Access to the special categories of personal data - Erasmus+ & European Solidarity Corps guides (2025)

"Access to the special categories of personal data" flag

The flag Access to the special categories of personal data is available in the Contact personsection of the Associated persons screen, allowing all beneficiary or consortium coordinator contacts (assigned to the beneficiary organisation) to have full access to the sensitive data in the project.

Flag that, when selected, indicates that the contact person has access to the special categories of personal data

For the categories of users mentioned above, this flag is selected by default, but it can be removed, and this will result in the user being restricted from viewing and/or saving in Beneficiary Module.

See below how different functionalities are impacted in the Beneficiary Module when this flag is removed:

• Inclusion support for participants: description and justification
  - this field will not be visible (for more information, see Inclusion support for participants)

• Force majeure explanations
  If you donothave accessto the special categories of personal data, when you set the Force majeure flag to yes, the Force majeure explanationsfield will not be visibleand you will receive a warning message.

• • Impact on saving in KA121 and KA122
    If you donothave accessto the special categories of personal data, and you are creating mobility activities or participants which include force majeure, you will not be able to complete them (they will remain in Draft), as selecting the Force majeure flag also requires the user to add comments in the Force majeure explanations field. As this field is not available for the users without access to special categories of personal data, you will receive a warning message and will not be able to complete the mobility activity or participant: "By clicking this flag, associated persons without access to special categories of personal data will not have access to "Force majeure explanations" field and they will not be able to complete the mobility activity."
  • Impact on saving in KA220
    If you do not have access to the special categories of personal data and you set the Force majeure flag to yes, the Force majeure explanations field will not be visible and you will not be able to save (KA220). A warning message will be displayed:

• • • When trying to save Learning, Teaching and Training activities (LTTA) and Transnational Project Meetings (TPM): "By clicking this flag, associated persons without access to special categories of personal data will not have access to "Force majeure explanations" field and they will not be able to save the participant."
    • When trying to save Multiplier events (ME): "By clicking this flag, associated persons without access to special categories of personal data will not have access to "Force majeure explanations" field and they will not be able to save the event."
    • When trying to save Project results (PR): "By clicking this flag, associated persons without access to special categories of personal data will not have access to "Force majeure explanations" field and they will not be able to save the organisation."
  • Impact on import/export operations
    • The fieldForce majeure explanationswill still be available in the import-export templates.
    • When you perform a dataexport, the values in this field will not be populated, this field (column) will be empty for all the users, no matter if they have or not access to the special categories of personal data.
    • When you perform a dataimport, the values in theForce majeure explanationsfield will be saved and users (no matter if they have or not access to the special categories of personal data) can complete the mobilities or participations, but those without access will not be able to see the imported values in the UI.
    • Import-export log:
      • • Userswithout accessto special categories of personal data can seealltheexportsin the project andonly their ownimports, and
        • the userswith accesscan see thefull import-export log.

Related Articles

• Page:

  Beneficiary Guides - Project implementation phase

• Page:

  Beneficiary module guide