How we use your answers

This page covers the Use Case Prioritisation workshop activity only, the one you joined by scanning a QR code or entering a session code. We use those answers differently from the way we use data from our learning platform, so this is a separate notice rather than a section of that one.

Last updated 12 August 2026

1. Who we are

AI Accelerator Limited is the data controller for the answers you give in this activity. You can reach us at hello@aiaccelerator.uk.

The organisation running the workshop, usually your employer or the company hosting the session, also receives the results and is a controller of them. If you want to know how they use the results afterwards, ask them; we can tell you what we sent.

2. What we collect

We do not create an account for you, and taking part gives you no access to anything else we run. There is no marketing sign-up anywhere in this activity, and we do not add you to any list.

3. Who sees your individual answers

This is the part worth reading properly, because it differs by session.

Sessions run in breakout groups

In a breakout session your group agrees one answer per use case between you, and that answer goes on a board the group shares. Nothing is recorded against you individually, so no name is asked for and none is stored. The board shows changes as “by you” or “by someone in your group”, never by name, and the rest of this section does not apply to you.

The same holds for the notes your group writes and for the email, if you asked for one. The email carries your group’s board and its notes, not a record of what you personally said, because there is no such record to send. The notes in it are not attributed either, and it only ever goes to someone who was in that group.

Sessions that show individual answers

In some sessions your ratings are shown next to a name on the shared screen when the facilitator reveals the results, so everyone in the room can see who rated what and discuss it. If that is how your session is set up, you were told on the screen before you started, and you were asked for a name.

That is where it stops. Your name is not written into the report your employer receives afterwards. That report gives group results only — averages, spread, and how many people rated each use case. So your answer is visible to the people in the room at the time, and to nobody afterwards.

You can choose not to be identified. There is a Keep me anonymous checkbox directly beneath the name field, and you can change it at any point until the facilitator reveals the results. Your ratings still count towards the group result; they simply are not labelled with your name.

Sessions that do not show individual answers

Most sessions to date work this way. Your employer and the room see group results only: averages, spread, and how many people rated each use case. Nobody is told what you personally said.

A session's setting is fixed when it runs and does not change afterwards. A session run without names stays that way permanently, including in any report produced later.

If you name a colleague

In a State of Play session we ask who is doing something, and that means you can write down someone who is not in the room and has not agreed to anything. We are telling you that rather than pretending otherwise, and here is what we do about it.

• We ask you, at the point of writing, to name the team rather than the person where the team is enough. It usually is.
• What you write is shown to the room during the session and is not included in the written report your organisation receives. That report carries group results only.
• It is not included in the personal report we email you either, if you ask for one.
• The field is short by design — 400 characters — because it is meant to hold “Finance, since about June” and not an account of somebody.
• At twelve months it is destroyed rather than anonymised. Everything else about your answers is kept in an anonymous form after that point (see section 5); the words you wrote are not. What survives is only whether a claim was evidenced, as a yes or no.

A use case you add yourself is treated the same way at twelve months: deleted, not anonymised. A description of one team’s specific process is not something we can honestly call anonymous.

If you would rather not write any of it, answer at a lower stage or say you do not know. Neither is treated as a failure to answer, and “I do not know” is often the most useful thing anyone says in the room.

Your organisation’s results, and who else sees them

Everything above is about your own answers. This is about the other confidential thing in the room: your organisation’s use cases, priorities, challenges and gaps. A room that puts those on a wall has produced commercially sensitive material whether or not anybody’s name is attached to any of it, so the notice you see before you start says this, and so does this page.

We treat your responses as confidential and will not share organisation-specific results with third parties. We may use anonymised, aggregated data to identify wider trends and benchmarks.

Three things that sentence deliberately does not cover, because a confidentiality promise with unstated exceptions is not one:

• The organisation running the session receives the results. That is the point of the exercise, and section 1 explains that they are a controller of them alongside us.
• The suppliers who run this for us are not third parties in this sense. Section 8 names all of them. They process the data on our instructions to provide the activity, and none of them may use it for anything else.
• “Anonymised, aggregated” means what section 5 says it means — and nothing looser. The link to your organisation is deleted, not hidden, before anything becomes part of that picture, and no benchmark we publish can be resolved back to a single organisation.

