Invitation to apply for donation of IT equipment

The European Defence Agency (EDA) will make available various IT equipment that is no longer used by the Agency (see list here) to non-profit organisations, local community centres or schools officially based in Belgium to support local activities. EDA invites interested parties to submit their application for this equipment in accordance with rules governing the donation laid down in the present invitation. A French translation of this invitation to apply is available here.

Donations of decommissioned IT equipment are made at the discretion of the EDA and decided on a case by case basis. The hard-drives and -discs of all equipment will be removed before being donated.

How to apply?

Applications must be completed using this application form. The completed application form should be submitted by email to infrastructure@eda.europa.eu before 25 February 2022
Please note that only application forms in English/French will be accepted
Applications must be signed.

Eligibility Criteria

To be eligible, applicants must be either a non-profit organisation operating in a social or educational field, a local community centre, or a public or not-for profit private educational establishment such as a school
Applications in the name of individuals will not be accepted. The Agency retains full discretion to assess whether applicants meet these eligibility requirements and may reject applications
Schools must be licensed by the competent local authorities. Accordingly, the application must include evidence that they are licensed schools (e.g. registration in the Ministry of Education, Government Official Journal etc.) Non-profit organisations must provide evidence that they are registered in Belgium (e.g. legal status, registration ASBL etc.)
Eligible applications will be evaluated by the EDA Disposal Committee and equipment will be divided between applicants, based on the motivation for the use of the equipment.

Successful applicants

Successful applicants will be fully responsible for organising and paying the shipping from EDA facilities in Brussels to the final destination of the IT equipment, or for picking up the equipment from EDA's facilities in Brussels within 2 months of receipt of the confirmation letter from the Agency. The EDA does not have the resources to prepare and dispatch the IT equipment
Where a 3rd party is to pick up the equipment, the applicant should notify EDA of the name and details of the person(s) picking up the equipment, specifying the date and time of pick up (in agreement with EDA). Equipment will only be released upon signature and verification of documents.
Successful applicants will be asked to sign a letter upon reception of equipment, stating among others that the applicants:

must accept EDA’s right to visit the project for which IT equipment has been donated
must accept the right of EDA to publish details of the donation and the identity and location of the recipient on its website
must accept that EDA will not provide any kind of support and guarantees for the equipment donated
must agree to settle any taxes or duties payable for importing of the IT equipment in the country of destination
shall make the shipping arrangements themselves and pay for all transport costs of the IT equipment from EDA's premises in Brussels to the final destination in Belgium; and
shall ensure that the equipment is disposed of at the end of its life cycle in an environmentally responsible manner.

Data Protection

The European Defence Agency is committed to the protection of personal data. Personal data collected by EDA will be processed pursuant to Regulation (EU) 2018/1725. For more details, please consult the Privacy Statement: EDA Privacy Statement Donations IT Equipment 2021.pdf