Donation of decommissioned IT equipment

Rules governing the donation of decommissioned IT equipment

The Institute will make available desktops, laptops[1] and tablets that are no longer used by the EIB Group, to non-profit organisations, local community centres or schools registered in an EU country [2] for their own use or for the use of any other final beneficiary located in any country where the EIB has a lending mandate. Donation of decommissioned IT equipment are awarded at the discretion of the Institute and decided on a case by case basis. Applications will be acknowledged no later than 10 business days following their receipt.

For your request to be considered, please submit a signed application form (see below), together with a cover letter bearing the letterhead of the organisation requesting the decommissioned IT equipment, by e-mail to or by post to European Investment Bank Institute – 100 Boulevard Konrad Adenauer, L-2950 Luxembourg. Applications must be signed and submitted by the legal representative of the organisation. Adequate evidence[3]will be required of that person’s powers to represent the organisation.

School application form for IT request: ENFR

Organisation application form for IT request: EN, FR

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 Institute retains full discretion to assess whether applicants meet these eligibility requirements and may reject applications.

Eligible applications will be answered on a first-come first-served basis. In the event that there is no equipment available, the school or institution will be informed in writing that the request will be processed when IT equipment becomes available.

Schools must be licensed by the competent local authorities. Accordingly, the application must include evidence that they are licensed schools. Non-profit organisations must provide evidence that they are registered in an EU Member State.

Successful applications will be decided on the basis of the use to be made of the IT equipment.

Successful applicants will be fully responsible for organising and paying the shipping cost from the EIB’s storage facility in Kirchberg, Luxembourg, to the final destination of the IT equipment, or for picking up the equipment from the EIB’s storage facility in Kirchberg within 2 months of receipt of the confirmation letter from the EIB Institute. The EIB does not have the resources to prepare and dispatch the IT equipment.

The EIB Institute must receive a written permission from the applicant in advance prior to the pick-up date. In the case that a 3rd party is picking up the material, then the applicant should notify the EIB the name and details of the person(s) picking up the equipment, specifying date and time of pick up. It is important to remember to bring a copy of the letter from the EIB confirming the details of the IT donation. Equipment will only be released upon signature and verification of documents.

Successful applicants must agree in advance to settle any taxes or duties payable for importing of the IT equipment in the country of destination.

Successful applicants must accept in advance the right of the Institute or an audit body of the Institute to visit the project that have benefitted from the donation of IT equipment and to follow-up on any action points from the EIB following an audit or visit. In addition, successful applicants must accept in advance the right of the Institute to publish details of the donation and the identity and location of the recipient on its website.

Successful applicants should send, within 6 months after withdrawal of the IT equipment, photos of the use of the equipment with authorisation for possible publication on the EIB Institute website.

[1] All laptops and desktops will be cleaned of all data and software before being donated due to confidentiality and licensing issues.

[2] Political parties are not eligible to receive a grant.

[3] Adequate evidence can be defined as a letter submitted by the organisation requesting the donation of decommissioned IT equipment, bearing the organisation’s letterhead.