy settings, you can contact our support team at

6.9 Changes to Controls:

– Notification: We may introduce new user controls or update existing ones. Users will be notified of significant changes through platform announcements or email.

  1. Children’s Privacy

ErasmusXperience is committed to protecting the privacy of children. This section outlines our practices regarding the collection, use, and protection of personal information from children under the age of 18:

7.1 Age Restriction:

– Policy: ErasmusXperience is intended for users aged 18 and above.

– Verification: We do not knowingly collect personal information from individuals under the age of 18 without verified parental consent.

7.2 Parental Consent:

– Verification Process: If we become aware that the personal information of a child under the age of 18 has been collected, we will take steps to obtain verified parental consent before using or disclosing such information.

– Parental Controls: Parents or legal guardians can contact us at to inquire about the personal data of a child, request its deletion, or provide consent.

7.3 Types of Information Collected:

– Limited Information: If a child under the age of 18 provides information during account creation or while using the platform without verified parental consent, we will only collect limited information necessary for account verification and parental consent purposes.

7.4 Educational and Age-Appropriate Content:

– Platform Content: While ErasmusXperience is not designed for children, we make efforts to ensure that any content presented is appropriate for a general audience.

– Educational Resources: We may provide educational resources and information for users of all ages, but these are not specifically targeted towards children.

7.5 Parental Controls and Supervision:

– Parental Responsibility: Parents and legal guardians are encouraged to supervise and monitor the online activities of their children and use parental controls to restrict access to age-inappropriate content.

– Third-Party Links: ErasmusXperience may contain links to third-party websites or services. Parents should review the privacy policies of these third-party services to ensure they comply with applicable regulations regarding children’s privacy.

7.6 Changes to Children’s Privacy Policy:

– Notification: If there are changes to our practices related to children’s privacy, we will notify parents or legal guardians through appropriate means.

7.7 Reporting Concerns:

– Contact Information: If you have concerns about the privacy of a child or believe that we have collected information from a child without parental consent, please contact us immediately at

ErasmusXperience recognizes the importance of protecting children’s privacy and strives to comply with applicable laws and regulations, including the Children’s Online Privacy Protection Act (COPPA) in the United States and the General Data Protection Regulation (GDPR) in the European Union.

  1. Changes to the Privacy Policy

ErasmusXperience may update this Privacy Policy to reflect changes in technology, legal requirements, or our business practices. This section outlines how and when we may make changes to the Privacy Policy:

8.1 Notification of Changes:

– Communication: Users will be notified of significant changes to the Privacy Policy through platform announcements, email, or other suitable means.

– Review Period: Users are encouraged to review the updated Privacy Policy periodically to stay informed about how their personal information is being handled.

8.2 Substantial Changes:

– Definition: Substantial changes refer to modifications that materially affect your rights, the way we process personal information, or the overall privacy practices of ErasmusXperience.

– Consent: If substantial changes are made, we will seek your explicit consent before implementing these changes, especially if required by applicable laws.

8.3 Minor Revisions:

– Definition: Minor revisions may include clarifications, updates to language, or adjustments that do not significantly alter the substantive provisions of the Privacy Policy.

– Effective Date: Minor revisions may be implemented without explicit notice, and the “Last Updated” date at the beginning of the Privacy Policy will reflect the most recent revision.

8.4 User Agreement:

– Continued Use: Continued use of the ErasmusXperience platform after the effective date of an updated Privacy Policy constitutes acceptance of the revised terms.

– Opt-Out Option: If you disagree with any changes, you have the right to discontinue the use of the platform and request account deletion.

8.5 Notification Methods:

– Platform Announcement: Changes may be announced on the ErasmusXperience platform, such as through a notification banner or in-app message.

– Email Communication: Users may receive an email notification regarding significant changes, providing a summary of key modifications.

8.6 Compliance with Laws:

– Legal Obligations: ErasmusXperience will comply with applicable data protection laws and regulations regarding the notification of changes to the Privacy Policy.

– Consistency: We strive to ensure that our privacy practices align with legal requirements and industry standards.

8.7 User Responsibility:

– Review Responsibility: Users are responsible for regularly reviewing the Privacy Policy to stay informed about how their personal information is being handled.

– Opt-Out Rights: If you disagree with the updated Privacy Policy, you have the right to opt out and discontinue using the ErasmusXperience platform.

8.8 Contact for Inquiries:

– Contact Information: If you have questions or concerns about the changes to the Privacy Policy, you can contact our Data Protection Officer at

  1. Contact Information

ErasmusXperience is dedicated to addressing your privacy concerns and inquiries. This section provides details on how to contact us for privacy-related matters:

9.1 Data Protection Officer:

– Role: Our Data Protection Officer (DPO) is responsible for overseeing privacy and data protection matters.

– Contact Email: You can reach our DPO at

9.2 General Inquiries:

– Contact Email: For general inquiries, feedback, or questions related to ErasmusXperience, you can contact our support team at

9.3 Privacy Concerns:

– Contact Email: If you have privacy-related concerns or questions about the handling of your personal information, please contact our Data Protection Officer at

9.4 Mailing Address:

– Physical Address: While we encourage electronic communication, you can also reach us by mail at our physical address: which will be updated soon.

9.5 Response Time:

– Timely Responses: We strive to respond to inquiries and concerns promptly. Please allow a reasonable timeframe for us to address your request.

9.6 Verification Process:

– Identity Verification: To ensure the security of your personal information, we may request additional information to verify your identity before responding to certain inquiries.

9.7 Reporting Security Incidents:

– Contact Email: If you become aware of a potential security incident or data breach, please contact us immediately at [].

9.8 Business Correspondence:

– Official Communications: ErasmusXperience will use the contact information provided by users for official communications, including privacy-related notices and updates.

9.9 Language of Communication:

– Communication Language: We aim to communicate with users in a language they understand. If you require assistance in a specific language, please let us know, and we will do our best to accommodate your request.

9.10 Changes to Contact Information:

– Notification: If there are changes to our contact information, we will update users through platform announcements or email.

ErasmusXperience is committed to transparent data-sharing practices, and we take measures to ensure that your information is shared responsibly and in compliance with relevant privacy laws.

Thank you for reviewing our Privacy Policy. Your privacy is important to us, and we are dedicated to maintaining the confidentiality and security of your personal information on ErasmusXperience.

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