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Effective Date: [Please Insert Effective Date]

https://aidesignaward.org (the “Site”) is managed and maintained by International AI Award Organization. International AI Award Organization acts as the data controller and can be reached at:

Contact Information:

  • Email: info@aidesignaward.org

Purpose

This privacy policy (the “Privacy Policy”) outlines the following for visitors to our Site:

  • The types of personal information we collect
  • How that data is utilized and the legal basis for processing
  • Parties who may access the collected data
  • Users’ rights under applicable laws (including US state privacy laws)
  • Our policy regarding cookies and tracking technologies
  • How we respond to consumer privacy requests

This Privacy Policy complements the terms and conditions found on our Site.

Compliance with Privacy Laws

International Compliance

For users located within the EU, we comply with Regulation (EU) 2016/679 (General Data Protection Regulation). For UK users, we follow the GDPR as incorporated in the Data Protection Act 2018.

US State Privacy Law Compliance

We comply with applicable US state privacy laws, including but not limited to:

  • California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA)
  • Virginia Consumer Data Protection Act (VCDPA)
  • Colorado Privacy Act (CPA)
  • Connecticut Data Privacy Act (CTDPA)
  • Utah Consumer Privacy Act (UCPA)
  • Other applicable state privacy laws

We have not designated a Data Protection Officer, as we do not meet the criteria requiring such an appointment under applicable regulations.

Consent and Legal Basis

By using this Site, you confirm your acceptance of the provisions outlined in this Privacy Policy.

Legal Basis for Data Processing:

  • Your explicit consent for specified purposes
  • The necessity to fulfill a contract you have entered into with us
  • Our legitimate business interests (where not overridden by your privacy rights)
  • Legal obligations we must comply with

You may revoke your consent at any time by contacting us at info@aidesignaward.org. Withdrawal of consent does not retroactively affect lawful data processing performed prior to withdrawal.

Information We Collect

Automatically Collected Data

  • Internet Protocol (IP) address
  • Geographic location (general area, not precise location)
  • Browser and device specifications
  • Clickstream data
  • Pages and content accessed
  • Referring website information
  • Time and date of visits

Information Provided Voluntarily

  • Full name
  • Age and date of birth
  • Email contact
  • Phone number
  • Residential address
  • Payment credentials (processed securely through third-party payment processors)
  • School or employment-related information
  • Professional portfolio information
  • Award submission materials

Collection Method: Account registration, contest submissions, contact forms, newsletter signup

Sensitive Personal Information

We may collect the following categories of sensitive personal information:

  • Financial account information (for payment processing)
  • Precise geolocation (only if you explicitly consent)
  • Biometric data (if included in submitted creative works)

How We Use Personal Data

Primary Purposes

  • Contest Administration: Processing award submissions and judging
  • Communication: Sending updates about contests, winners, and organization news
  • Website Operations: Maintaining and improving site functionality
  • Statistical Analysis: Understanding user engagement and site performance
  • Legal Compliance: Meeting our legal obligations

Commercial Purposes (California Residents)

We may use your information for the following commercial purposes:

  • Marketing our services and contests
  • Improving our website and services
  • Conducting internal research and development

Data Sharing and Disclosure

Internal Access

Data may be shared with internal personnel requiring access for service delivery and contest administration.

Third-Party Service Providers

We may transmit selected data to service providers including:

  • Cloud hosting providers (for website operations)
  • Email service providers (for communications)
  • Payment processors (for contest fees and prize distribution)
  • Analytics providers (Google Analytics, etc.)
  • Social media platforms (Facebook, Twitter, LinkedIn, Instagram)

Shared data is limited to what is essential for each service provider’s functionality.

Sale or Sharing of Personal Information

For California Residents: We do not sell personal information as defined by the CCPA. We may share personal information with third parties for cross-context behavioral advertising purposes, which may constitute “sharing” under California law.

Additional Disclosures

We may disclose personal data in the following circumstances:

  • When required by law or legal process
  • During legal proceedings or investigations
  • To defend our legal interests
  • In the course of a business merger, acquisition, or sale
  • To protect the safety and security of our users
  • With your explicit consent

Data Retention Policy

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including:

  • Contest data: 7 years after contest completion (for legal and tax purposes)
  • Account information: Until account deletion is requested
  • Marketing communications: Until you opt out or request deletion
  • Website analytics: 26 months from collection date

Safeguarding Your Data

We implement industry-standard security measures including:

  • SSL/TLS encryption for data transmission
  • Secure server environments with access controls
  • Regular security assessments and updates
  • Restricted access to authorized personnel under confidentiality agreements
  • Data breach response procedures

Despite these safeguards, no method of online data transmission or storage is completely secure.

