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PARTICIPANT INFORMATION SHEET, PRIVACY POLICY AND INFORMED CONSENT (art. 13 G.D.P.R.)

Project partners (Independent Data Controllers)

PARTICIPANT INFORMATION SHEET

1. Project aims
You are part of the Young Thinkers initiative and this is one of the six pilots under ORBIS project. Launched in 2021, the CEPS Young Thinkers initiative is a platform for youth to engage in European policy discussions, interact with policymakers, improve skills, and contribute to impactful publications and events.
The EU-funded ORBIS project aims at fostering a more inclusive, transparent, and trustworthy deliberative democracy within Europe by shaping and supporting innovative democratic models developed through deliberative democratic processes.
Specifically, the ORBIS project will:

• Develop a sustainable digital solution leveraging advanced AI tools and technologies.
• Establish connections between theories and technological solutions from political and social sciences, social innovation, AI, argumentation, and digital democracy fields.
• Validate the outcomes through six distinct use cases, addressing contemporary societal issues. These use cases will experiment with various civic participation and deliberation models while actively engaging stakeholders.

2. Selection criteria
Your participation in this study signifies that you have been carefully chosen by one of our pilots to engage in its deliberation activities. This selection is based on specific criteria relevant to the objectives of the pilot, ensuring a diverse and representative group of participants. Your involvement is crucial for the success of our research, as it helps us gather valuable insights and perspectives to enhance our understanding and development of deliberative democracy solutions.
Participants in this series of events are part of the Young Thinkers initiative 2024 or CEPS staff.

3. Study activities
This study involves engaging in debates, either online or in person, but digitally enhanced, where you will share your insights and provide feedback on various topics related to democratic processes. These debates, facilitated by ORBIS solution, will occur within pilot settings, and occur through the 3 third-party platform, allowing for experimenting with and exploring how ORBIS technologies can enhance democratic deliberation.

Typology	Name	Activity	Data processed
Component	Feedback aggregation	Collects and processes deliberation data	Deliberation data from platforms (dialogues, deliberation files)
Component	Argumentation mining	Analyses textual discussions to extract and structure arguments	Discussion text from online deliberation platforms or transcribed dialogue, identifying premises and argumentative components
Component	Policy making and collective decision making	Uses data to deliver knowledge and recommendations for action	Outputs from argumentation mining and feedback aggregation, knowledge graph
Component	Explanation generator	Provides human-readable explanations for argumentation structures	Structured data from argumentation mining
Third-party platform	Bcause [Partner: OU]	Structures discussions with positions and pro/con arguments	User input (positions, pro/con arguments)
Third-party platform	Democratic Reflection [Partner: OU]	Collects user reflections on ongoing events using Reflection Cards	User feedback on ongoing events, interaction data
Third-party platform	PolisOrbis [Partner: CPRN]	Facilitates vote casting by clicking on agree, disagree, or pass, and allows commenting	User-submitted text statements, votes

The participation in this study consists of different activities. Specifically:

• Online workshops with deliberation activities: during the online workshops, policy commentaries will be presented. Commentaries could receive questions and feedback. The transcripts of the discussions will be captured by MS Teams and fed to BCause. Before and after the workshops, a pre- and post- intervention questionnaire to collect participants’ attitudes will be distributed. CEPS will publish the commentaries and there will be a voting session to select the most well written.
• Young Thinkers session at Ideas Lab: The winning commentary from the previous activity will be presented at CEPS flagship event, Ideas Lab (3-4 March 2025). In this session, 2-3 external speakers will comment on the commentary. The audience could respond to the discussion on stage using Democratic Reflection through their smartphones. Policy recommendations will be delivered at the end of the activity.

4. Benefits
The benefits arising from this study will not concern any individual participants, but they will support the development of new technological instruments and applications to make democracy more deliberative and inclusive.

5. Risks
Participation in the study does not entail any risk since it is an observational study that only requires the collection of data.

6. Withdrawals
Your participation in this programme is completely voluntary and you may withdraw from the study at any time. You will be informed immediately in case relevant information becomes available that may affect your decision to continue with the study in question.

7.Reimbursement
Participation is voluntary and no remuneration is foreseen.

8. Duration and requirements
These activities will take place from November 2024 to March 2025. The pilot team will provide you with the detailed agenda and timeline for the activities, ensuring you are well-informed about the schedule and expectations for your participation.

