Privacy Policy

1) What we collect

Information you provide

When you submit an expression of interest (EOI), register, or participate, we may collect:

• Identity and contact details: name, email address, and any other details you submit.
• Participation preferences: preferred format (online/table/walk), availability, location/suburb (if relevant for in-person formats), and any accessibility notes you choose to share.
• Workshop composition inputs: self-described familiarity with the topic, viewpoint/leaning ranges, communication preferences, and other information you provide to help us compose groups.
• Reflections/debrief submissions: any text you submit after a workshop (which may be private or shared, depending on your selection).

Information collected automatically

When you use our website, we may collect limited technical data such as:

• IP address (often approximate), device/browser information, pages visited, and timestamps.
• Cookies or similar technologies for basic site functionality and analytics (if enabled).

2) Why we collect your information

We use personal information to:

• Process EOIs and registrations and communicate with you about workshops.
• Compose groups/pairs to create constructive mixes across viewpoints and familiarity (a composition process, not a credential assessment).
• Provide and personalise our primers and briefs and to share logistical details for sessions (including meeting location or walking route where applicable).
• Facilitate workshop operations, safety, and moderation.
• Improve WOTC formats and materials.

3) Reflections and AI-assisted analysis

After a workshop, you may optionally submit a debrief. You can keep your reflections private or share them with other participants (depending on the option you select at submission or in your profile settings).

If you submit a debrief, we may use AI tools to:

• Depersonalise reflections (remove or reduce identifying details where practicable), and
• Produce an aggregate analysis of themes, points of consensus, and contrarian views.

Important notes:

• Do not include highly sensitive personal information in reflections.
• AI depersonalisation reduces identification risk but does not guarantee anonymity.
• We aim to publish or share only aggregated or depersonalised outputs unless you explicitly opt into sharing identifiable content.

4) When we share your information

We may share personal information:

• With service providers we use to operate the website, forms, email, scheduling, and analytics (e.g., web hosting, form providers), who process data on our behalf.
• With facilitators supporting a workshop, limited to what they reasonably need to run the session (e.g., participant list, accessibility notes).
• With other participants only if you choose to share reflections or other content with them.
• If required by law, regulation, court order, or to protect rights and safety.

We do not sell personal information.

5) International data transfers

Our service providers may store or process data outside Australia. Where this occurs, we take reasonable steps to ensure that our use of third party services is disclosed in these terms. We do not have any influence over the terms set or practices adopted by those providers. We use Vercel, Stripe, Claude, ChatGPT, Proton, X, Instagram and LinkedIn.

6) How we store and secure information

We take reasonable technical and organisational measures to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. No method of transmission or storage is completely secure.

7) Data retention

We keep personal information only as long as needed for the purposes described above, including:

• Running workshops and follow-up communications;
• Sharing information about the issues discussed in workshops you attended;
• Sharing information about future workshops that may be of interest;
• Handling disputes or safety issues; and
• Improving formats over time.

Default retention (editable):

• EOI/registration data: 7 years
• Debriefs: 5 years or until you delete them

8) Your choices and rights

You may:

• Request access to personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your information (subject to legal/operational limits).
• Opt out of non-essential communications.

To make a request, contact us via the support tab in your settings.

9) Children

WOTC workshops are for adults. You must be 18 or older to participate.

10) Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version and revise the “Last updated” date.

11) Contact

DMs are open.