Privacy notice
This notice covers the volunteer interest form, the hackathon archive form and the directory access request form. It is written to be read, not to be survived.
Who is responsible
AI Safety Hackathon Playbook is the data controller for the information collected through this site. You can reach us at data@aisafetyhackathons.org.
Our lawful basis is your consent
Every field on this site is filled in voluntarily and we rely on your consent (UK GDPR Article 6(1)(a)) to hold and use it. Nothing is pre-ticked, no consent question is bundled with another, and declining any of them does not stop you submitting the rest of the form.
You may withdraw consent at any time. Withdrawing is as easy as giving it: use the private management link we send you after submitting, or email us. Withdrawal does not affect anything we lawfully did before you withdrew.
What we collect
- Volunteer interest form: your name, email, the roles you are offering, and optionally job title, organisation, LinkedIn, a one-line bio, location, time zone, travel willingness, areas of expertise, availability, languages, prior experience and introductions you can make.
- Archive form: details of a hackathon you organised — dates, format, venue, catering, funding, spend, participant and team counts, judging process, outputs, and your own reflections — plus any documents you choose to attach, and your name and email if you give them.
- Directory access request: your name, email, role, organisation, what you are planning and what you are looking for.
Please do not include other people's personal data in free-text answers or attachments. If you do, remove it first or tell us so we can.
What we do with it
- To operate a moderated directory of volunteers, mentors and judges, shown only to organisers whose access request we have approved, and showing only the fields you ticked.
- To publish a moderated archive of hackathon logistics and costs — in full, with your name and organisation removed, or not at all, exactly as you chose on the form.
- To produce aggregate figures that identify nobody.
- To contact you about your submission, and only if you said we may.
A human reviews every submission before anything becomes visible. Submitting publishes nothing by itself.
Publication and anonymisation
On the archive form you choose one of three outcomes: publish everything, publish with your name and organisation stripped out, or keep it private. Attached documents are reviewed individually and released only if a moderator approves that specific file.
Site administrators can remove named individuals from a published archive entry at any time, including retrospectively and including at your request.
How long we keep it
We hold your submission for 12 months from the last time you confirmed it. Before that point we email you to ask whether it is still accurate. If you do not confirm, we delete the entry. Consent that is never renewed expires.
If you ask us to delete something, we delete it from the live site immediately and from our backups within 30 days.
Who else sees it
- Site administrators who moderate submissions.
- Approved organisers, for directory fields you ticked and nothing else.
- Our hosting and database provider, which stores the data on our behalf under a processor agreement.
We do not sell your data and we do not use it for advertising.
Your rights
Under UK GDPR you can ask us for a copy of your data, ask us to correct or delete it, ask us to restrict or stop using it, object to our use of it, and ask for it in a portable form. You can also withdraw consent at any time.
The fastest route for most of these is the private management link sent with your submission confirmation, which lets you view, correct and delete your entry yourself. Otherwise email data@aisafetyhackathons.org and we will respond within one month.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk.