Purpose

As part of the International Retrofit Conference (IRC), selected structured sessions will be recorded to create an accurate source record from which a post-conference report can be developed.The objective is to capture key presentations, insights, recommendations and areas of consensus. Recordings will only capture statements said to the room, individual conversations will not be recorded. Recordings will be converted into transcripts anonymised, before being used as a working input to the report. Transcripts and recordings will not be published.

What will be recorded

The principle is to record only the structured parts of each session where participants are deliberately addressing the room. This includes:All contributions captured in the recording will be anonymised in the final report. Individual comments and views will not be attributed to named participants. Named speakers may be identified in relation to their formal presentations where appropriate.

What will not be recorded

Round-table conversations themselves, which should be considered private.Informal conversations before, during breaks or after sessions.Background room audio wherever this can reasonably be avoided.Participants can therefore take part freely in table discussions without their individual comments forming part of the recording. The table's agreed summary will only be captured when it is deliberately fed back to the room through the microphone.

How recording will work

A clear notice will be provided before and during the event to ensure participants understand what is and is not being recorded.If you do not wish to participate in recorded sessions, you are invited to join sessions where participation will not be recorded. Members of the BE-ST team will be able to advise you on which sessions these are.

How the information will be used

Recordings will be used only as a working source for the development of the post-conference report. The final report will draw out themes, findings, insights and recommendations rather than attribute workshop comments to named individuals.Recordings will be deleted once the transcription process is complete. Transcriptions will be stored securely on a BE-ST server in a restricted-access folder and deleted after seven years, in line with our agreed retention arrangements.Access to recordings and transcriptions will be restricted to authorised members of the BE-ST team who require access for the purposes of producing the report.

Information for participants

BE-ST's wider approach to the collection, use, storage, retention and protection of personal data is set out in our Privacy Policy, available at https://www.be-st.build/privacy-policy. The policy sets out how personal data is collected and used, how long it is retained, how access is controlled and participants' rights in relation to their personal data.

If you have any questions about the recording arrangements or wish to discuss participating in a non-recorded session, please speak to a member of the BE-ST team or contact hello@be-st.build with the subject line “Data Protection and Privacy”.