Terms of Service

1. Scope and relationship with MobilityCloud

These Terms of Service govern access to and use of MobilityCloud, an independent software platform for preparing, organising and managing Erasmus+ mobility project workflows.

MobilityCloud is not an official Erasmus+ platform, not a National Agency system, and not a substitute for the Erasmus+ Programme Guide, official application forms, grant agreements, accounting advice, tax advice or legal advice.

2. Accounts, verification and profile information

• Users must provide accurate account information and keep their email address active.
• Email verification may be required before access to certain features is granted.
• Project owners must complete billing details before creating projects that may later generate a manual fiscal invoice.
• Users are responsible for protecting login credentials, devices and browser sessions.
• Administrators may suspend or restrict accounts in cases of suspected abuse, security risk, unpaid overdue invoices, invalid information or operational necessity.

3. Projects, invitations and collaboration

Projects belong to the account that creates them. Collaborators may be invited to individual projects and may receive editor, viewer or module-specific access, depending on the role selected by the project owner.

The project owner is responsible for access decisions, partner permissions, participant information, uploaded materials and the accuracy of declarations made in the project.

Application and approved stages

• Before approval, writing and planning tools may be used to prepare the project.
• After approval, the project owner may declare the exact approved grant amount.
• After the approved grant is declared, the writing module may become read-only and implementation modules may become available.
• The approved grant amount is used to calculate the administration fee and should not be changed without support intervention.

4. Fees, invoices and payment terms

The current MobilityCloud model allows use of writing and planning tools before approval. When a project is marked as approved and the approved grant amount is declared, implementation modules unlock immediately so the team can start work without waiting for online payment.

Where an administration fee applies, it is currently calculated as 1% of the approved grant amount, with a minimum fee of €100 per approved project, unless another written agreement or unlimited access arrangement applies.

• Invoices are issued manually as fiscal invoices by XEOTYPE SRL.
• Payment is due by the due date shown on the fiscal invoice or payment notice.
• Access may remain active until the due date even if the invoice has not yet been paid.
• If payment becomes overdue, MobilityCloud may suspend or restrict implementation access until payment is confirmed.
• Unlimited accounts or manually approved partner accounts may be exempt from project administration fees.
• Prices, fee models and included features may change for future projects, but already-issued invoices remain governed by their invoice terms.

5. User content, files and intellectual property

Users keep ownership of the project data, text, documents, images, participant information, evidence links and files they upload or create in MobilityCloud. By using the service, users grant MobilityCloud the limited right to host, process, display, transmit, back up and secure that content as needed to provide the platform.

Users must not upload unlawful content, malicious files, content they are not authorised to process, or personal data for which they have no valid legal basis. Users are responsible for copyright, image rights, participant notices, consent where required, and partner permissions.

The MobilityCloud software, interface, brand, logos, templates, non-user documentation, product design and platform structure remain the property of XEOTYPE SRL or its licensors.

6. Availability, changes and liability limits

MobilityCloud is provided as an operational software service. The platform may be updated, improved, temporarily unavailable, or limited for maintenance, security, abuse prevention or infrastructure reasons.

To the maximum extent permitted by applicable law, MobilityCloud is not liable for unsuccessful grant applications, rejected reports, errors in official forms, accounting treatment, tax treatment, partner disputes, funder decisions, loss caused by incorrect user data, or third-party service failures outside MobilityCloud’s reasonable control.

Nothing in these terms excludes liability that cannot be excluded under applicable law.

7. Suspension, termination and deletion

• Users may request account or project deletion, subject to legal retention, billing, audit, fraud prevention and security obligations.
• MobilityCloud may suspend accounts for security issues, serious misuse, suspected unlawful content, overdue payment, or breach of these terms.
• When access is suspended, users may be shown a contact route instead of the normal platform modules.
• Deleted files or projects may remain in backups for a limited retention period before automatic backup rotation removes them.

8. Governing law, disputes and contact

These terms are governed by Romanian law, unless mandatory consumer or data protection rules provide otherwise. The parties will first try to resolve disputes by contacting contact@mobilitycloud.eu.

Operational, billing and legal notices may be sent by email to the addresses associated with the account or to contact@xeotype.com.

MobilityCloud may update these terms when the product, billing model, legal requirements or operational practices change. Material changes may be announced on the platform or by email.

Company details

Legal review note

These documents are prepared as launch-ready platform policies. Because legal requirements can depend on the exact customer type, data flows, payment model, processors and jurisdictions involved, XEOTYPE SRL should periodically review them with qualified legal counsel.