Privacy policy

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Privacy Policy

    1. This Privacy Policy governs the collection, processing and protection of personal data provided by users in connection with participation in AI Chamber activities, including membership, use of the website and other forms of contact with AI Chamber.
    2. The administrator of your personal data is AI Chamber, based in Warsaw, address: 81B / 73A Solec St., 00-382 Warsaw, entered in the register of associations, other social and professional organizations, foundations and public health care institutions and in the register of entrepreneurs of the National Court Register kept by the District Court for the Capital City of Warsaw in Warsaw, XII Economic Division of the National Court Register, under KRS number: 0001108700, with NIP number: 7011219059 and REGON number: 52943294500000 (hereinafter referred to as “Administrator” or “we“).
  • What data do we collect and why?
  1. Processing of AI Chamber Applications and Membership Managemen

When you fill out an application form, we collect the data necessary to evaluate your application and, if accepted, to manage your membership. This may include data such as your name, email address, contact information, work experience and position information, and any other information you willingly provide within the application form.

When an entity applies for membership or a company representative fills out an application form, we collect data necessary to evaluate the application and, if accepted, to manage the entity’s membership. This includes personal data of the company’s representatives and designated contact persons, such as their first name, last name, email address, phone number, work experience and position information, as well as any other data voluntarily provided in the application form. This data is essential for enabling communication between AI Chamber and the member entity

  • Purpose of processing:

To consider  application to AI Chamber.

Upon acceptance, to administer the membership of the applying entity, which includes maintaining the membership register, managing fees, providing access to resources and services for the member entity, fulfilling AI Chamber’s statutory objectives, and facilitating necessary communication with the member through its designated representatives and contact persons

  • Legal basis:
  • Necessity to perform a contract or to take action at the request of the data subject prior to entering into a contract (Article 6(1)(b) GDPR) – to the extent that your application or membership constitutes a de facto conclusion or preparation for the conclusion of an agreement/contract with AI Chamber.
  • Legitimate interest of the Administrator (Article 6(1)(f) GDPR) – to the extent necessary to manage the organization, including the effective administration of memberships of legal entities, communication with their representatives and contact persons, defense against possible claims, or ensuring process security.
  • Sending marketing information and newsletters

Should you consent to subscribe to our newsletter or receive marketing communications regarding future AI Chamber initiatives, we will process your email address (and optionally your name) for the purpose of electronic delivery to the provided email address.

  • Purpose of processing: Sending newsletters, information about future AI Chamber events, projects and activities that may be of interest to you, carried out via email.
  • Legal basis: Your explicit and freely given consent (Article 6.1.a GDPR), as required by the Electronic Communications Act of July 7, 2023 (Journal of Laws of 2023, item 1703). You have the right to withdraw this consent at any time.
  • Communication related to responding to inquiries

Should you choose to contact us via the forms on our website, we collect data such as your first name, last name, email address, company/institution name, position, and any other data you voluntarily submit.

  • Purpose of processing: To respond to your inquiries and to conduct correspondence within the scope of the matter submitted.
  • Legal basis: The Administrator’s legitimate interest (Article 6(1)(f) GDPR) in conducting effective communication and responding to requests. To take action at the request of the data subject before entering into a contract (Article 6(1)(b) GDPR), if the inquiry concerns, for example, potential cooperation or joining the AI Chamber. Provision of data is voluntary, but necessary to fulfill the inquiry/contact.
  1. Website traffic analysis (statistical data): We use analytical tools that collect anonymous data about how our website is used, such as IP address (anonymized), browser type, time spent on the site, pages visited. This data is aggregated and does not directly identify a specific user. 
    • Purpose of processing: To improve the functioning of the website, to analyze the effectiveness of the Campaign, to tailor content to users’ needs.
    • Legal basis: Legally legitimate interest of the Administrator (Article 6(1)(f) GDPR) to monitor and improve services.
  • How long do we keep your data?