Your Privacy Rights

Rights Under GDPR (EU/UK Residents)

  • Right to be informed about data collection
  • Right to access your personal information
  • Right to rectification (correct inaccuracies)
  • Right to erasure (“right to be forgotten”)
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Rights related to automated decision-making

Rights Under US State Privacy Laws

California Residents (CCPA/CPRA)

  • Right to Know: Request disclosure of categories and specific pieces of personal information collected
  • Right to Delete: Request deletion of personal information
  • Right to Correct: Request correction of inaccurate personal information
  • Right to Opt-Out: Opt out of sale/sharing of personal information
  • Right to Limit: Limit use of sensitive personal information
  • Right to Non-Discrimination: Not be discriminated against for exercising privacy rights

Virginia, Colorado, Connecticut, and Utah Residents

  • Right to access personal data
  • Right to correct inaccuracies
  • Right to delete personal data
  • Right to opt out of targeted advertising
  • Right to opt out of profiling for automated decision-making
  • Right to data portability (where technically feasible)

Exercising Your Rights

To exercise your privacy rights, contact us at:

  • Email: info@aidesignaward.org
  • Subject Line: “Privacy Rights Request”

Request Requirements:

  • Provide sufficient information to verify your identity
  • Specify which right(s) you wish to exercise
  • Include relevant account information if applicable

We will respond to verified requests within:

  • GDPR: 30 days (extendable to 60 days for complex requests)
  • CCPA/CPRA: 45 days (extendable to 90 days)
  • Other State Laws: As required by applicable law

Minors and Children’s Privacy

We do not knowingly collect personal information from children under 13 (or under 16 for EU residents, or the applicable minimum age in your jurisdiction). If we discover we have collected such information, we will delete it promptly.

Special Protections for Minors (Ages 13-18):

  • We do not sell or share personal information of consumers under 16
  • Additional consent requirements may apply for certain data processing

Parents or guardians can contact us at info@aidesignaward.org regarding children’s data.

Do Not Track (DNT) and Global Privacy Control

Do Not Track: Our website does not respond to Do Not Track browser signals due to the lack of industry standards.

Global Privacy Control (GPC): We recognize and honor Global Privacy Control signals as an opt-out request for California residents.

Marketing Communications

You may opt out of promotional communications by:

  • Clicking the “unsubscribe” link in any email
  • Sending a request to info@aidesignaward.org
  • Adjusting your account preferences (if applicable)

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your browsing experience.

Categories of Cookies We Use:

Essential Cookies

  • Required for website functionality
  • Cannot be disabled without affecting site operation
  • Include security cookies and load balancing

Performance/Analytics Cookies

  • Help us understand how visitors interact with our website
  • Provide statistics on website usage
  • Examples: Google Analytics

Functionality Cookies

  • Remember your preferences and settings
  • Provide enhanced features based on your usage

Targeting/Advertising Cookies

  • Used for behavioral advertising
  • Track your activity across websites
  • Provided by third-party advertising networks

Cookie Management

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

Third-Party Cookies: We use third-party services that may set cookies, including social media plugins and analytics tools.

International Data Transfers

If you are located outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States. We ensure appropriate safeguards are in place for such transfers in compliance with applicable laws.

Updates to This Policy

We may update this Privacy Policy periodically. Changes will be reflected via the “Effective Date” above. For material changes, we will:

  • Provide 30 days’ advance notice via email (where feasible)
  • Post prominent notices on our website
  • Obtain new consent where required by law

Filing Complaints

EU/UK Residents

If you are dissatisfied with our data handling:

  1. Contact us first at info@aidesignaward.org
  2. If concerns persist, contact your local data protection authority

US Residents

Contact your state attorney general’s office or relevant regulatory authority if you believe we have violated applicable privacy laws.

Contact Information

Data Controller: International AI Award Organization Email: info@aidesignaward.org

For privacy-related inquiries, please use the subject line “Privacy Inquiry” in your email.

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