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 September 2026. Questions, and anything you want done with your data, go to westminster@polariscollective.org.

Who holds your details

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. 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 in the opening and closing sessions, whether your name and organisation may be shared with the other participants, and whether we may send you news from Polaris Collective 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 Each of those is a separate answer, and each one can be changed or withdrawn by writing to us.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 Polaris Collective. We email you a copy of your request when it arrives, and our answer once the convenors have decided.

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.

Who else sees it

• The parliamentary security office: the legal name, nationality, document type and organisation of confirmed guests. Nothing else.
• The caterer: counts of each dietary requirement, with no names attached.
• The photographer: 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.

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

Thirty days after the event, everything is deleted: your name, your address, your answers, your photograph and the security fields. A job in the database does it, so it does not wait on anybody remembering. The only thing that survives is the minimum needed to send you news from Polaris Collective, and only if you asked for that: your name, your email address and your organisation, which you can have deleted at any time by writing to us.

Speakers and chairs are the one exception. Their name, title, biography and photograph appear on the event page, and that entry, photograph included, is not deleted after thirty days, because the page is a record of a day that took place. Everything else about their registration goes with everybody else's. 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.

What you can ask for

You can ask to see what we hold about you, to have it corrected, to have it deleted before the thirty days are up, 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@polariscollective.org 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.