Your personal data will be retained for the period necessary to fulfill the purposes for which they were collected, in accordance with the following:

  1. Data processed for the purpose of processing applications and managing memberships (including personal data of company representatives and contact persons): Your personal data will be processed for the entire duration of the recruitment process, and in the case of admission to AI Chamber – for the entire duration of the entity’s membership. After its termination, your data will be kept for the period necessary to fulfill the Administrator’s legal obligations (e.g., tax, accounting), as well as for the period of limitation of possible claims – but no longer than 6 years (consistent with the maximum statutory limitation period for tax and civil claims.).
  2. Data processed for the purpose of sending newsletters and other marketing communications (e.g. invitations to events): Your personal data will be processed until you withdraw your consent to be processed for this purpose. After you withdraw your consent, your data may be stored for the period necessary to prove the fact of prior consent and for the purposes of defense against possible claims – no longer than 2 years from the withdrawal of consent.
  3. Data collected for the purpose of responding to contact inquiries (e.g. sent via the contact form): Your data will be processed for the period necessary to respond to your inquiry and to handle further correspondence on the matter. After the end of correspondence, your data may be stored for the period necessary to secure possible claims – no longer than 1 year from the end of contact.
  • Who do we share your data with?

Your personal data may be disclosed to the following categories of recipients:

  • Processors: Service providers with whom we cooperate in the operation of the Campaign and the website (e.g. hosting providers, newsletter mailing systems, analytical tools), only on the basis of concluded data processing entrustment agreements and with adequate security measures.
  • Public Authorities: In cases where required by law.
  • Your rights

Under the GDPR, you have the following rights with respect to your personal data:

  • Right of access: You have the right to obtain confirmation as to whether we are processing your personal data and, if so, to access it and information about the purposes, categories of data processed, recipients of the data, data retention period, source of the data, automated decision-making and your rights.
  • Right to rectification: You have the right to request immediate rectification of your personal data that is inaccurate and to complete incomplete data.
  • Right to erasure (“right to be forgotten”): You have the right to request the erasure of your personal data if the data is no longer necessary for the purposes for which it was collected, your consent has been withdrawn, the data is being processed unlawfully, or the obligation to erase arises by law.
  • Right to restrict processing: You have the right to request restriction of processing in certain situations, such as when you question the accuracy of your data or object to its processing.
  • Right to data portability: You have the right to receive in a structured, commonly used, machine-readable format the personal data you have provided to us and send it to another controller, if the processing is based on consent or contract and automated.
  • Right to object: You have the right to object at any time to the processing of your personal data if the processing is carried out on the basis of the Administrator’s legitimate interest (e.g. for direct marketing purposes).
  • Right to withdraw consent: If processing is carried out on the basis of your consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out on the basis of consent before its withdrawal.
  • Right to lodge a complaint: You have the right to lodge a complaint with the President of the Office for Personal Data Protection (OPAP) if you consider that the processing of your data violates the GDPR.

To exercise the above rights, please contact us via the details provided in the “Contact Us” section.

  • Transfer of data outside the EEA

As a general principle, your personal data is not transferred outside the European Economic Area (EEA). All of our major subcontractors and service providers with whom we work are either based in the EEA or ensure GDPR compliance through appropriate legal mechanisms.

However, in connection with the use of certain tools and services provided by third parties (such as Google LLC for analytics services and form submissions), your data may be transferred to third countries, in particular the United States of America, which is outside the European Economic Area (EEA).

We ensure that any such transfer takes place with the necessary safeguards required by the GDPR. The transfer of data to the United States of America, in the case of Google LLC and other certified entities, takes place on the basis of an executive decision of the European Commission finding an adequate level of protection (the so-called EU-US Data Privacy Framework – DPF). For entities not certified under the DPF or in other third countries, we apply the Standard Contractual Clauses (SCC) adopted by the Commission with additional safeguards to ensure an adequate level of protection for your personal data.

For more information about Google’s data protection mechanisms, please see their own Privacy Policy.

  • Automated decision-making and profiling

Your personal data is not subject to automated decision-making, including profiling, that would produce legal effects on you or similarly materially affect you

  • Data security

We endeavor to ensure the security of your personal data. We use appropriate technical and organizational measures to protect your data from unauthorized access, disclosure, modification or destruction.

  • Changes to the Privacy Policy

This Privacy Policy may be updated. Any changes will be published on this website. We recommend that you check this Policy regularly for updates.

  • Contact

If you have any questions or concerns about the processing of your personal data, please contact us by email at:contact@aichamber.eu.