1. INTRODUCTION
1.1 Important information and who we are
Welcome to AI Algorithmic Auditors’ (AIAA) Privacy and Data Protection Policy (“Privacy Policy”).
At AI Algorithmic Auditors (“we”,”us”, or “our”) we are committed to protecting and respecting your privacy and Personal Data in compliance with the United Kingdom General Data Protection Regulation (“GDPR”), the Data Protection Act 2018 and all other mandatory laws and regulations of the United Kingdom.
This Privacy Policy explains how we collect, process and keep your data safe. The Privacy Policy will tell you about your privacy rights, how the law protects you, and inform our employees and staff members of all their obligations and protocols when processing data.
The individuals from which we may gather and use data can include:
· Customers
· Suppliers
· Business contacts
· Employees/Staff Members
· www.ai-algorithmicauditors.org website users
and any other people that the organisation has a relationship with or may need to contact.
This Privacy Policy applies to all our employees and staff members and all Personal Data processed at any time by us.
1.2 Who is Your Data Controller
AI Algorithmic Auditors is your Data Controller and responsible for your Personal Data. We are not obliged by the GDPR to appoint a data protection officer and have not voluntarily appointed one at this time. Therefore, any inquiries about your data should either be sent to us one mail at info@ai-algorithmicauditors.org or sent in a letter to 18 Soho Square, London, W1D 3QL, United Kingdom.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
1.3 Processing Data on Behalf of a Controller and Processors’ responsibility to you
In discharging our responsibilities as a Data Controller we have employees who will deal with your data on our behalf (known as “Processors”). Therefore, the responsibilities described below may be assigned to an individual, or may be taken to apply to the organisation as a whole. The Data Controller and our Processors have the following responsibilities:
· Ensure that all processing of Personal Data is governed by one of the legal bases laid out in the GDPR (see 2.2 below for more information on those bases);
· Ensure that Processors authorised to process Personal Data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality;
· Implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk associated with the processing of Personal Data;
· Obtain the prior specific or general authorisation of the Controller before engaging another Processor;
· Assist the Controller in the fulfilment of the Controller’s obligation to respond to requests for exercising the data subject’s rights;
· Make available to the Controller all information necessary to demonstrate compliance with the obligations laid down in the GDPR and allow for and contribute to audits, including inspections, conducted by the Controller or another auditor mandated by the Controller;
· Maintain a record of all categories of processing activities carried out on behalf of a Controller;
· Cooperate, on request, with the supervisory authority in the performance of its tasks;
· Ensure that any person acting under the authority of the Processor who has access to Personal Data does not process Personal Data except on instructions from the Controller; and
· Notify the Controller without undue delay after becoming aware of a Personal Data Breach;
2. LEGAL BASIS FOR DATA COLLECTION
2.1 Types of Data / Privacy Policy Scope
“Personal Data” means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of Personal Data about you which we have grouped together below. Not all of the following types of data will necessarily be collected from you but this is the full scope of data that we collect and when we collect it from you:
· Profile/Identity Data: This is data relating to your first name, last name, gender, date of birth.
· Contact Data: This is data relating to your phone number, addresses, email addresses, phone numbers.
· Marketing and Communications Data: This is your preferences in receiving marketing information and other information from us.
· Website use: This is data relating to website use, cookies and site analytics.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
2.2 The Legal Basis for Collecting That Data
There are a number of justifiable reasons under the GDPR that allow collection and processing of Personal Data. The main avenues we rely on are:
· “Consent”: Certain situations allow us to collect your Personal Data, such as when you tick a box that confirms you are happy to receive email newsletters from us, or ‘opt in’ to a service.
· “Contractual Obligations”: We may require certain information from you in order to fulfil our contractual obligations and provide you with the promised service.
· “Legal Compliance”: We’re required by law to collect and process certain types of data, such as fraudulent activity or other illegal actions.
· “Legitimate Interest”: We might need to collect certain information from you to be able to meet our legitimate interests – this covers aspects that can be reasonably expected as part of running our business, that will not have a material impact on your rights, freedom or interests. Examples could be your address, so that we know where to deliver something to, or your name, so that we have a record of who to contact moving forwards.
3. HOW WE USE YOUR PERSONAL DATA
3.1 Our Uses
We will only use your Personal Data when the law allows us to. Set out below is a table containing the different types of Personal Data we collect and the lawful basis for processing that data. Please refer to section 2.2 for more information on the lawful basis listed in the table below.
Examples provided in the table below are indicative in nature and the purposes for which we use your data may be broader than described but we will never process your data without a legal basis for doing so and it is for a related purpose. For further inquiries please contact us.
Activity Type of data Legal Justification Legal Justification
Marketing and communications Contact Data
Marketing and Communications Data Consent We collect this data after obtaining the consent of the data subject.
