Privacy Policy for AIHouseDavos.com

Last Updated: November 2024

This Privacy Policy outlines the policies and procedures of AI House Association (referred to as 'we', 'us', or 'our') regarding the collection, use, and protection of personal data. We are committed to safeguarding the privacy of our users in compliance with applicable laws, including the General Data Protection Regulation (GDPR).

1. Background and Purpose of Processing

AI House Association (Verein AI House Association) is a Switzerland-based organization focused on promoting and facilitating advancements in artificial intelligence through events, research, and collaboration. This Privacy Policy explains how we collect, use, and manage your personal data in connection with our services, which include events, online platforms, and related activities.

Our services ('AI House Services') include events, platforms, and online tools provided directly by us. When using our services or attending our events, you agree to the data practices described in this policy.

2. Controller's Contact Details

Name: AI House Association
Address: c/o Reallabor Prättigau/Davos, Obere Str. 22, 7270 Davos Platz, Switzerland
Email: registration@aihousedavos.com

3. Types of Personal Data Processed

We process two main categories of personal data: 'User Data' and 'Technical Data'. Additionally, we may process personal data in connection with recruitment processes.

User Data includes:
- Registration Data: Name, email address, password, and marketing preferences.
- Event Participation Data: Job title, organization, ticket details, and transaction records.
- Matchmaking Tool Data: Professional background, interests, activities, and chat interactions.
- Volunteer Data: Education, skills, work experience, and other relevant information.

Technical Data includes:
- Browser type and version.
- Device details (operating system, IP address, etc.).
- Usage data (time spent, interaction logs, URLs visited before and after using the service).
- Cookies and web analytics data.

Cookies help us improve our services by personalizing content and tracking user preferences. You may disable cookies, but this may limit functionality.

4. Purposes and Legal Grounds for Processing

We process your personal data for the following purposes:
1. To provide and improve services: Manage registrations, facilitate features, and support users.
2. To personalize user experiences: Customize content and recommend features based on user data.
3. For marketing and communication: Inform users of updates, offers, and related events.
4. To comply with legal obligations: Fulfill tax, record-keeping, and reporting requirements.
5. For security and fraud prevention: Detect and mitigate risks, ensure the security of our platform.

5. Data Transfers Outside the EU/EEA

We ensure your personal data is protected even when transferred to countries outside the EU/EEA. Such transfers are carried out using Standard Contractual Clauses or other legally accepted safeguards. Currently, user data is stored primarily within Switzerland and the EU, with some data accessible by service providers outside these regions.

6. Recipients and Data Disclosures

Your data may be shared within our organization or with authorized service providers for the purposes outlined in this policy. In specific cases, data may also be shared with:
- Event organizers and partners.
- Third parties for legal compliance or fraud prevention.
- With your consent, for other purposes.

7. Security Measures

We implement robust security measures, including encryption, firewalls, and secure facilities, to protect your personal data. Despite these measures, no system is completely secure, and we cannot guarantee absolute security.

8. Storage Periods

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. For example:
- Registration data is deleted five years after the last account activity.
- Event-specific data is deleted three years after the event.

9. User Rights

You have the right to:
- Access your personal data.
- Correct inaccurate or incomplete data.
- Request data deletion (subject to legal obligations).
- Restrict processing of your data.
- Object to data processing based on legitimate interests.
- Withdraw consent for data processing where consent is the basis.
- Port your data to another service provider.

10. Direct Marketing

You may opt-out of receiving marketing communications at any time by using the unsubscribe link in our emails or contacting us at registration@aihousedavos.com.

11. Complaint Procedures

If you believe your data rights have been violated, you may lodge a complaint with your local data protection authority. For Switzerland, contact the Federal Data Protection and Information Commissioner (FDPIC).

12. Photography and Media Use Notice

By entering the AI House premises, you acknowledge and agree that you may be photographed or recorded. These photographs or recordings may be used by AI House for promotional, marketing, or other purposes, including but not limited to use on our website, social media platforms, and other communication channels.

If you do not wish to be photographed or recorded, please notify a staff member upon arrival. We will make reasonable efforts to accommodate your request.

By remaining on the premises, you consent to the use of your likeness as described above.

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Disclaimer

The contents of this Privacy Policy and our website have been created with care. However, we cannot guarantee the completeness or accuracy of all information. Our obligations under applicable laws remain unaffected.