Privacy Notice
Last updated: November 10, 2024.
The AI Ethics and Integrity International Association (hereinafter referred to as the “AiEi“) understands the importance of privacy and protection of personal data (PD) of its members, website users, and partners. We value your trust and are committed to protecting your data by adhering to the highest standards of confidentiality and security.
AiEi is committed to transparency in data processing and takes all appropriate measures to maintain the confidentiality of the information you provide to us in the course of interacting with our services. We operate in accordance with international data protection standards, including the General Data Protection Regulation (GDPR), where applicable, and other applicable laws.
This Privacy Notice explains what data we collect, how and for what purpose it is used, how we protect it, and your rights regarding your personal data. Our goal is to create a safe environment in which you can confidently interact with the Association, knowing that your data is under reliable protection.
General provisions
Personal data means any information that directly or indirectly identifies an individual, such as name, contact information, photo, professional information and other data specified in this Notice.
This Privacy Notice (hereinafter referred to as the “Notice”) establishes the procedure by which AiEi collects, uses, stores and protects personal data of the Website users and members of the Association on the site: https://ai-ei.org/ (hereinafter referred to as the “Website”). The Notice complies with the requirements of international data protection standards and regulates all aspects of personal data processing.
The Notice applies to all data collected through the Association official website, e-mail, contact forms, event registration forms, as well as to data provided during interaction with Association representatives.
This Notice covers all types of personal data processing, including the collection, storage, use, transfer and deletion of data, regardless of whether the data is processed automatically or manually.
Users who use the Website or interact with the Association automatically agree to the terms of this Notice. If the User does not agree to the terms, he/she must stop using the Website and not provide his/her data to the Association.
AiEi is responsible for compliance with this Notice and oversees the implementation of all data protection requirements. Employees and contractors who have access to personal data are required to comply with this Notice and the relevant legal regulations.
In case of any questions regarding this Notice or the processing of personal data, users can contact the Association’s authorized data protection officer using the email address indicated on the Website.
What data we collect
The Association for AiEi may collect and process the following types of personal data:
- Contact information: email, contact phone number, messenger profiles, and other means of communication.
- Identification information: full name and surname.
- Professional information: expertise, regalia, professional experience, position, and organization where the user works.
-
- Company information: the name of the company or organization the user represents.
- Location information: country of residence or business of the user.
- Internet resources: links to websites or social media profiles that represent the user or their company.
- Declarations: confirmation of the absence of business in the Russian Federation.
- Visual data: photographs of users where necessary (for example, to register for events or confirm participation).
The Association do not collect sensitive personal data, such as health, religious beliefs or political opinions, unless required by law or with your explicit consent.
Data related to financial transactions (e.g. bank details, credit card numbers) are not processed or stored by the Association. All payments are processed through third-party payment systems such as Stripe or Binance, which are responsible for the security of financial data. AiEi does not have access to this data, except for information about the fact of payment and confirmation of its success.
In the case of invoicing, exchange of bank details, registration data and other information for the purpose of identifying the payer, this information is used and stored in accordance with the rules of accounting and tax reporting.
When you use the Website, we may collect certain information automatically, including:
- Technical information: IP address, browser type, operating system, device information.
- Activity data: history of page visits, session duration, clicks on links.
Data may be collected directly from users, through registration forms, subscriptions to newsletters, participation in events, as well as during communication with representatives of the Association via e-mail or other means of communication.
The Association may receive data from public sources or partner organizations, subject to confidentiality and data protection requirements.
Purpose of data collection
Personal data is collected to ensure effective communication between the Association and its members, partners and users. This includes responding to inquiries, sending information messages, organizing meetings and other forms of communication.
The Association uses the data to register participants for events, confirm participation, prepare personalized badges and other materials, and to follow up with participants after the events.
Personal data is used to maintain a register of members of the Association, to provide access to resources and services provided to members, as well as to reminders of membership renewals and related communications.
Contact information, such as e-mail, may be used to send news, updates on the activities of the Association, information about upcoming events and other important messages. Users can opt out of receiving such mailings by using the “unsubscribe” option in each email.