4. Our lawful basis

We rely on legitimate interests: helping an organisation work out which uses of AI are worth trying, and improving how we run these workshops. Where the session shows individual answers, our interest is in a discussion that can examine why different parts of a business see the same idea differently, which the averages alone cannot support.

The same basis covers our own research: we build up an anonymised picture, across many workshops, of how organisations rate these use cases, and we use it to improve our advice and our published material. Section 5 sets out exactly what that anonymised picture contains and when your answers become part of it. We name it here rather than only in the retention table, because a purpose you have to go looking for has not really been disclosed.

Our agreement with the organisation running the session records how the results are handled. That agreement is between us and them, not with you, so it is not what makes this lawful. It is the basis above, and your ability to object, that does.

We have considered that you may be answering in front of your own management, and that this can make people cautious. That is why the anonymity choice is a checkbox you can tick yourself rather than something you have to ask a facilitator for, and why we never require your name to take part.

5. How long we keep it

What "anonymised" means here, and what we keep afterwards

Twelve months after the session ends, we strip your answers of everything that connects them to you or to your organisation. Your name goes, and so does the link to the session and to the organisation the workshop was run for. That link is deleted, not hidden: we cannot put it back.

What is left is a row saying, for example, "someone in a legal team, at senior leader level, in 2027, rated this use case 4 for value and 2 for complexity". That is: the use case, the business area, the role level, the ratings, and the year. No name, no email, no organisation, no session, and no date more precise than the year.

From a State of Play session the row is the same shape with the stage in place of the ratings — "someone in a finance team, at manager level, in 2027, said this was rolled out and in use" — plus whether the claim was evidenced, as a yes or no. The evidence you wrote does not survive, and neither does any use case you added. Those are deleted at twelve months rather than anonymised, and the table that holds the rest has no column they could be kept in even by accident. See section 3.

We keep that anonymous version indefinitely, and we use it as research. It tells us which use cases organisations consistently rate as valuable, where our own difficulty estimates are wrong, and how views change as the technology moves. It informs the advice we give other clients and the content we publish. We are telling you this because it is a real purpose and you are entitled to know about it, not because it is buried in a definition somewhere.

Because those rows cannot be traced back to you, data protection law no longer applies to them — and that cuts both ways, which is the part worth reading twice: after those 12 months we can no longer find your answers, so we can no longer delete them for you. If you think you might want them removed, ask us within the 12 months. See section 7.

6. Storage on your device

We set no cookies and run no analytics or tracking in this activity.

The activity stores one item in your browser's session storage, holding the token that keeps you in the session and your answers so far, so that a refresh or a dropped connection does not lose your progress. It is deleted when you close the tab. It is strictly necessary to provide the activity you asked to join, which is why you are not being shown a consent banner for it.

7. Your rights, and how to have answers removed

You can ask us for a copy of what we hold about you, to have it corrected, or to have it deleted. You can also object to us using it at all.

To have your name removed from a session's results, or to have your answers deleted, email hello@aiaccelerator.uk and tell us roughly when and where the workshop was, and the name you used. You do not need to give a reason. We will confirm what we have done.

There is a deadline: 12 months from the end of the session. After that your answers have been anonymised and the link back to you no longer exists, so there is nothing left for us to find or delete. This is the same limit described in section 5, and it applies whether or not you gave a name.

Before then, we can only do this if you gave a name. If you chose to stay anonymous, we hold nothing connecting those answers to you, so we cannot identify which ones to remove. We are not allowed to collect extra information about you just to make that possible, and we would not want to. If you ask, we will tell you plainly that we cannot find them.

If we have already sent results to the organisation that ran the session, we will tell you that, tell you what was sent, and ask them to update their copy. We cannot delete a copy someone else already holds, and we would rather say so than imply otherwise.

If you are unhappy with how we have handled this, you can complain to the Information Commissioner's Office at ico.org.uk.

8. Who processes it for us

Resend only ever receives an email address and the report being sent to it. It does not receive your ratings as data, and it is not used at all if you do not ask for a report.

9. Security

Answers are stored in our database in the UK/EU region and are not readable by other participants. The link that let you join the session cannot be used to reach anything else we run, and stops working when the session closes. Report links expire, and email addresses are never included in a web address.

10. Changes and contact

If we change how this activity uses your answers, we change this page and the notice shown before you start. A session always uses the version of the notice that was current when it ran, so a change here never alters what was agreed for a session that has already happened.

Questions: hello@aiaccelerator.uk.