AI tools for NGOs running Erasmus+ projects: a practical guide

Where does AI actually help an Erasmus+ project?

The useful cases are repetitive, text-heavy and multilingual. They save staff time without taking decisions away from people.

• Proposal support: summarising call documents, checking a draft against the award criteria, tightening language. The ideas and commitments stay yours.
• Multilingual websites and materials: first drafts in EN, FR, NL or other partner languages, reviewed by a native speaker before publishing
• Dissemination: turning one project update into a newsletter, social posts and a website news item, scheduled automatically
• Reporting: collecting activity data, attendance and outputs from forms into one sheet ready for the final report
• Participant flows: sign-up forms, confirmations, reminders and certificates sent automatically
• Participant assistants: a chat assistant that answers practical questions from your own project documents

What does the EU AI Act mean for an NGO?

Most NGO uses of AI are low risk. The main duty in practice is transparency: as of 2 August 2026, people who interact with an AI system such as a chatbot must be told they are dealing with an AI, and AI-generated content may need to be labelled. Some technical marking duties have later dates.

The AI literacy duty in Article 4 has applied since 2 February 2025 and was amended in 2026. As of November 2026, check the current text on the Commission's AI Act Service Desk rather than relying on older summaries. High-risk uses, for example AI that decides who gets access to education or a job, carry much heavier obligations and are best avoided in small projects.

How do we handle GDPR with AI tools?

Participant data in Erasmus+ projects often includes sensitive details such as age, nationality or migration background. Before using an AI tool, decide what data it really needs and remove the rest.

• Use tools with a data processing agreement and EU data hosting where possible
• Do not paste participant lists or personal stories into public chat tools
• Tell participants in your privacy notice which tools process their data
• Keep data only as long as the project and reporting require

What visibility rules apply to an Erasmus+ project website?

Recipients of EU funding must acknowledge it. The EU emblem should appear with the statement "Funded by the European Union" or "Co-funded by the European Union", written out in full next to the emblem. The emblem must not be modified or merged with other graphics, and if other logos appear it must be at least as large as the largest of them.

Many National Agencies also ask for a disclaimer stating that the views expressed are the authors' own. Programme-specific rules can add details, so check your grant agreement and your National Agency's guidance.

Where does digital work fit in the budget?

Many Erasmus+ Cooperation Partnerships are funded with lump sums linked to work packages. In that model the website, sign-up flows and dissemination tools belong inside the work packages that need them, described clearly in the application. Rules differ by action and year, so check with your National Agency before committing a budget.

How do we choose a technical partner?

A good technical partner understands both the tools and the programme's rules. Ask for a fixed quote, for the code and accounts to stay with your organisation, and for the site to keep running after the project ends.

• Experience with multilingual EU project sites and the visibility rules
• Data hosted in the EU and a clear GDPR approach
• Handover: admin access, documentation and training for your team
• A PIC in the Funding & Tenders Portal if the partner joins the consortium

What is a PIC and does our partner need one?

The Participant Identification Code (PIC) is a nine-digit code organisations receive when they register in the EU Funding & Tenders Portal. Applicants and partners in centrally managed actions need one; some actions managed by National Agencies use an Organisation ID (OID) instead. A PIC from another EU programme is valid for Erasmus+ too. A technical supplier hired as a subcontractor usually does not need one; a full consortium partner does.

An example: EMERALD Re-skilling Lab

Mehmet Emin Çoban of Coban Labs designed and built the site for EMERALD Re-skilling Lab, an Erasmus+ project in Brussels that connects employers, training providers, public bodies and migrant-support organisations. The site runs in English, French and Dutch, with a participation flow and a member workspace.