Data on user activity and technical information are used to analyze the operation of the Website, identify errors, improve the user experience and enhance the quality of content and services.
The Association may use the collected data to conduct anonymous analysis to identify trends, evaluate the effectiveness of activities and projects, and make informed decisions on the development of the Association and its initiatives.
Personal data may be stored and used to comply with legal obligations, prepare reports and in cases provided for by law, for example, to provide information to government authorities upon request.
Personal data is necessary to create and maintain user accounts (where applicable), which allows users to access protected materials, use personalized services, and store information about participation in events and other activities of the Association.
The data may be used to prevent unauthorized access to the Association Website and resources, protect against fraud, malicious acts and ensure the security of users and data of the Association.
Data storage
Personal data collected by the AI Ethics and Integrity International Association is stored for the duration of the user’s membership in the Association. After membership expires, personal data may be retained for an additional 2 years to ensure reporting, compliance with legal requirements, and possible renewal of membership.
After the end of the storage period, the data may be anonymized, i.e. deprived of the possibility of identifying a person, or deleted in a way that excludes the possibility of their recovery. The Association implements appropriate procedures to ensure the safe and complete deletion of data.
The Association uses modern technologies and security measures to protect personal data during its storage. This includes the use of encrypted databases, access control, regular checks for compliance with security standards, and secure servers for storing information.
Personal data is stored on servers that may be located both within and outside the country. The Association ensures that all servers comply with international data protection standards and the requirements of the relevant legislation.
Only authorized employees and contractors of the Association who need such data to perform their professional duties have access to personal data. All persons who have access to the data sign confidentiality agreements and are obliged to comply with the provisions of this Notice.
The Association may retain personal data beyond the specified period in cases where it is required by law, to protect its interests in legal proceedings or to investigate possible security breaches.
Users may contact the Association with a request to update or correct their data in the event of changes. The Association ensures regular verification of data to ensure its relevance and accuracy.
Transfer of data to third parties
The Association for AiEi is committed to the principle of minimizing the transfer of data to third parties and transfers personal data only when it is necessary to achieve the purposes of data processing or in cases provided for by applicable law.
Personal data may be transferred to contractors and partners who provide services on behalf of the Association, in particular for organizing events, processing requests, managing information systems and providing technical support. Such third-party organizations are obliged to ensure the confidentiality and protection of the data transferred to them and may use this data solely to provide the said services.
To process payments, the Association uses third-party payment platforms such as Stripe and Binance. These platforms process financial data independently and do not transfer it to the Association. The Association receives only information about the fact of payment and confirmation of its success.
Users should familiarize themselves with the privacy policies of the payment systems they use, as they regulate the processing of their financial data.
The Association may transfer personal data in cases where it is provided for by law, for example, to fulfill requests from government agencies or court decisions. In such cases, data transfer is carried out in compliance with all security requirements and minimization of the amount of data transferred.
In the event that personal data is transferred outside the country where the user resides, the Association ensures that the data transfer complies with the requirements of international data protection legislation. This may include the use of data transfer agreements that comply with EU standards or other international norms.
The Association enters into confidentiality and data protection agreements with third parties that access personal data to ensure that their actions comply with security standards and confidentiality requirements.
The Association may share anonymized data for analytical and statistical research. Such data does not contain any information that would allow users to be identified.
Data protection
The AI Ethics and Integrity International Association takes all appropriate measures to ensure the security of personal data that is processed. This includes the use of technologies and procedures aimed at protecting against unauthorized access, disclosure, alteration or destruction of data.
The Association uses encrypted connections (e.g., HTTPS) to transfer data between the server and the user. The data is stored on secure servers that meet modern security standards. Access control measures are implemented, such as multi-factor authentication for employees and contractors who have access to personal data.
The Association regularly conducts audits and reviews of data protection systems to identify and eliminate potential risks. In case of detection of weaknesses or security breaches, immediate measures are taken to eliminate the problem.
