Privacy Policy

1. Introduction

The AI Disclosures Project ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you interact with our website, attend our events, or engage with our research activities.

The AI Disclosures Project is a fiscally sponsored project of Code for Science & Society (CS&S), a 501(c)(3) nonprofit organization. For data protection purposes, CS&S serves as the data controller for information collected through our activities.

2. Information We Collect

Information You Provide Directly

We collect information you voluntarily provide when you:

• Register for events (such as FOO Camp, Bellagio convenings, or workshops): name, email address, organization/affiliation, dietary requirements, accessibility needs
• Subscribe to our newsletter: email address and name
• Contact us: name, email address, and any information you include in your message
• Participate in research: information relevant to our collaborative research activities
• Apply to attend events: professional background, areas of expertise, and other application materials

Information Collected Automatically

When you visit our website, we may automatically collect:

• IP address (anonymized where possible)
• Browser type and version
• Pages visited and time spent
• Referring website
• Device information

Information from Third Parties

We may receive information from:

• Event co-hosts and partners (such as O'Reilly Media for FOO Camp)
• Research collaborators and institutions
• Publicly available sources relevant to our research

3. How We Use Your Information

We use your personal information to:

• Facilitate events: Process registrations, communicate event details, coordinate logistics, and ensure accessibility
• Communicate with you: Send newsletters, research updates, and respond to inquiries
• Conduct research: Support our mission of promoting fair, participatory AI markets
• Improve our services: Analyze website usage to enhance user experience
• Comply with legal obligations: Meet regulatory requirements and protect our legal rights

4. Legal Basis for Processing (GDPR)

For individuals in the European Economic Area (EEA), United Kingdom, and Switzerland, we process your personal data based on:

• Consent: When you subscribe to our newsletter or opt-in to communications
• Contract: When necessary to fulfill event registration or participation agreements
• Legitimate interests: For research activities, website analytics, and organizational operations, where these interests are not overridden by your rights
• Legal obligation: When required by applicable law

5. Information Sharing

We may share your information with:

• Event partners and co-hosts: Such as O'Reilly Media, Rockefeller Foundation, or venue providers, as necessary to coordinate events you attend
• Service providers: Third parties who assist with email services, website hosting, or event management (under appropriate data protection agreements)
• Code for Science & Society: Our fiscal sponsor, for administrative and compliance purposes
• Research collaborators: When you participate in collaborative research activities (with your consent)
• Legal authorities: When required by law or to protect our rights

We do not sell your personal information to third parties.

6. International Data Transfers

The AI Disclosures Project operates internationally. Your information may be transferred to and processed in countries outside your country of residence, including the United States. When we transfer data internationally, we implement appropriate safeguards to protect your information, including:

• Standard contractual clauses approved by relevant authorities
• Data processing agreements with appropriate security commitments
• Ensuring recipients maintain adequate data protection standards

7. Data Retention

We retain your personal information for as long as necessary to:

• Fulfill the purposes for which it was collected
• Comply with legal and regulatory obligations
• Support ongoing research initiatives (for research data)
• Maintain records of event participation for our archives

Newsletter subscriptions are retained until you unsubscribe. Event registration data is typically retained for 5 years after the event for administrative and research purposes.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your data (subject to legal retention requirements)
• Restriction: Request limitation of processing
• Portability: Request your data in a machine-readable format
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Withdraw previously given consent at any time

To exercise these rights, contact us at [email protected].

For California Residents (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know what personal information we collect and how it's used, the right to delete personal information, and the right to opt-out of the sale of personal information (we do not sell personal information).

Filing a Complaint

If you believe your data protection rights have been violated, you have the right to lodge a complaint with a supervisory authority. For EEA residents, this is typically the data protection authority in your country of residence.

9. Cookies and Tracking

Our website may use cookies and similar technologies to:

• Ensure the website functions properly
• Understand how visitors use our site
• Remember your preferences

You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality.

10. Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit (SSL/TLS)
• Access controls and authentication
• Regular security assessments
• Staff training on data protection

However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security of your data.

11. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we learn we have collected information from a child under 16, we will delete it promptly.

12. Third-Party Links

Our website may contain links to third-party websites (such as Substack, GitHub, or partner organizations). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

13. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated via our website or email (for newsletter subscribers). The "Effective Date" at the top indicates when this policy was last revised.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: