EU Ombudswoman opens first inquiry into AI use in proposal evaluations
The European Ombudswoman, Teresa Anjinho, has launched an inquiry into how external experts use artificial intelligence when evaluating EU funding proposals. The goal: check whether current safeguards and disclosure rules are fit for purpose.
This follows a complaint from a Polish company whose 2023 application to the European Innovation Council (EIC) Accelerator did not pass the November 8 cut-off. The company alleges third-party AI tools were used in a way that made the evaluation unfair and could have exposed confidential business information.
What triggered the inquiry
The complainant argues that evaluators assigned by the European Innovation Council and SMEs Executive Agency (EISMEA) used AI systems during review. They want clear rules on AI use, transparency to applicants, and compensation over confidentiality risks from potential data uploads.
Anjinho said there were not sufficient grounds to re-open the specific evaluation. Instead, she is probing the broader rules and practices that govern AI use by evaluators across EISMEA-managed programmes.
Scope: EISMEA and the European Commission
The inquiry covers both EISMEA and the European Commission, which sets the rules EISMEA follows. Besides EIC programmes, EISMEA also manages the European Innovation Ecosystems and the Interregional Innovation Investments Instrument.
It remains unclear whether the outcome could influence AI use in evaluations across other Horizon Europe schemes not handled by EISMEA.
What the Ombudswoman is asking
The office will inspect documents on AI use by external experts by March 18 and meet with EISMEA and Commission representatives by April 20. Questions include the risk-benefit assessment of third-party AI tools in evaluations, current rules, and what must be disclosed to applicants.
EISMEA has acknowledged some evaluators used AI to edit review text and research background information. On the applicant side, generative AI is increasingly used to structure proposals, refine impact sections, and align formatting to guidance.
Why this matters for researchers and innovators
AI is influencing both sides of the process-application writing and expert review. That can speed up work, but it also raises fairness, transparency, and confidentiality concerns.
There is also a suspected link between AI-assisted proposal drafting and a surge in submissions, pushing success rates for some calls down to around 2% in 2025. Even small shifts in process design or policy can have outsized effects in that context.
What you can do now
- If you are applying: Avoid pasting proprietary details into public AI tools. If you must, use privacy modes that disable training, strip identifying data, and keep sensitive specifics offline.
- Document your AI use: Keep a short note on what tools were used and for what purpose (editing, formatting, summarizing). If disclosure becomes standard, you are ready.
- Tighten confidentiality hygiene: Keep a redacted and a full version of your proposal. Share the redacted version during any external review or mentoring process.
- If you are reviewing: Confirm whether your contract or guidance allows AI use. Do not upload applicant content to tools that train on inputs. Log any AI assistance used for wording or background checks.
- Institutional step: Create lightweight AI guidelines that cover approved tools, no-train settings, redaction rules, and disclosure templates for both applicants and evaluators.
Timeline and what to watch
Key dates are March 18 for document inspections and April 20 for meetings with EISMEA and the Commission. Next steps will depend on findings and whether current controls meet privacy, integrity, and transparency standards.
Watch for possible guidance on acceptable AI workflows, disclosure requirements, and handling of confidential material. Any change here could ripple across Horizon Europe evaluations.
Useful resources
- European Ombudsman
- EIC Accelerator (official)
- Practical prompt engineering resources for teams (Complete AI Training)
Your membership also unlocks:
