To use LimeSurvey at the University of Tartu, it is necessary to agree to the terms
of use. For further information, email
eope@ut.ee.
I. General
1.1. The University of Tartu’s LimeSurvey (“LimeSurvey”) is an open-source web
application located at https://survey.ut.ee and
used for creating and completing online questionnaires to collect data for a survey
or study.
1.2. The administrator of LimeSurvey is the University of Tartu (“university”), who
offers the opportunity to use LimeSurvey to the university staff, students, and
guests.
1.3. The controller of personal data related to LimeSurvey is the University of
Tartu, registry code 74001073, address Ülikooli 18, 50090 Tartu, Estonia, email
address info@ut.ee.
1.4. The users of LimeSurvey (“users”) are the university staff, students, and
guests who have a LimeSurvey user account (“account”) and who create and administer
surveys.
1.5. Users can use LimeSurvey if they agree to the terms of use.
1.6. A user can create a survey only after logging in to LimeSurvey. To log in, users must authenticate themselves with their UT username or, if available, with Mobile-ID, Smart-ID, or ID-card.
1.7. A person who completes the survey does not have to log in to LimeSurvey.
II. Creating and deleting an account
2.1. To create an account, users must log in to LimeSurvey with their UT username,
Mobile-ID, Smart-ID, or ID-card. After logging in, a LimeSurvey account is
automatically created for the user.
2.2. The user’s name and surname, UT username, and university email address or, in
its absence, personal email address are transferred to LimeSurvey from the
university’s central human resources database.
2.3. By creating an account, a user profile is made for the user in LimeSurvey. The
user has no right to amend their data in LimeSurvey. The user can request a change
of name or email address by emailing eope@ut.ee.
2.4. LimeSurvey accounts are stored in the LimeSurvey database. When a person
completes their studies or their employment contract expires, they can no longer
log in, and the account will become inactive.
2.5. If a former user has a new relationship with the university as a learner,
staff member, or guest, and their UT user account is reactivated, they can use it
to log in to LimeSurvey.
2.6. Once a year, the university deletes the accounts of users whose UT user
account has been erased or who do not administer any surveys in LimeSurvey.
2.7. The user has the right to submit a request to delete their account at any time.
Such a request must be emailed to eope@ut.ee. The
account, all surveys administered personally by the user requesting the deletion of
the account, and the data gathered with these surveys are erased within two weeks
of receiving the request.
III. Rights, obligations, and liability of the user
3.1. A user logged in to LimeSurvey has the right to create and activate surveys in
LimeSurvey and use them to collect data.
3.2. A user may share a survey with a link (e.g., on a website or social media),
send it by email, or, if there is a legal basis (e.g., consent), add to the survey
the names of responders who will then receive an invitation and later reminders by
email.
3.3. It is possible to add a user to manage a survey created by another user. In
this case, the user must be given the right to manage this survey.
3.4. When using the account, the user takes all measures to prevent third persons
from accessing the account. If this has happened, the user must immediately change
the password of the UT account and inform the university’s IT helpdesk by email to
arvutiabi@ut.ee.
3.5. When using LimeSurvey, any activity that can damage the functioning of
LimeSurvey or is contrary to the law is prohibited. Examples of prohibited
activities include, but are not limited to, overloading LimeSurvey with queries,
adding unsafe or illegal content to the system, copyright violations, attempting to
access other users’ accounts, or other objectionable conduct or contribution to
such conduct. If prohibited activity is identified, the university has the right to
restrict the user’s access to LimeSurvey.
3.6. When the purpose of using the survey has been fulfilled, the user must stop the
survey. For this purpose, the user may either expire the survey (the respondents’
answers are preserved) or inactivate it (the respondents’ answers are deleted).
3.7. Once a year, the user must review all the surveys they manage and delete the
ones whose purpose has been fulfilled.
IV. Rights, obligations, and liability of the university
4.1. The university has the right to use LimeSurvey for teaching and studies,
research, and administration. The service is provided 24 hours a day, except during
maintenance, of which the university notifies users on the front page of LimeSurvey.
4.2. The university must ensure users’ access to LimeSurvey via the university’s
central authentication method and prevent unauthorized access.
4.3. The university has a right to unilaterally amend the terms and conditions of
use, notifying users of that.
4.4. Only a secure connection (HTTPS) must be used for LimeSurvey.
4.5. LimeSurvey is hosted by servers administered by the university and located in
the territory of Estonia.
4.6. LimeSurvey servers and database software are subject to ongoing security
updates.
4.7. LimeSurvey use is blocked or interrupted during maintenance, and a maintenance
window message is displayed to the user. The maintenance interruptions generally
occur outside business hours. If a scheduled interruption lasts longer than 15
minutes, users are notified of it on the front page of LimeSurvey.
4.8. LimeSurvey is backed up regularly according to the general requirements for the
university’s information systems.
4.9. The university provides user support at eope@ut.ee.
4.10. The university has the right to contact LimeSurvey users and ask them to stop
active surveys older than five years and to delete the collected data and the
surveys.
4.11. The university is not responsible for LimeSurvey malfunctions caused by
circumstances that are beyond the control of the university.
V. Personal data protection
5.1. The university discloses personal data only to persons holding LimeSurvey
administrator rights, to users when they share the right of managing a survey with
other users, and to other persons if the disclosure is required by law. When
sharing the right to manage the survey, the user can see other users’ names,
surnames, and university usernames.
5.2. As the controller, the university processes the following personal data in
LimeSurvey:
5.2.1. the user’s name and surname;
5.2.2. the user’s UT username and email address or, in the absence of a
university email address, the user’s personal email address.
5.3. If the survey is used to collect personal data (name, email address, IP
address, ratings, descriptions of personal life, etc.), the user must inform the
persons completing the survey of the processing of personal data and delete the
data (including from personal data carriers) once the purpose of the processing has
been fulfilled.
5.4. For better operation of LimeSurvey, cookies are stored in the web browser. When
using the LimeSurvey account, the session cookie (_shibsession_*), which manages
user logon when navigating in LimeSurvey, must definitely be allowed. In addition,
the session cookies (UT_LSurvey, YII_CSRF_TOKEN), which enable navigation between
sheets and saving the survey data, must be allowed. The above cookies are
automatically deleted from the browser and server after logout from LimeSurvey
(_shibsession_*) or closing the browser (UT_LSurvey, YII_CSRF_TOKEN).
5.5. The university may process all personal data included in LimeSurvey to provide
user support and analyze the use of LimeSurvey to enhance service quality and user
convenience.
5.6. The user is responsible for processing the personal data collected during
surveys and studies. The respondents’ personal data may only be used and stored in
accordance with the purposes of the survey or study, of which the respondents must
be informed in advance.
For any questions related to personal data, please contact the University of
Tartu's data protection specialists at
andmekaitse@ut.ee.
Version: en-1.0.0
Updated: 31 October 2024
