Are Your Erasmus Partner Companies GDPR Compliant?

Are Your Erasmus Partner Companies GDPR Compliant?

Are you aware that student personal details are being shared across Europe without proper resources or accountability?

Emails and attachments, sent by schools, agencies, and chambers to Partner Companies who are circulating sensitive data without sufficient protection! Is this identity data disposed of correctly or returned!

So, how can one ensure legal compliance? The straightforward solution is for partner companies to implement a digital Customer Relationship Management (CRM) system. Relying solely on emails and attachments offers no legal safeguard and fails to guarantee that student data is handled appropriately.

At Language Xchange Ireland, we developed our own in-house CRM over the past 14 years, enabling our team to manage everyone's data securely and efficiently. We also work to our GDPR compliance policy and remove quantities of old data, annually.

Importantly, our partner companies only access a limited portion of each student's profile — focusing solely on academic achievements. This means sensitive information such as surnames, email addresses, dates of birth, postal addresses, and passport details remain confidential. Potential Irish employers will only see the necessary information, to help them select suitable students, from our program.

As an Erasmus Partner company, LXI has been paperless for 14 yrs. None of our students' vital data is printed off in our office or any other organization's office - where circulation is unaccounted for, and correct disposal of guaranteed. No CVs are circulated as attachments. Equally no data is sold to third parties.

When you are the Erasmus + program organiser - Our innovation & compliance - is your reassurance!

Stay compliant and protect your students’ data with a robust digital solution, and a focused Erasmus Partner Company!

" Making Learning Unforgettable! "

Top 5 Questions Teachers & Erasmus Coordinators Ask

1. Is the programme safe, compliant, and well‑structured for minors?

Language Xchange Ireland consistently prioritize safety: LXI are an ISO45001 Health & Safety Certified company under UKAS. We are audited annually and held this certification for the last >10 years. Our CEO is a Chartered Safety & Health Practitioner with IOSH, who meets your group on arrival to Dublin Airport. Your student has single room occupancy accommodation and receives lifts to and from work, daily. LXI are 16 years in operation and the largest and fastest growing Work Placement / Internship provider in Ireland. Each town has an LXI resident Area Manager on call 24 / 7 and we meet ever 3 days through social nights and cultural tours. All events, times, dates & instructions are outlined in a digital diary via your students mobile. Only suitable trained students are given Trades that they are capable of working in and all other students hold simpler low risk roles in Irish businesses. A large part of our FAQ section & eLearning is devoted to Health and safety preparation before arrival. LXI - 'Making Learning Unforgettable!' [ISO Certificates of Excellence - Language Xchange Ireland - Erasmus Partner Company - Partner Company Ireland - LXI]

2. What are the learning outcomes, and how do they align with Erasmus+ or curriculum objectives?

Each student selects his/her Top 3 work preferences and gives LXI staff a Bio to work with. 90% of our Students get their first work preferences and with VEC students 100% get their first work preferences. Our Irish companies align with each student's training / skills & apprenticeship - offering valuable experience in an Irish company similar to their own at home! Within a controlled environment each 8hr day is set with work and communication challenges - this is no holiday. LXI instills 'Personal Responsibility' and ' Work Initiative' into each student before arrival via our eLearning preparation course and our Zoom Orientation. Students are exposed to English grammar, expression and fluency within their own profession. Life skills are learned both at home in their Host Family and at work, in Ireland. Cultural engagement is experienced amongst other groups with LXI and locals on our Social & Cultural Events, scheduled weekly.

3. What Red Flags should an Erasmus Student or Erasmus Coordinator look out for in an advertised program?

Internships / Work Placements / Work experience programs with accommodation not included - but available. If you fail to source suitable accommodation - you lose your place and payment for the book internship, you failed to turn up too!
Offices who ask you to email your CVs / Letters of motivation to them - there is a significant risk of no data protection measures in place - they will blast your CV out to hundreds of employers with all your data - GDPR breach. Companies managing student data must have a closed CRM / Database and communication protocol.
'Lack of Care!' - how often do they Turn UP - have they a manager / supervisor on call 24 / 7 or during office opening hours only? Are you met at the airport or let find your own way - up to Monday mornings at 8am meeting, at their office? Is there assistance for Supervising teachers on the final week of evaluation or do Teacher find their own way across a city. Are social events listed with additional entrance cost or organised?
Who are they accredited too? Is their accreditation linked to a paid membership and cert issued or are they audited annually by UKAS, ENQA, QDR etc.
Are program diary of events and times listed on paper on in an adaptable digital format to your phone - engaging all parties involved?
If you ask for a particular placement type (ie) Marketing - is there a strong possibility you will end up in some form of catering?
Are apartment accommodation on offer - empty due to a property sales transaction - uninsured status and a legal 'minefield' if something goes wrong? Breakages often costing 3 - 6 times the rate of normal repairs. Accommodation in 'ownership limbo' status - with the Erasmus School / Project holding the cards. Ask first.

It is vital you ask your partner company about their procedures on these topics. Don't get caught out. Erasmus Projects have plenty of variables to manage, without having problems designed into programs by poorly managed organizations. Data mismanagement & safety mismanagement will result in schools being prosecuted and heavily fined. Choose wisely.

4. What support is provided on‑site, including mentoring, crisis management, and cultural integration guidance?

LXI is founded and owned by a Chartered Safety & Health Practitioner with IOSH - a former EHS consultant and trainer. Our CEO meets each group-arrival. at Dublin Airport with pre-purchased tickets, to ensure your program has a good start and slipstream Airport Transfers. Our Area Managers are trained to high spec and continuously mentored by our CEO. Rules, systems and protocols are clear for our participants, partnering Host families, Irish Companies and team at LXI. The Team at LXI strives to fulfill our ISO 9001, 45001 and 14001 UKAS audit annually. At LXI - We turn UP!

5. How does the internship contribute to student development, employability, and future mobility opportunities?

LXI set role boundaries to ensure our students are learning, not performing work beyond their training / age, and that all duties follow ethical and are within legal expectations for teenagers. Irish employers, like the Irish themselves are very friendly and enjoy having LXI students on board. At the end of each program - LXI students complete an evaluation form reviewing their Work Placement, Host Family and LXI team. This allows LXI to monitor everything that happens and implement controls. LXI is unique in it offering of an eLearning Preparation online program - to assists 17-19yr olds in preparing for Ireland. One of our many objectives in LXI is to assist students in their transition from teen to young professional, in a controlled environment. Parents will notice a difference on their son / daughter's return arrival. Language Xchange Ireland - ' Making Learning Unforgettable! '