AI-assisted session · your data and your choice

In short

• Taking part is voluntary. Everything on this site that collects something has a plain note next to it.
• We do not use cookies, and we do not store IP addresses or device details.
• Polls, table canvases and shared examples are anonymous. Registration and certificates need your name and email. Photos need your consent.
• Anything shown to the room is checked and approved by the facilitators first.
• Controller: Safety Academia Vocational College, Tbilisi; responsible person Davit Mazmishvili. Contact: davit.mazmi@gmail.com or davit@safetyacademia.edu.ge.
• Hosting: this site and its data are hosted by Hostinger.

[STILL TO CONFIRM: the retention periods and legal bases marked below for registration, certificates, photos and session material.]

The session itself

This session is not recorded or transcribed. AI helps only with collecting responses and drafting the post-workshop report.

• What is captured: your voluntary poll answers, table submissions, registration details and optional photos.
• Why: to run the session and to write the post-workshop report.
• Your choice: everything you submit is voluntary; polls are anonymous and photos need your consent.
• Retention: material is kept only as long as needed for the report, then deleted. [DRAFT, to confirm]
• Legal basis: our legitimate interest in documenting the workshop, with your choice respected. [DRAFT, to confirm]

AI use

• (1) Response capture: poll answers and table submissions flow into a structured sheet. (2) Reporting: AI helps draft the post-workshop report in English from the collated responses and the facilitators' notes. It is support only.
• AI does not score, judge or rank tables or people. The room votes and the facilitators break ties.
• Where an image or visual was made with AI, it carries a small notice saying so.
• The facilitators remain responsible for every outcome and check AI output before it is used.

Live polls and the optional “Other” text

• Votes are anonymous. No name or email is stored. Your phone keeps a random code so you cannot vote twice, and the server keeps only a scrambled version of it. Opening a vote page counts one anonymous device as present.
• If you type something under “Other”, it is reviewed by the facilitators and shown only after approval. Please do not write personal details.
• QR 2 asks the QR 1 question again after the table work. QR 1 and QR 2 are anonymous totals and are never used for awards. QR 3 is the room's vote for the table that presented best: one anonymous vote per phone, only totals shown. AI does not score, judge or rank; the room votes and the facilitators break ties.

Table canvases

• A table submits its canvas with its table number only. No names or emails.
• Nothing is shown to the room until the facilitators approve it. If a table sends an update, it is hidden again until approved.
• Please keep text free of personal data about learners or colleagues.

Share your example

• Anonymous. The form asks for no name or email. Examples should be de-identified: please do not name your organisation, a person or a place.
• The facilitators review each example, can edit out identifying details, and show it only if they approve it.
• A separate tick box says whether we may include your example, without your name, in the written synthesis. Without that tick it is for the room only.

Pre-registration for a table

• What is recorded: your first name, last name, country, organisation, email address, chosen table, whether you ticked the optional news box, whether you ticked "I could not download it, please email my certificate to me later", and the time. No IP address, device details or cookies.
• Why: to organise seating at the tables and to keep an attendance record. Seats at each table are limited, so the page shows how many seats are left. Everything except the news box is required for this.
• Saved on your phone: after you register, your table (and the details you typed) are saved in your browser so the exercise and certificate pages can open on your table. You can clear this by clearing the browser data.
• Changes: registering again with the same email updates your registration and can change your table if a seat is free.
• Who sees it: only the facilitators, on a private page protected by an admin code. Other participants see only how many seats are left, never names.
• Retention: [DRAFT, to confirm] Legal basis: organising the workshop you registered for. [DRAFT, to confirm]
• Email my certificate later (optional): if the download did not work for you, you can tick a box and the facilitators will email your certificate to the address you entered, after the workshop, using your name as you typed it. We use your email only for this one message. It is not used for marketing unless you also ticked the separate news box.
• News and updates (optional): a separate, unticked box. Your registration is the same whether or not you tick it. Unsubscribe at any time. Entries without the tick are never used for marketing.

Certificates

• Session code: to keep certificates for people who took part, the page asks for a code announced at the end of the session. It is a light check, not a security system. After the closing time the page shows that certificates are no longer available.
• What is recorded when you download: your name, table number, email address, which certificate you downloaded, whether you ticked the optional news box, whether you ticked "I could not download it, please email my certificate to me later", and the time. The PDF itself is made on your own device. Right after the download, your device also sends the PDF to our server so a copy can be emailed to you; it is sent once through our web host's mail service (Hostinger) and is not stored on our server.
• Why: to issue your certificate, email you a copy of it, and keep the attendance record. An email address is required for this.
• Retention: kept as the record of certificates issued. [DRAFT, to confirm]
• Legal basis: issuing your certificate and keeping the attendance record. [DRAFT, to confirm]
• News and updates (optional): a separate, unticked box. Your certificate is the same whether or not you tick it. If you tick it, we may email you news from Safety Academia, and you can unsubscribe at any time. Entries without the tick are never used for marketing.
• Who sees it: only the facilitators, on a private page protected by an admin code.

Photo gallery

• What is shown: photos from the EfVET workshop “Safe People, Safe Planet” on 23 October 2026, taken in the workshop room and chosen by the Safety Academia team. Participants no longer upload photos to the gallery.
• What we keep: the photos only. They are made smaller and location and other hidden data are removed. No names are added to the photos.
• Who can see them: the gallery page is open to anyone with the link, and every photo can be downloaded, one by one or all together as a zip file, without any code or login. Anyone who downloads a photo has their own copy, so please share it respectfully.
• Removal: if you appear in a photo and would like it removed, write to davit@safetyacademia.edu.ge and we will take it down from the gallery and the zip file as soon as we can.
• Retention: the photos are kept online until 31 December 2027, unless removal is requested earlier.
• Legal basis: your consent, which you can withdraw. [DRAFT, to confirm]

End-of-session feedback

• What is recorded: your score (1 to 5), your two optional comments and the time. If you choose to give an email, also your email. No name, IP address, device details or cookies.
• Anonymous unless you give an email. Please do not write personal details in the comments.
• Why: to improve the workshop and to report how useful it was (as totals and anonymous comments). An email is used only to share the workshop follow-up (the synthesis) with you. It is never used for marketing and never passed on.
• Legal basis: our legitimate interest in evaluating the workshop (score and comments); your consent for the email, which you give by ticking the box and can withdraw at any time.
• Who sees it: only the facilitators, on a private page protected by the presenter code. Emails are never shown on screen in the room.
• Retention: 12 months after the workshop, then deleted. Your email is deleted earlier if you ask.
• Contact: davit.mazmi@gmail.com to see, correct or delete your entry.

Check-in and country

• The check-in does not ask for your country. If we ever add an optional country question, it will be private to the facilitators and will say so next to the question.

Cookies, storage on your phone and offline use

• No cookies. No IP address or user agent is stored by our forms.
• What you type in exercises is kept only on your own phone, in the browser, until you clear it.
• After one visit the site saves its pages and printable files on your phone (an offline cache) so it works with weak Wi-Fi. Photos from the gallery are never saved for offline use.

Your rights

You can ask us for access to your data, ask us to correct or delete it, object to how we use it, and withdraw consent at any time, for example for the news box or for a photo. Write to davit.mazmi@gmail.com or davit@safetyacademia.edu.ge. For anonymous answers we may not be able to find your entry, because we do not know who sent it. You can also contact your data protection authority.

[STILL TO CONFIRM: the controller's postal address, the Hostinger data-centre location for this site, whether an EU representative is needed, and the retention periods and legal bases marked above.]