Privacy notice

This notice covers AI: Worker Voice as Critical Internal Condition, at the Palace of Westminster on Friday 20 November 2026. It was last changed in October 2026. Questions, and anything you want done with your data, go to westminster@democraticintelligence.org (westminster@polariscollective.org still works).

Who holds your details

Democratic Intelligence (formerly Polaris Collective) runs the registration for this event and holds what you send through this site. The day is convened by the Institute for Ethics in AI at the University of Oxford, through its Accelerator Fellowship Programme, and the Center for Labor and a Just Economy at Harvard Law School, and hosted by Baroness Beeban Kidron OBE. Those institutions decide for themselves what they do with the parts they receive, listed below.

What is collected, and why

To give you a place and write to you about the day: your name, email address, organisation, role or title, and, if you choose to give it, the category that fits you. We use them to confirm your place, send your pass, and send joining instructions, changes and the readout.

To get you through the door: your full legal name, your nationality and which document you will bring. Parliament checks these against the identification you carry on the day. Your name, organisation and nationality also go to Harvard Law School, one of the convenors, for its screening of participants (below). We never ask for a document number.

To run the day itself: dietary requirements, accessibility needs, whether you will stay for the drinks reception, whether you need a visa invitation letter, and, for speakers and chairs, a biography, a photograph, travel and accommodation answers and what you need in the room.

Because you said so: whether you may be photographed during the day and filmed in the closing session, whether your name and organisation may be shared with the other participants, and whether we may send you news from Democratic Intelligence afterwards. Each of those is a separate answer, and each one can be changed or withdrawn by writing to us.

If you ask for a place without an invitation, we keep what that form asks: your name, address, organisation, role, any link you give, what you wrote about your work, and whether you would like news from Democratic Intelligence. We email you a copy of your request when it arrives, and our answer once the convenors have decided.

If you ask us for help with the cost of travel and accommodation, we keep what that form asks: where you are travelling from, the costs you expect, and anything you tell us. If we approve it and you claim, we also keep the costs you claim, your receipts, the name on your bank account, your bank details and your address. We use them only to decide your request and to pay you back.

Dietary requirements and access needs

These can say something about your health or your religion, so the law treats them as a special category. We ask for them only to feed you and to make the building usable, we ask with your agreement, and you may leave them blank. The caterer is given counts and no names.

Why we are allowed to hold it

Most of it we hold because you asked for a place and we are arranging one: without your name and address there is no registration. The security fields we hold because Parliament requires them of anybody entering the estate. Dietary requirements, access needs, photography, the participant list and news from us rest on your agreement, and nothing follows from refusing except the thing you refused. Support requests and claims we hold because you asked us to pay you, and the records of what we paid because the law requires us to keep accounts.

Who else sees it

• The parliamentary security office: the legal name, nationality, document type and organisation of confirmed guests, and whether each comes as a guest, a speaker or chair, or press. Nothing else.
• Harvard Law School, one of the convenors: the name, organisation and nationality of every confirmed guest, speaker and chair, about ten days before the day, for its office that screens the participants of the events it convenes. Nothing else.
• The caterer: counts of each dietary requirement, with no names attached.
• Our bank: the name, bank details and amount needed to pay you, if you claim travel and accommodation support.
• The Institute for Ethics in AI's team, who take the photographs: a list of people who said they would rather not be photographed.
• The convening institutions: the participant list, which is name, organisation and role, and only for people who agreed to appear on it. Speakers and chairs appear, with their title, biography and photograph, on the event page and in the event's communications, including social media; a speaker who would rather not can write to us and is taken off.
• The other participants, on each person's conference dashboard: if you agreed to appear on the participant list, the others coming who also agreed see your name, organisation and role, and can download it. Nobody who chose not to appear sees the list.
• The others in a speaker's session: speakers and chairs see the name, organisation and email address of the others in their session on their conference dashboard, so that they can prepare it together.
• The University of Oxford: the travel, accommodation and visa answers of the people it reimburses or writes letters for, and each speaker's expense claim, with their bank details and receipts.

Three companies process this data for us and do nothing else with it: Supabase holds the database and the files, in London; Resend sends the email; Vercel serves this site. We do not sell anything to anybody, and there is no analytics or advertising code on these pages.

How long it is kept

We keep what you gave us after the event: your name, your organisation, your answers, the security fields and, for speakers and chairs, the photograph. It is used for nothing new: we keep it so that we can follow up with the people who took part, keep a record of the day, and, only if you asked for news from Democratic Intelligence, tell you about the events that follow. You can ask us to delete any of it, at any time, by writing to us, and we will.

Speakers and chairs: their name, title, biography and photograph appear on the event page, which stays as a record of a day that took place. A speaker or chair who would rather not appear, before the day or after it, can write to us at any time, and we take the entry down.

Support requests and claims, and speakers' expense claims, are part of the accounts of the conference, so we keep them, receipts included, for as long as financial records must be kept. A speaker's bank details are kept encrypted, and written only into their own claim form.

What you can ask for

You can ask to see what we hold about you, to have it corrected, to have it deleted, to have its use restricted, to object to that use, and to receive a copy in a form you can take elsewhere. Where you gave your agreement, you can withdraw it, which does not undo what was done before. Write to westminster@democraticintelligence.org (westminster@polariscollective.org still works) and we will answer within one month.

If you are not satisfied with how we have handled it, you can complain to the Information Commissioner's Office at ico.org.uk.