PRIVACY POLICY

9. Purpose of the study
The study aims to explore how AI and emerging technologies can be utilised to enhance deliberative processes and enhance new deliberative models, supporting participants in gaining knowledge and better elaborating information. Each pilot will explore different scales and purposes of deliberation, providing a unique deliberative journey accompanied by technological support.

The primary objective is to understand how such technology-enhanced deliberative models foster transparent and collaborative decision-making. By engaging in these activities, we aim to gather insights and feedback to improve the effectiveness and inclusivity of democratic practices. For this reason, the activities will also be assessed, evaluating how the technology supports participants in their deliberative activities and decision-making practices. Findings will help us refine and enhance the tools and methodologies used, ensuring effective contribution making deliberation more democratic.

Depending on the pilot’s deliberation plan, the deliberations are conducted in one or more dedicated environments, supporting specific activities of the process. Such environments put in place supporting monitoring mechanisms and are monitored by pilot teams, who oversee the activities to ensure they run smoothly and effectively. The ORBIS toolkit and its four components can be used in the context of deliberative debates, taking place in the project-associated deliberative platforms. Each of these deliberation platforms operates independently, has its specific privacy policy (listed below and displayed in each platform), and does not share data with each other, ensuring that analyses remain distinct and data is not combined across platforms.

Deliberative platforms’ privacy policy:

• Bcause privacy Policy
• Democratic Reflections Terms and Conditions
• PolisOrbis Policy

TYPOLOGY OF ACTIVITY	PURPOSE	TYPOLOGY OF DATA COLLECTED
Workshops and events	Identify input and perspectives from various stakeholder groups by analysing data from focus groups and workshops, gathering feedback, and insights.	Participant information, including names, affiliations, and contact details. This may also include data related to the content discussed in these sessions, such as feedback, opinions, and perspectives from various stakeholder groups.
Transcript collection, research and analysis	Transcripts collected will be first anonymised, then they will be used for research, analysis, and to train, improve and refine modules and machine learning models.	The data collected involves anonymised transcripts of discourses: identifiable information is replaced with artificial identifiers, which allows for potential re-identification under controlled conditions.
Co-creation sessions, community engagement, and policy-making	Community-led initiatives and collaborative policy-making between citizens and policymakers, fostering a culture of collaboration and diversity acceptance, and achieving tangible outcomes, such as policy recommendations, citizen groups, and improved communication channels. Personal information of community members may be collected to derive first-hand data regarding their actual needs.	Personal information of community members, including their needs, preferences, and opinions. This data is collected to facilitate community-led initiatives, collaborative policy-making, and to derive insights for improved communication and collaboration.
Debates (in-person or online) mediated by pilots	To engage participants in structured discussions on deliberative platforms on various topics	Personal information, participation data, opinion and feedback data, argumentative components
Experimentation of argumentation mining, explanation generation, feedback aggregation, support for policy making and collective decision-making	Support the automatic analysis of participants’ discussion data to identify relevant dynamics and outcomes, with the overall aim of improving evidence-based thinking. This involves (i) identifying argumentative text and relations among argumentative snippets; (ii) generation of explanation; (iii) clustering and summarisation of arguments; and (iv) formulation of action commitment (policy) and useful recommendations for their implementation.	Textual data as well as scoring/rating data related to participants’ deliberation. This includes argumentative text (statements or comments), relations among argumentative snippets, data such as thumbs up/down, likes/dislikes. Upon registration via ORBIS website, this data is pseudonymised.
Assessment of ORBIS solutions	To explore how AI and emerging technologies can enhance deliberative processes. To evaluate the effectiveness of ORBIS tools and framework in supporting deliberation and decision-making	Data collected from pilot activities may include user feedback, user interaction data, and other relevant data to assess the acceptance and effectiveness of the ORBIS solution. This data is anonymised or pseudonymised for analysis.