Only authorized persons who need such data to perform their professional duties have access to personal data. All employees and contractors who have access to personal data are required to sign non-disclosure agreements and comply with the security rules established by the Association.
The Association has a procedure for handling data security incidents, including detection, assessment and response to breaches. In the event of a personal data security breach that may result in significant risks to the rights and freedoms of users, the Association informs the relevant supervisory authorities within the timeframe established by law and, if necessary, notifies the affected users.
The Association cooperates only with reliable partners and contractors who provide an appropriate level of data protection and comply with international privacy and security standards.
Users should take appropriate measures to protect their data when using the Website, such as using strong passwords and avoiding providing personal data over unsecured networks.
User rights
The right to access data: Users have the right to receive confirmation of whether their personal data is being processed, as well as access to such data. The user may request a copy of their personal data stored by the Association.
The right to rectification: Users have the right to request the correction of their personal data if it is inaccurate or incomplete. The Association undertakes to amend the data without undue delay upon receipt of the request.
Right to erasure (“right to be forgotten”): Users have the right to request deletion of their personal data in cases where:
- The data is no longer needed for the purposes for which it was collected.
- The user withdraws their consent and there is no other legal basis for processing.
- The data was processed unlawfully.
- Deletion is necessary to comply with legal obligations.
The right to restrict processing: Users may request restriction of processing of their data in the following cases:
- The user disputes the accuracy of the data for the period while the Association verifies its accuracy.
- The processing is unlawful, but the user does not want the data deleted, but requests that the use of the data be restricted.
- The Association no longer needs the data for processing, but the user needs it to assert or defend legal claims.
The right to data portability: Users have the right to receive their personal data in a structured, commonly used and machine-readable format and to transmit it to another controller without hindrance from the Association, if the processing is based on the user’s consent or is performed automatically.
The right to object to processing: Users may object to the processing of their personal data if such processing is based on the legitimate interests of the Association or for direct marketing purposes. In the event of an objection, the Association will stop processing the data unless compelling reasons for continuing processing are proven.
The right to withdraw consent: Users have the right to withdraw their consent to the processing of personal data at any time, without affecting the lawfulness of the processing that was carried out on the basis of this consent before its withdrawal.
The right to file a complaint: Users have the right to lodge a complaint with the relevant data protection authority if they believe that their rights have been violated or that their data is being processed in violation of the law.
Contact information for exercising rights: Users can exercise their rights by contacting the Association at the contact information indicated on the Website. The Association undertakes to respond to user requests within a reasonable time, but not more than one month from the date of receipt of the request.
Changes to the Privacy Notice
The Association for AiEi reserves the right to change this Privacy Notice from time to time to reflect changes in legislation, technology, business practices, or for other purposes to ensure an adequate level of data protection.
Users will be notified of significant changes to this Notice by means of a notice on the Website or via e-mail (if possible). The Association recommends that you regularly review this Notice to keep abreast of its current version.
Amendments to the Notice come into force from the moment they are published on the Website, unless otherwise specified in the document itself. Using the Website after the changes come into force means that the user automatically accepts the updated Notice.
The User is obliged to familiarize themselves with the current version of the Privacy Notice every time they use the Website in order to understand how their personal data is processed.
If users have any questions or comments regarding changes to the Privacy Notice, they can contact the Association using the contact information provided on the Website.
The Association may keep an archive of previous versions of this Privacy Notice for legal and informational purposes. The user can access the archives upon request, if it is provided for by applicable law.
Contact information
The AI Ethics and Integrity International Association provides users with the opportunity to address any questions, requests, or comments regarding the processing of their personal data and this Privacy Notice.
Users can contact the Association by e-mail: info@ai-ei.org.
The Association undertakes to respond to all user requests related to the confidentiality and processing of personal data within a reasonable time, but not more than one month from the date of receipt of the request. In case of complexity or volume of the request, this period may be extended for another two months with a corresponding notice to the user.
Users can send requests in the language in which this Privacy Notice is written or in other languages used by the Association for official communication.
All user requests are processed confidentially. The personal data provided in the requests are used solely for processing and responding to the requests.