1. General information

   Youth Europa is an international NGO (hereinafter referred to as “the Organization”) that provides informal educational opportunities aimed at fostering lifelong learning and promoting cross-cultural friendship. Our programs cover a wide array of subjects, leveraging the extensive knowledge and expertise within our team.

2. Eligibility
   
   1. Selected project participants are required to satisfy the age criteria corresponding to the specific project they are seeking to engage in. For a youth exchange program, individuals must be a minimum of 16 years old throughout the project’s duration, with parental consent applying until they reach the age of 18, and the upper age limit for participation is set at 30 years. In the case of a training course, applicants must be a minimum of 18 years old throughout the project’s duration and there is no upper age limit.
   2. In order to qualify for participation, individuals must originate from one of the countries specified for each respective project. If an applicant does not meet this criteria, they may still submit an application, but they will be responsible for covering their own expenses, and no travel cost reimbursements will be provided in such cases.
      1. To be eligible for participation, individuals must initiate their departure and arrival from one of the countries listed under each project. Citizenship is not a prerequisite; however, participants must possess a valid residence in one of the specified countries.
      2. The reimbursement amount for travel expenses is determined by a direct line calculation from the starting point to the event’s location. The specific reimbursement rates for various distances, along with their respective limitations, are officially stipulated by Erasmus+ programme. More information can be found on the official website: https://erasmus-plus.ec.europa.eu/resources-and-tools/distance-calculator
         The reimbursement limits for each country are specified in the project’s info page.
3. Application and selection process
   1. Applicants must complete and submit the official application form provided by the Organization within the specified application period.
   2. Participant selection hinges upon the demonstration of genuine motivation and a strong interest in the topic as assessed through the application process. 
   3. Applicants will only be notified if they are accepted into the program through contact information provided in the application form. However, applicants have the right to contact the Organization to receive more information about the status of their application.
   4. Non-selected participants will be added to a waiting list, with the order of placement determined by the quality of their applications and their motivations. This order will be used to fill any vacancies that may arise due to the cancellation of chosen applicants.
      1. Should the chosen applicant fail to respond to our correspondences via messages, emails, or phone calls confirming their selection within a three-day timeframe, an alternative candidate will be selected instead.
   5. Participation is dependent upon the applicant’s ability to meet all requirements and deadlines set by the Organization.
4. Covered expenses
   1. If this project is supported by Erasmus+ program that covers expenses for travel, accommodation, meals, and program-related expenses, unless otherwise stated.
      1. This funding provides coverage for your round-trip travel expenses to the project destination, subject to specific limitations determined by your travel distance, as detailed in the information provided in each project information.
      2. The funding does not cover insurance, taxi fares, or other accommodation expenses incurred outside of the project.
      3. If the tickets are not purchased by the applicant by the agreed-upon deadline, an alternative applicant will be selected instead.
5. Participation fee
   1. Applicants are informed before applying about the participation fee associated with the event.
   2. The Organization can reduce the fee or remove the fee entirely from participants with fewer opportunities. Each such scenario is handled case by case.
6. Reimbursement rules
   
   1. Participants may be eligible for reimbursement of travel expenses incurred during the event, subject to the following conditions:
      1. Expenses must be pre-approved by the Organization in writing.
      2. All expenses must be documented and submitted within the specified timeframe.
      3. The required documents include tickets, invoices, receipts, and boarding passes.
         
      4. Digital copies of the documents must be provided to the Organization via the official reimbursement form. Original copies of the physical documents must be sent by post to the address given by the Organization.
      5. If any documents are missing, the Organization will give the participant a chance to submit the missing documents separately.
      6. Expenses will only be reimbursed if they are directly related to the event and in accordance with the Organization’s guidelines. (stated in point 4.Covered expenses)
      7. The Organization reserves the right to request bank statements displaying the transactions related to ticket purchases for the purpose of verifying the legitimacy of said transactions.
      8. The Organization reserves the right to refuse reimbursement for expenses that do not meet the above criteria.
      9. Reimbursement will only be processed under the condition that participants have completed the entire project duration and actively engaged in its activities and submitted needed documentation by set deadline.
7. Code of conduct
   
   1. Participants are expected to adhere to a code of conduct that promotes a safe and respectful environment for all.
   2. Any violation of the code of conduct may result in immediate expulsion from the event, and no reimbursement will be provided.
8. Media and Content Use
   1. By participating in activities and events organised by the Organization, participants acknowledge and agree that the Organization may capture photos, videos, audio recordings, and other audiovisual materials during the event.
   2. Participants grant the Organization a non-exclusive, royalty-free, worldwide, perpetual licence to use, reproduce, modify, adapt, distribute, publicly display, publish, and create derivative works from any such materials captured by the Organization. This includes (but is not limited to) use for marketing, publicity, educational content, reports, social media, promotional campaigns, and the creation of merchandise or other products that may be sold or distributed.
   3. Any photos, videos, written materials, artwork, or other content created by participants during the Organization’s activities may also be used by the Organization under the same licence terms described above. By creating such content during the event, participants agree that the Organization may use, edit, reproduce, and distribute these materials for organizational and promotional purposes, including commercial products and merchandise.
   4. If a participant does not wish to appear in any media materials, or does not want their created content to be used by the Organization, they must inform the Organization in writing before submitting their application form. The Organization will make reasonable efforts to accommodate the request, although full exclusion cannot be guaranteed in group settings.
9. Cancellation and refunds
   1. Participants who wish to cancel their participation must notify the Organization in writing as soon as possible.
   2. Any expenses that have occurred prior to the cancellation will not be reimbursed.
10. Liability and insurance
    1. The organization disclaims any responsibility for losses, damages, or injuries experienced by participants during the event, as well as for any harm or loss concerning their personal belongings, including but not limited to damage or theft, and any other related incidents.
    2. Participants are required to obtain personal insurance coverage for the duration of the event and bring European Health Insurance card with them to the event.
11. Privacy policy
    1. The Organization may collect and process personal data in accordance with applicable data protection laws. By applying, participants consent to the Organization’s privacy practices.
    2. The Organization processes personal data in accordance with the General Data Protection Regulation (GDPR). This includes names, contact details, application information, and any personal data that appears in media materials captured during the Organization’s activities.
    3. Personal data may be processed for the purposes of event administration, communication, safety, reporting, documentation, and other legitimate interests of the Organization. Images, videos, and other audiovisual materials may be processed for promotional, educational, archival, and organizational purposes as described in the Media and Content Use section.
    4. The primary legal bases for processing are the participant’s consent, the Organization’s legitimate interests in documenting and promoting its activities, and contractual necessity related to participation in the event.
    5. Personal data, including media materials, will be stored securely and only accessed by authorised members of the Organization for the purposes stated. Data will be retained only for as long as is necessary for the Organization’s legitimate purposes unless legally required otherwise.
    6. The Organization may publish media materials on its website, social media channels, printed materials, and other communication platforms. Personal data will not be sold to third parties. If data is shared with external partners (e.g., venues, funders, or project partners), it will be limited to what is necessary and legally justified.
    7. Under GDPR, participants have the right to access, rectify, delete, or restrict the processing of their personal data. They may also withdraw consent at any time, without affecting the lawfulness of processing carried out before the withdrawal. Requests related to personal data should be submitted in writing to the Organization.
12. Changes to terms and conditions
    1. The Organization reserves the right to amend these terms and conditions at any time. Participants will be notified of any changes.

If you have any questions about these Terms and Conditions, You can contact us:

By visiting this page on our website: https://www.youtheuropa.org/contact/

By sending us an email: general@youtheuropa.org