Privacy Policy
How AIC Voice handles your words
Plain language first, detail after. This policy covers the AIC Voice app, the survey answers and voice recordings you give, and the discussion recorded at the event.
Version 2026-09-23.1 · Updated 21 September 2026
Who is responsible
AI Consensus is responsible for your data (the data controller) for AIC Voice.
Privacy contact: general@aiconsensus.org.
Why we collect your words
AI Consensus runs student sessions on AI to understand how students think about it and to say so publicly. AIC Voice is the tool we use to invite you, hear from you and check you in at the door.
- Running the session: invitations, sign-in, attendance and a QR ticket for the door.
- Research and reports: your answers to a short survey before and after the session, and the recorded group discussion, used in AI Consensus reports.
- Improving our technology: your recordings and transcripts may be used to help improve AI Consensus technology, the tools we build for listening to students.
- Keeping you informed, only if you ask: an email when the report is published.
Taking part is voluntary. You can type instead of speaking, ask not to be recorded in the room, and email us at any time to delete your data.
What we collect
- Account: the email address your facilitator invited, verified by a sign-in link or code. Participants do not need a password.
- Profile: the name you want us to use at the door and your university.
- Consent: which terms you agreed to, when, and which version of this policy you saw.
- Survey answers: text you type, and if you choose to speak, the audio clip and its transcript.
- Room recording: audio of the group discussion and its transcript. Speakers are not named in the transcript.
- Event photos: photos taken at the event, and your yes or no to us posting photos you appear in.
- Attendance: when your ticket was scanned and by which facilitator.
- Security logs: sign-in events, access to research data and errors. Logs never contain your answers or your email in clear text.
We do not use advertising trackers or third-party analytics on AIC Voice.
Voice processing
If you record an answer, the audio is uploaded to private storage and transcribed by Deepgram using its EU endpoint. Every request is sent with model-training opt-out enabled, so Deepgram keeps the audio only for as long as it takes to process the request and does not use it to improve its models.
The transcript becomes your answer straight away; you can record again or type instead before you submit. The recorded group discussion is transcribed the same way, in segments.
Who can see what
- You: your own enrolments, answers, ticket and consent choices.
- Facilitators: the roster for their own sessions, attendance and whether you finished the survey. Never the content of your answers.
- AI Consensus: transcripts and answers, with every read logged.
- Processors: Supabase (database, sign-in and storage in the EU), Vercel (web hosting), Deepgram (transcription, EU endpoint), Cloudflare (bot protection on sign-in) and Google Workspace (email).
Anything we share or publish is aggregated and anonymised: counts, themes and paraphrased or approved quotes. Names, email addresses, IDs, exact timestamps and raw audio never appear in anything published.
How long we keep it
| Data | How long |
|---|---|
| Uploads that never finished | Deleted within 24 hours |
| Your voice answer recordings | Kept with your answers until you ask us to delete them; deleted within 7 days of your email |
| Room recording audio | Deleted 30 days after the recording is complete; the anonymised transcript is kept |
| Event photos | Kept and, with your yes, posted; taken down and deleted within 7 days if you ask |
| Answers and transcripts | Kept for the research and to improve our technology; deleted within 7 days if you ask |
| Email, account and identity mapping | Kept while the study runs; reviewed 90 days after the final report |
| Security and access logs | 90 days |
Your choices and rights
- Change your mind at any time by emailing general@aiconsensus.org. We stop processing your answers, revoke your ticket, cancel queued transcription and delete your answers and recordings within 7 days. Not signing up is always an option too.
- Ask for a copy of the data we hold about you, or for it to be corrected or deleted, by emailing the privacy contact.
- Decline room recording at the event; the facilitator will offer another way to take part.
- Complain to your data protection authority if you think we have handled your data badly. We would rather hear from you first.
Some things we cannot undo: aggregate figures that have already been published and are genuinely anonymous, and copies held briefly by processors or in backups until their own retention runs out.
Changes to this policy
This is version 2026-09-23.1. When the policy changes in a way that matters, everyone is asked to read and agree to the new version the next time they open a session. Older versions are kept so we can show you what you agreed to.
Contact
Questions, requests or worries: general@aiconsensus.org. Please do not send recordings or other sensitive content by email; tell us what you need and we will arrange a secure way.