Privacy Policy & Data Protection Notice

Your personal data is processed, as data controller, by the operator of this website, operated under the "Erasmus+ Portal" brand (erasmusportal.com), for the purposes and scope described below.

• Identity and Contact Information: Full name, e-mail address, phone number (via forms such as account registration, consulting requests).
• Account Information: Password (stored irreversibly encrypted/hashed), membership tier, and, if you sign in with Google, the name/e-mail/profile picture shared from your Google account.
• Project and Organisation Information: Project name/number, and the coordinator and partner organisations’ official name, address, tax/PIC number and legal representative’s name, bank account details (IBAN, etc.), and the project manager’s name/phone/e-mail, entered while using "My Projects" and related tools.
• Mobility/Travel Information: The name and title of real persons (assigned staff, approving/controlling officers) entered in the travel-expense notification tool.
• Request/Contact Information: Name, e-mail, phone and message content submitted through the Consulting Request form.
• Transaction Security Information: An irreversibly anonymised visitor/usage identifier generated to prevent misuse and enforce usage-right limits (e.g. a daily/monthly AI usage counter).

Among the categories above, data under "Project and Organisation Information" and "Mobility/Travel Information" is mostly entered by the account holder on behalf of partner organisations or third parties involved in the project; responsibility for entering this data and the obligation to inform the relevant third parties belongs to the account holder who enters it into the system (see Article 7).

• Creating an account, authentication, and managing membership tier,
• Providing the tools (budget calculators, document/form generators, project profile) and AI-assisted draft-generation services,
• Turning the project information you enter into an actual document (PDF/Excel) for the tool you selected,
• Evaluating and responding to consulting and membership-upgrade requests,
• Securing the service and protecting it against misuse,
• Fulfilling legal obligations.

Your personal data is processed based on the legal grounds listed in KVKK Articles 5 and 9, including being directly related to the establishment or performance of a contract, fulfilment of a legal obligation, the data controller’s legitimate interest, and (including the overseas transfers described in Article 5 below) your explicit consent.

To provide the service, your personal data may be shared with our server/hosting infrastructure providers (e.g. Vercel Inc., Neon Inc. — both US-based) and the service providers we use for text generation in AI-assisted tools (e.g. OpenAI, Anthropic — both US-based).

These transfers are evaluated under KVKK Article 9, which governs the transfer of data to countries without an adequate level of protection; the explicit consent you give when creating an account is deemed to also cover transfers under this scope. Only the project/text data necessary for that tool’s function is sent to the AI tools.

Your personal data is permanently deleted from our systems for as long as your account is active, and from the moment you delete your account or the relevant project, except for the period required by legal retention obligations.

When you enter personal data belonging to third parties — such as your partner organisation’s legal representative, your project manager, or staff participating in a mobility — into "My Projects" and its linked tools, you are deemed to have accepted that you are authorised to enter this data and that you are responsible for informing the relevant individuals under this Notice.

Under Article 11 of the KVKK, you have the following rights:

• To learn whether your personal data is being processed,
• To request information if it has been processed,
• To learn the purpose of processing and whether it is used accordingly,
• To know the third parties to whom it is transferred domestically or abroad,
• To request correction if it has been processed incompletely or incorrectly,
• To request its deletion/destruction within the conditions set out in the KVKK,
• To request that the above actions be notified to the third parties to whom the data has been transferred,
• To object to a result that arises against you solely through analysis by automated systems,
• To request compensation if you suffer damage due to unlawful processing.

You can permanently delete your account from the "My Account" page, and your individual projects (along with all tool data linked to that project) from the "My Projects" page, at any time.

To exercise your rights, you can send your requests to the site operator using your registered e-mail address. (Data controller’s application e-mail address: to be added by the site operator.)