Employee management Profile/Identity Data
Contact Data
Billing Data
Financial Data Contractual Obligations
Legal Compliance
Legitimate Interest We need to process this data to fulfil our contractual obligations to staff (e.g., processing salary payments) and clients (e.g., delivering products and services). We also need to collect this data to comply with relevant laws (e.g., tax rules).
3.2 Marketing and Content Updates
You will receive marketing and new content communications from us if you have created an account and chosen to opt into receiving those communications. From time to time we may make suggestions and recommendations to you about goods or services that may be of interest to you.
3.3 Change of Purpose
We will only use your Personal Data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your Personal Data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your Personal Data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
4. YOUR RIGHTS AND HOW YOU ARE PROTECTED BY US
4.1 What Control Do I Have Over AI Algorithmic Auditors’ Use Of My Personal Data?
Your account information will be protected by a password for your privacy and security. You need to prevent unauthorized access to your account and personal information by selecting and protecting your password appropriately and limiting access to your computer or device and by signing off after you have finished accessing your account.
You will need to contact us if you would like to delete your account.
California Privacy Rights: Under California Civil Code sections 1798.83-1798.84, California residents are entitled to ask us for a notice identifying the categories of personal customer Information which we share with our affiliates and/or third parties for marketing purposes, and providing contact information for such affiliates and/or third parties. If you are a California resident and would like a copy of this notice, please submit a written request to info@ai-algorithmicauditors.org.
4.2 How Does AI Algorithmic Auditors Protect Customers’ Personal Data?
We are concerned with keeping your data secure and protecting it from inappropriate disclosure. We implement a variety of security measures to ensure the security of your Personal Data on our systems, including We implement certain security measures to ensure the security of your Personal Data on our systems, including adopting a secure protocol and encrypting our databases. Our databases are cloud-based and comply with ISO 27001. Any Personal Data collected by us is only accessible by a limited number of employees who have special access rights to such systems and are bound by obligations of confidentiality. If and when we use subcontractors to store your data, we will not relinquish control of your Personal Data or expose it to security risks that would not have arisen had the data remained in our possession. However, unfortunately no transmission of data over the internet is guaranteed to be completely secure. It may be possible for third parties not under the control of AI Algorithmic Auditors to intercept or access transmissions or private communications unlawfully. While we strive to protect your Personal Data, we cannot ensure or warrant the security of any Personal Data you transmit to us. Any such transmission is done at your own risk. If you believe that your interaction with us is no longer secure, please contact us.
4.3 Opting Out of Marketing Promotions
You can ask us to stop sending you marketing messages at any time by clicking at a link in the bottom of the e-mail to unsubscribe from our marketing communications.
Where you opt out of receiving these marketing messages, we will continue to retain other Personal Data provided to us as a result of interactions with us not related to your marketing preferences.
4.4 How to Request Your Data and the Process for Obtaining it
You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, if your request is clearly unfounded, we could refuse to comply with your request.
We may need to request specific information from you to help us confirm your identity and ensure you have the right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
5. YOUR DATA AND THIRD PARTIES
5.1 Will We Share Your Data With Third Parties?
We may also share Personal Data with interested parties in the event that AI Algorithmic Auditors anticipates a change in control or the acquisition of all or part of our business or assets or with interested parties in connection with the licensing of our technology.
If AI Algorithmic Auditors is sold or makes a sale or transfer, we may, in our sole discretion, transfer, sell or assign your Personal Data to a third party as part of or in connection with that transaction. Upon such transfer, the Privacy Policy of the acquiring entity may govern the further use of your Personal Data. In all other situations your data will still remain protected in accordance with this Privacy Policy (as amended from time to time).
We may share your Personal Data at any time if required for legal reasons or in order to enforce our terms or this Privacy Policy.
6. HOW LONG WILL WE RETAIN YOUR DATA FOR?
We will only retain your Personal Data for as long as reasonably necessary to fulfil the purposes we collected it for. We may retain your Personal Data for a longer period than usual in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
7. AGE LIMIT FOR OUR USERS
You must not use AI Algorithmic Auditors unless you are aged 18 or older. If you are under 18 and you access AI Algorithmic Auditors by lying about your age, you must immediately stop using AI Algorithmic Auditors.
This website is not intended for children and we do not knowingly collect data relating to children.
8. INTERNATIONAL TRANSFER OF DATA
Your information may be stored and processed in the US or other countries or jurisdictions outside the US where AI Algorithmic Auditors has facilities. We are currently storing data in the EU and so, by using AI Algorithmic Auditors, you are permitting and consenting to the transfer of information, including Personal Data, outside of the US.
9. NOTIFICATION OF CHANGES AND ACCEPTANCE OF POLICY
We keep our Privacy Policy under review and will place any updates on this webpage. This version is dated 27 March 2023. By using AI Algorithmic Auditors, you consent to the collection and use of data by us as set out in this Privacy Policy. Continued access or use of AI Algorithmic Auditors will constitute your express acceptance of any modifications to this Privacy Policy.
