AITEX Summit Fall 2025
Effective Date: September 2, 2025

This Privacy Policy explains how we collect, use, and protect your personal data when you interact with the AITEX Summit Fall 2025 event website (https://aitexsummit.com), organized by The Association of Information Technology Experts ("AITEX" or "we/us/our"). By registering for the AITEX Summit or submitting your information through any of our forms, you agree to the terms outlined below.

1. Who We Are
AITEX Summit Fall 2025 is organized by The Association of Information Technology Experts, an association organized under the laws of the State of California, United States of America, dedicated to fostering AI innovation and bringing together IT professionals to shape ethical futures through responsible AI development.

• Organizer Website: aitex.tech
• Event Website: aitexsummit.com
• Contact Email: contact@aitex.tech

2. What Data We Collect
When you register for the Summit or interact with our platforms, we may collect the following categories of personal data:
Registration Information:

• Full name
• Email address
• Country and location
• Company or organization
• Professional title and role
• Educational background
• Years of professional experience

Professional Profile Information:

• LinkedIn profile URL
• GitHub profile URL (optional)
• Portfolio or personal website (optional)
• Areas of technical expertise
• Professional certifications

Team Formation Data:

• Team name and composition
• Team member relationships
• Collaboration preferences

Project Submission Data:

• Source code repositories
• Project documentation
• Demo videos and presentations
• Technical specifications

Communication Data:

• Messages sent through platform channels
• Support requests and inquiries
• Feedback and survey responses

We do not knowingly collect sensitive personal data or data from individuals under 18 years of age. All participants must meet the eligibility requirements outlined in our Participant Agreement.

3. How We Use Your Data
Your data is used exclusively for the following purposes:
Event Management:

• Processing and confirming your registration
• Verifying eligibility and professional credentials
• Managing team formation and project submissions
• Facilitating online platform access

Communication:

• Sending event updates, schedules, and announcements
• Providing technical support and assistance
• Distributing Summit resources and documentation
• Notifying winners and prize distribution

Recognition and Publication:

• Publishing participant and winner lists (with consent)
• Showcasing project submissions and demos
• Creating judge profiles and recognition materials
• Promoting Summit achievements across AITEX platforms

Platform Operations:

• Ensuring platform security and preventing fraud
• Monitoring compliance with Code of Conduct
• Resolving technical issues and improving user experience
• Generating anonymous analytics for event improvement

Legal Compliance:

• Meeting legal obligations and regulatory requirements
• Protecting AITEX’s legitimate interests
• Enforcing our Participant Agreement and policies

We do not sell, rent, or share your personal data with third parties for commercial marketing purposes.

4. Legal Basis for Processing
We process your personal data based on:

• Consent: When you voluntarily provide information through registration
• Contract: To fulfill our obligations under the Participant Agreement
• Legitimate Interest: To operate and improve the Summit experience
• Legal Obligation: When required by applicable laws

5. Data Sharing
We may share your data only in the following circumstances:
Service Providers:

• Platform hosting and technical infrastructure providers
• Communication and collaboration tool providers
• Payment processors for prize distribution
• Analytics providers (anonymized data only)

Public Disclosure:

• Winner announcements and project showcases (with consent)
• Judge profiles and recognition materials (with consent)
• Team information in public project galleries

Legal Requirements:

• When required by law, court order, or government request
• To protect rights, safety, or property
• To investigate potential violations of our policies

6. Data Storage and Security
Security Measures:

• All data is encrypted in transit and at rest
• Access restricted to authorized personnel only
• Regular security audits and vulnerability assessments
• Industry-standard security protocols and firewalls
• Secure backup systems with disaster recovery procedures

Data Location:

• Primary servers located in the United States
• May use cloud services with servers in multiple jurisdictions
• All transfers comply with applicable data protection laws

7. International Data Transfers
As a global online event, we may transfer your data internationally. We ensure appropriate safeguards are in place for all international transfers, including standard contractual clauses or other approved mechanisms.

8. Your Rights
Under applicable data protection laws, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data (subject to legal obligations)
• Restriction: Limit how we process your data
• Portability: Receive your data in a structured format
• Objection: Object to certain processing activities
• Withdraw Consent: Revoke consent at any time

To exercise any of these rights, please email us at contact@aitex.tech with your request. We will respond within 30 days.

9. Cookies and Tracking Technologies
Our website uses the following technologies:
Essential Cookies:

• Session management for platform access
• Security and authentication
• Load balancing and performance

Analytics Cookies (Optional):

• Anonymous usage statistics
• Platform performance metrics
• User experience improvements

You can manage cookie preferences through your browser settings. Disabling essential cookies may limit platform functionality.

10. Data Retention
We retain your personal data according to the following schedule:

• Registration Data: 12 months after Summit conclusion
• Project Submissions: Indefinitely for historical records (with consent)
• Communication Logs: 6 months after Summit conclusion
• Financial Records: As required by tax and accounting laws
• Analytics Data: 24 months (anonymized)

You may request earlier deletion subject to our legal obligations.

11. Children’s Privacy
The AITEX Summit is not intended for individuals under 18 years of age. We do not knowingly collect personal data from minors. If we discover we have inadvertently collected such data, we will promptly delete it.

12. Third-Party Links
Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing personal information.

13. California Privacy Rights
California residents have additional rights under the California Consumer Privacy Act (CCPA), including:

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of the sale of personal information
• Right to non-discrimination for exercising privacy rights

To exercise these rights, contact us at contact@aitex.tech.

14. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Material changes will be notified via:

• Email notification to registered participants
• Prominent notice on the Summit website
• Updated effective date at the top of this policy

We recommend reviewing this policy regularly, especially before submitting new personal data.

15. Data Protection Officer
For privacy-related inquiries or concerns, contact our Data Protection Officer:
AITEX Data Protection
contact@aitex.tech

16. Complaints
If you are unsatisfied with our handling of your personal data, you have the right to lodge a complaint with your local data protection authority. For participants in the European Union, you may contact your national supervisory authority.

17. Contact Information
For any questions, concerns, or requests regarding this Privacy Policy or your personal data:
The Association of Information Technology Experts
Email: contact@aitex.tech
Website: aitex.tech
Summit Website: aitexsummit.com

Acknowledgment
By registering for the AITEX Summit Fall 2025, you acknowledge that you have read, understood, and agree to this Privacy Policy and consent to the processing of your personal data as described herein.

© 2025 AITEX. All rights reserved.