Scope

This privacy policy applies to all personal data processed by full-time and part-time employees, volunteers when acting on behalf of the International Association for Safe and Ethical AI (IASEAI), a US-based 501(c)(3) organization located at 501 W Broadway, Suite 1540, San Diego, CA 92101, contractors and partners doing business on behalf of IASEAI, as well as all legal entities, all operating locations in all countries, and all business processes conducted by IASEAI.

Information we collect

IASEAI is committed to protecting your personal data and ensuring transparency in how we collect and use it. In compliance with GDPR standards, we collect the following types of information:

Personal Data You Provide Us

We collect the following information directly from you:

• Full Name, email address, phone number, title, organization affiliation, nationality  and other contact details you provide when registering including dietary preferences (if provided), accessibility requirements, and photo.

• Applications, written submissions, feedback, and survey responses related to conferences and events organized by IASEAI.

Data From Other Sources

We may obtain personal information about you from third party sources

• Information such as your IP address, browser type, operating system, and cookies.
• Publicly-available sources and data suppliers from which we obtain data to validate or supplement the information we hold.

Data Usage 

IASEAI is committed to using your personal data responsibly and transparently. In compliance with GDPR standards, we process your information to provide, operate, and enhance our services. This includes:

Event and Program Management 

We process your personal information to:

• Manage event registrations, including issuing tickets and organizing logistics.
• Share information with partner organizations (only with your explicit consent). 
• Share updates about your participation, including event details and relevant content.

• Notify you of events, policy changes, or responses to your inquiries.

Use of Speaker Content

• As a speaker at the Event, you acknowledge and consent that certain content you provide, including but not limited to titles, blurbs, overviews, biographies, and presentation materials, may be used by IASEAI in promotional materials, on its website, and in other communications related to the Event.
•  IASEAI will ensure this usage complies with GDPR and will only use the content for purposes directly related to promoting or communicating about the Event. If you have any concerns or specific requests regarding the use of your content, please contact info@iseai.org 

Marketing and Tailored Communications

If you opt in, we may send you updates about:

• Invitations to participate in upcoming events, webinars, and workshops.
• Updates on our initiatives promoting safe and ethical AI, including new research, tools, and resources.
• Relevant news and opportunities tailored to your interests, such as collaborations, sponsorships, or speaking engagements.

Analytics and Advertising

We use your personal information to:

• Analyze website traffic and improve user experience.
• Display relevant advertising on external platforms (with your consent for cookies).

Third-party

• Your Personal Data may be transmitted to third parties other than IASEAI and which IASEAI uses to organize and manage the Event, who may operate either as data processors or data controllers. By way of example, but not exhaustively, your personal data may be transmitted to the managers of hotels or venues hosting the Event, to the staff managing reception at the Event, to IT companies in charge of managing, on behalf of IASEAI, online registrations for the Event, to IT companies appointed to manage, on behalf of IASEAI, the IT platforms that allow remote or in-person participation in the Event, and to companies or platforms appointed by IASEAI to manage sending newsletters or commercial information relating to future events organized by IASEAI. Additionally, payment-related data, including bank details, may be collected and stored by trusted third-party payment processors solely for processing payments and related queries.

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Retaining and Deleting Personal Data

We are committed to protecting your personal data and ensuring compliance with GDPR standards. We store your data securely using encrypted servers and access controls. This section outlines our policies for retaining and deleting your data to ensure transparency and adherence to legal requirements.

Personal Data Retention

We retain the following types of personal data for the specified periods:

• Full name, job title, organization affiliation, address, email address, phone number, and country will be retained for a minimum of three years from the date it is provided or until you request its deletion.
• While we do not collect or store bank details directly, our trusted third-party partners (e.g., payment processors) may request and store such information solely to process refunds, resolve queries, or fulfill contractual obligations. These partners are responsible for managing and securing the data in compliance with GDPR and will retain it only as long as necessary to complete the processing or resolution of related matters.

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Your Data Protection Rights

As an interested party, you are entitled to the rights outlined in Articles 15 and subsequent provisions of the GDPR. You may exercise these rights at any time by sending an email to info@iaseai.org to: 

• Obtain confirmation of whether your personal data is being processed, understand the purposes of processing, its scope, and access the data’s content.
• Request updates, changes, or corrections to your personal data.
• Seek deletion, anonymization, blocking of data processed unlawfully, or limitation of its processing.
• Object to processing for legitimate reasons, including profiling.
• Refuse the use of your data for advertising, direct marketing, market research, or commercial communication purposes.
• Withdraw your consent at any time without affecting the lawfulness of processing based on consent prior to withdrawal.
• Request a copy of the data you have provided and ask for it to be transferred to another data controller.

If you believe your rights have been violated, you can reach out to the competent supervisory authority as outlined in Article 77 of the GDPR. Additionally, you retain the right to pursue legal action through the judicial system.

Cookies and Their Use

IASEAI uses cookies to enhance your browsing experience while maintaining transparency and compliance with GDPR standards. Cookies are small files stored on your device that help us operate and improve our website and services.

Purpose of Cookies

• Keep you logged in to secure areas of the website.
• Monitor website performance and track usage patterns. 
• Display content that aligns with your interests and preferences.

Types of Cookies

To deliver these functionalities, we use the following types of cookies:

• Necessary Cookies: Essential for the operation of our website, enabling core functionalities such as secure login and navigation.
• Analytics Cookies: Collect anonymized data to track website performance, analyze usage patterns, and improve usability.

Managing Cookies

You have control over your cookie preferences and can manage or disable them through your browser settings. However, disabling certain cookies may impact your experience and limit functionality on our website.

Privacy Policies of Other Websites

IASEAI’s website may contain links to external sites. We encourage you to review their privacy policies, as we are not responsible for their practices.

Changes to This Privacy Policy

IASEAI regularly reviews and updates this privacy policy. The latest version will always be available on our website. This policy was last updated on Dec 11, 2024.

How to Contact Us

For questions or requests, reach out to us:
    - Email: info@iaseai.org
    - Address:
International Association for Safe and Ethical Artificial Intelligence, Inc.
501 W Broadway, Suite 1540, San Diego, CA 92101, USA

How to Contact the Appropriate Authority

If you feel IASEAI has not addressed your concerns, you may contact your local data protection authority. For example:

• UK
  
  • Website: https://ico.org.uk/
  • Phone: +44 303 123 1113
  • Email: casework@ico.org.uk
  • Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom
• EU - France
  
  • Authority: Commission Nationale de l'Informatique et des Libertés (CNIL)
  • Website: https://www.cnil.fr/
  • Phone: +33 1 53 73 22 22
  • Email: See Contact Us page on their website.
• EU - Germany
  
  • Authority: Bundesbeauftragter für den Datenschutz und die Informationsfreiheit (BfDI)
  • Website: https://www.bfdi.bund.de/
  • Phone: +49 228 99 7799-0
  • Email: poststelle@bfdi.bund.de
• Ireland
  
  • Authority: Data Protection Commission (DPC)
  • Website: https://www.dataprotection.ie/
  • Phone: +353 57 8684800
  • Email: info@dataprotection.ie

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