10. INTERPRETATION
All uses of the word “including” mean “including but not limited to” and the enumerated examples are not intended to in any way limit the term which they serve to illustrate. Any email addresses set out in this policy may be used solely for the purpose for which they are stated to be provided, and any unrelated correspondence will be ignored. Unless otherwise required by law, we reserve the right to not respond to emails, even if they relate to a legitimate subject matter for which we have provided an email address. As a matter of common sense, you are more likely to get a reply if your request or question is polite, reasonable and there is no relatively obvious other way to deal with or answer your concern or question (e.g. FAQs, other areas of our website etc.).
Our staff are not authorised to contract on behalf of AI Algorithmic Auditors, waive rights or make representations (whether contractual or otherwise). If anything contained in an email from a AI Algorithmic Auditors address contradicts anything in this policy, our terms or any official public announcement on our website, or is inconsistent with or amounts to a waiver of any AI Algorithmic Auditors rights, the email content will be read down to grant precedence to the latter. The only exception to this is genuine correspondence expressed to be from the AI Algorithmic Auditors legal department.
Privacy Policy for Event Sign-Ups
Last updated: 27, March 2023.
1. INTRODUCTION
AI Algorithmic Auditors are committed to protecting the privacy and security of your personal data. This policy explains how we collect, use, share, and protect your personal data when you sign up for our events. We are committed to complying with the General Data Protection Regulation (GDPR) and other applicable data protection laws.
2. INFORMATION WE COLLECT
When you sign up for our events, we may collect and process the following personal data about you:
Your name, email address, phone number, and other contact information
Your job title and company
Your preferences for the event, such as session selections, dietary requirements, and accessibility needs
Your payment information (if applicable)
Your feedback on the event (if applicable)
3. HOW WE USE YOUR INFORMATION
We may use your personal data for the following purposes:
To process your event registration and payment (if applicable)
To communicate with you about the event and any updates or changes
To personalize your event experience based on your preferences
To gather feedback on the event and improve our services
To comply with legal and regulatory requirements
4. LEGAL BASIS FOR PROCESSING
We rely on the following legal bases for processing your personal data:
Performance of a contract: We need to process your personal data to fulfil our contractual obligations to you when you sign up for our events.
Legitimate interests: We may process your personal data for our legitimate interests in organizing and promoting events, as long as your fundamental rights and freedoms do not override these interests.
Consent: We will obtain your consent before sending you sales and marketing emails and sharing your personal data with our sponsors and partners for marketing and promotional purposes related to the event. You have the right to withdraw your consent at any time.
5. SALES AND MARKETING EMAILS
By signing up for our events, you consent to receiving sales and marketing emails from us, which may include information about our other events, products, and services. You can unsubscribe from these emails at any time by clicking on the unsubscribe link at the bottom of the email.
6. DATA SHARING
We may share your personal data with third-party service providers who assist us in organizing the event, such as payment processors and event management software providers. We require these third-party service providers to only use your personal data in accordance with our instructions and for the purposes specified in this policy.
We may also share your personal data with our sponsors and partners for marketing and promotional purposes related to the event. We will obtain your consent before sharing your personal data with these third parties.
7. DATA TRANSFERS
Some of our third-party service providers may be located in countries outside of the European Economic Area (EEA) that do not provide the same level of protection for personal data as the GDPR. In these cases, we will ensure that appropriate safeguards are in place to protect your personal data, such as EU Standard Contractual Clauses or certification under the EU-U.S. Privacy Shield Framework.
8. DATA RETENTION
We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including any legal or regulatory obligations.
9. YOUR RIGHTS
Under the GDPR, you have the following rights regarding your personal data:
Right to access: You have the right to request access to your personal data and to receive a copy of your personal data that we hold.
Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data that we hold about you.
Right to erasure: You have the right to request that we delete your personal data in certain circumstances, such as when it is no longer necessary for the purposes for which it was collected.
Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain circumstances, such as when you contest the accuracy of your personal data.
Right to data portability: You have the right to receive a copy of your personal data in a structured, commonly used, and machine-readable format and to transmit that data to another controller.
Right to object: You have the right to object to the processing of your personal data in certain circumstances, such as when we process your data based on our legitimate interests.
To exercise any of these rights, please contact us using the contact information provided below.
10. CONTACT INFORMATION
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
AI Algorithmic Auditors
18 Soho Square
London, W1D 3QL
United Kingdom
Email: privacy@ai-algorithmicauditors.org
We will respond to your request as soon as possible, and in any event within one month from the date of receiving the request. If your request is complex or if you have made multiple requests, we may extend this period by two further months. We will inform you of any such extension within one month of receiving your request.
This Privacy Policy was last updated on 27 March 2023.
