Legal
Privacy Policy
Effective Date: 13 October 2026
1. Scope of This Policy
This Privacy Policy applies solely to personal data collected through the website https://civic-ai-interviewer.org/ (the "Website"), which is operated by Narratives Lab CIC, trading as Future Narratives Lab ("we", "us", "our").
Please Note: This Privacy Policy governs website interactions, pilot application submissions, and general enquiries. The execution, administration, data collection, and processing of qualitative research interviews carried out using the Civic AI Interviewer software tool are governed separately by our Pilot Terms and Data Processing Agreement (DPA).
2. Data Controller
The legal Data Controller for personal data collected on this Website is:
Narratives Lab CIC (trading as Future Narratives Lab)258 Kingsland Road, London, E8 4DG, United Kingdom
Company Type: Non-profit Company Limited by Guarantee
Contact Email: civic-ai-interviewer@futurenarrativeslab.org
3. Personal Data Collected on the Website
We collect personal data through the Website when you apply for the Community Pilot or contact our team:
- Pilot Application Data: Name, professional role, organization name, organizational type, country, email address, annual turnover tier, estimated interview numbers, research timelines, and project descriptions submitted via the application form.
- Enquiry & Contact Data: Email address and communication records submitted via web form or direct email correspondence.
- Technical Data: Standard internet log information, IP address, browser type, device information, and referring URL collected automatically upon accessing the Website.
4. Purpose and Legal Basis for Processing
We process personal data submitted through the Website for the following purposes:
| Purpose of Processing | Categories of Data | Legal Basis (UK/EU GDPR) |
|---|---|---|
| Evaluating and processing Community Pilot applications and tier selections | Application Data, Contact Data | Steps Prior to Contract (evaluating candidate fit for a pilot agreement) and Legitimate Interests. |
| Responding to user enquiries regarding tool availability and custom partnerships | Enquiry & Contact Data | Legitimate Interests (answering civil society enquiries and managing stakeholder relations). |
| Ensuring Website operational integrity, cybersecurity, and server optimization | Technical Data | Legitimate Interests (maintaining network security and system functionality). |
5. Third-Party Processors and Infrastructure
We do not sell, lease, or monetize your personal data. Website data is shared exclusively with necessary technical service providers operating under strict legal data processing terms:
- Website Hosting & Infrastructure: European cloud server and hosting providers (including OVH).
- Form & Application Management Tools: Online form service providers (such as Tally) used to capture application submissions.
6. International Data Transfers
Personal data collected via the Website is hosted on European infrastructure. If data is transferred outside the UK or EEA, we ensure appropriate safeguards are maintained pursuant to UK GDPR and EU GDPR regulations (such as Standard Contractual Clauses or International Data Transfer Agreements).
7. Data Retention
We retain Community Pilot application data and related correspondence for the duration of the pilot selection process and any subsequent agreement term. Unsuccessful application records or general enquiries are deleted or archived after two (2) years unless a longer retention period is required by law.
8. Data Subject Rights
In accordance with UK and EU data protection legislation, you have the right to request:
- Access to the personal data held about you.
- Rectification of inaccurate or incomplete personal data.
- Erasure of your personal data where processing is no longer necessary.
- Restriction or Objection regarding the processing of your data.
To exercise these rights regarding website data, contact: civic-ai-interviewer@futurenarrativeslab.org.
9. Cookies and Website Tracking
The Website uses functional and essential cookies to ensure secure browsing and correct display. Non-essential tracking cookies, if deployed, require explicit user consent via our cookie banner. You can configure your browser to block cookies, though some website features may not function as intended.
10. Supervisory Authority Complaints
If you consider that our processing of your personal data infringes applicable data protection law, you have the right to file a complaint with:
- United Kingdom: Information Commissioner’s Office (ICO) — www.ico.org.uk (opens in a new tab)
- EU/EEA Member States: Your local Data Protection Authority.
11. Policy Updates
This Privacy Policy may be updated periodically to reflect operational or legal changes. Updates will be posted directly to this page with an updated effective date.