Terms of use of LimeSurvey

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 email to 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 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 exchange 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 unauthorised 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 analyse 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.

Updated: 30 August 2024