10. Purpose of the processing
The purpose of processing your data is to enhance deliberative processes and support participants in gaining knowledge and better elaborating information through the ORBIS technological solution. The deliberation platforms—Bcause, PolisOrbis, and Democratic Reflection—receive direct input from participants who are digitally engaged. The processing of data provided through such platforms concerns the interaction with the ORBIS toolkit and its four components, which work together to analyse, summarise, and provide insights from deliberative activities, facilitating evidence-based and transparent decision-making.
Each partner is an independent controller of the personal data gathered and is in charge of its anonymisation or pseudonymisation prior to any sharing. The authorised Controller of processing operations related to the activity described above will process your common personal data and special data only with your prior, specific and explicit consent and only to the extent that they are indispensable in relation to the purpose of the study. The legitimacy basis for processing your data for the above-mentioned purposes is your explicit consent pursuant to Articles 6(1)(a) and 9(2)(a) of the GDPR. The provision of your data for this purpose is optional; however, since it is indispensable for the conduct of the research project, your refusal will not allow you to participate in it. Consent given for the aforementioned purposes may be withdrawn pursuant to Article 7 of the GDPR at any time without providing any justification.
No further data concerning you will be collected, without prejudice to the use of any data already collected to determine, without altering them, the results of the research. In the study, we may discover unexpected results, known as incidental findings, unrelated to the research goals. If significant findings emerge, we’ll promptly inform you, following our established policy for such discoveries. This ensures your informed safety.

11. Research Methodology
The ORBIS project will last until 31/01/2026, followed by five years of conservation for the purpose of dissemination and publication of the Project’s results. The Project involves public bodies and private subjects, both natural and legal persons, interested in bringing a contribution for a more inclusive deliberative democracy leveraging AI solutions.
The ORBIS research methodology adopts an interdisciplinary approach to enhance deliberative democracy and participation. It integrates a bottom-up strategy, leveraging lessons from the argumentative tradition to enhance deliberation quality. The project explores the presence of mechanisms for scaling to bring organisational, societal or systemic innovation. The ORBIS technological solution incorporates advanced technologies like AI, ML, NLP to improve the quality of discussions, critical thinking, and sensemaking in civic participation. Eventually, the ORBIS project and the Young Thinkers aim to identify theoretical transition paths and also pragmatic steps to scaling deep deliberative democracy in the community.
ORBIS integrates technological innovation with deliberative democratic models and processes to explore how technologies can enhance deliberative practices and support participants in gaining knowledge and informing decision-making. Participants, selected by pilot teams and informed through the ORBIS information sheet and privacy policy, provide consent via the ORBIS registration form. Data is collected during online and in-person debates, community-led initiatives, and collaborative decision-making processes, focusing on personal information, participation data, opinions, and feedback. The methodology employs several technological tools incorporating AI-related technologies like NLP to improve the quality of discussions, critical thinking, and sensemaking in civic participation. Each partner is responsible for anonymising or pseudonymising data before sharing, ensuring ethical data processing based on explicit participant consent. The collected data is analysed to evaluate the effectiveness of the ORBIS tools, with findings used to refine and enhance the project’s tools and methodologies, ultimately fostering more transparent and collaborative decision-making processes.
Your contributions in this Research Study, mainly your opinions on certain topics, will help us better understand the views of the population similar to your characteristics.

12. Data processing methods, nature of the data
For the execution of the above-mentioned research project, personal data will be collected and processed. The data will be retained on laboratory servers, appropriately encrypted and password protected. Information that could enable the identification of participants (first name, surname, date of birth, place of birth), collected for the sole purpose of giving legal validity to the informed consent signed by the participants, will be retained in a database kept by the data controller, in charge of its anonymisation and consecutive sharing with the authorised researchers in charge of analysing the acquired data. Just the data controller will have access to the original information.
The data will be processed via computer and telematic tools, with organisation and processing logic related exclusively to the purposes of the research and, in any case, in such a way as to guarantee their security and confidentiality in accordance with the regulations in force.

In this case, the data controller undertakes to:

• process data through specifically designated researchers;
• take care of the subsequent stages of processing and storing the collected data in such a way that the data subjects are not directly identified, by anonymising information and eventually aggregating information;
• communicate the data and/or retain them, in anonymised form, in a database accessible to all participants in the research project;
• disseminate results only in aggregate and/or anonymous form.

Anonymisation Process: Anonymising data means that all Personally Identifiable Information – data that could be used to identify the individual – is either removed or altered beyond recognition, i.e. with provision of artificial identifiers.
Reversibility Process: Anonymized data is that it cannot be reversed or re-identified, ensuring the individual’s privacy is maintained.
GDPR relation Process: The GDPR does not apply to anonymised data because it no longer constitutes personal data.

13. Image and audio-video processing in research
The processing also concerns images and audio-video of the data subjects. Their processing will be carried out in compliance with the law, completely free of charge; anonymity is guaranteed wherever possible. The consent required for the processing of images is optional. Refusal does not preclude participation in the research.

14. Use of personal data in anonymous form
The data will only be disclosed in anonymous form by means of, for example, scientific publications, statistics and scientific conferences, educational activities.

15. Participants’ right to the termination of research study
Pursuant to and for the purposes of Articles 15 et seq. of the GDPR, you may access your personal data and verify their content, origin, accuracy, location (including in relation to third countries where the data are located and/or the subjects to whom the Data may be communicated), request a copy of, integrate, update, rectify them and, in the cases provided for by applicable law, cancel, limit and transform them into anonymous form, request data portability, withdraw your consent given pursuant to Article 7 of the GDPR and lodge a complaint with the competent supervisory authority pursuant to Article 77 of the GDPR (Personal Data Protection Authority). We also inform you that you may object to the processing of your personal data in accordance with Article 21 of the Regulation. Any change to the original data may have a significant effect on the results of the study. Therefore, when exercising rights involving variation/integration of the recorded data, the requested changes may be noted and recorded in the margin of the original data without modifying the latter.
You may terminate your participation in the study at any time and without providing any justification; in that case, no further data concerning you will be collected, without prejudice to the use of any data already collected to determine, without altering them, the results of the research. To exercise your privacy rights, you may contact the local coordinator in charge of this study at the above-mentioned addresses.

16. Retention
Personal data will only be retained for the duration of the Project, and as long as is strictly necessary for its purposes and, in any case, no longer than five years once the project is completed.
The data will also be processed for administrative/accounting purposes and retained for the time strictly necessary for pursuing said purposes, subject to a ten-year period to ensure the fiscal, accounting and administrative fulfilments required by law and subject to possibly longer terms, which cannot be determined in advance, as a result of different conditions for lawful processing (e.g. legal proceedings that require processing for more than ten years).

17. Dissemination
Results of the research and of this study can be published with anonymised data only. This ensures that it will not be possible to identify you in any way. Your personal data will never be published.

INFORMED CONSENT

Project title: “Augmenting participation, co-creation, trust and transparency in Deliberative Democracy at all scales (ORBIS)”

By clicking to register, I voluntarily, as a choice under free will, consent to participate in ORBIS “Augmenting participation, co-creation, trust and transparency in Deliberative Democracy at all scales” [GA No 101094765].

I acknowledge that my participation and the data I provide will be handled in accordance with art. 13 of the EU General Data Protection Regulation (GDPR) 2016/679. Measures are in place to ensure the confidentiality and security of my personal data. More detailed information on how my data will be used, stored, and protected is available upon request.

I have been informed about the details of my involvement, which include:

• Access to the ORBIS digital environment through the ORBIS website and registration, utilising a unique log-in that is fully GDPR compliant.
• When subscribing, I am invited to opt for using a nickname as username—rather than my real name.
• According to our pilot’s deliberation plan, the deliberations are conducted in one or more dedicated environments (BCause, Democratic Reflection, MsTeams), supporting specific activities of the process. These platforms host the debates, allowing for your participation in the discourse.
• From the platform, I can interact with the ORBIS technological solution AI-boosted components, which comprises (i) Argumentation mining, (ii) Explanation generator, (iii) Feedback aggregation, and (iv) Policy-making and collective decision making.
• Personal data are anonymised or pseudonymised prior any sharing within the ORBIS digital environment.

By proceeding, you acknowledge that you have read, understood, and agree to the terms and conditions outlined in the Project Information Sheet and Privacy Policy. Please ensure that you fully understand these documents before giving your consent. If you have any questions or concerns, please contact us before proceeding. Please review the information sheet and privacy policy above.

CONSENT TO PARTICIPATE TO THE STUDY

By clicking to register, I agree to participate in the ORBIS project under the conditions outlined. I understand that I can withdraw from the study at any time without penalty. I can request the deletion of my personal information, provided it has not yet been anonymised, during the project and within a five-year term after its conclusion by contacting the Politecnico di Milano DPO, Vincenzo del Core, at privacy@polimi.it.

CONSENT TO DATA USE

By clicking to register, I consent to the processing of my personal data that I provide in this study, and that I have the right to access my data and request correction or deletion as specified in the GDPR. This data includes:

• The informed consent form, during the project and within five (5) years after the project by contacting the leading researcher.
• My registration data in my personal account in the ORBIS digital environment.

I confirm that the purpose and nature of the research have been sufficiently explained to me. I have had the opportunity to ask questions, and all my questions have been answered to my satisfaction. I also understand that I am free to contact any of the people involved in the research for further clarification and information.

I understand that anonymised extracts from my contributions may be used in internal or external communications, including reports, documents, scientific papers, workshops, presentations, and other communication activities.

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