Privacy Policy

A LEGAL DISCLAIMER

The explanations and information provided on this page are general descriptions of how the Artificial Intelligence Association of North America (“AIANA”, “we”, “our”, or “us”) collects, uses, and protects personal information. This document is intended to provide transparency regarding our privacy practices when individuals interact with our website, programs, and services.

This Privacy Policy does not constitute legal advice and may not address every possible situation regarding personal data protection. Because privacy laws may vary depending on jurisdiction, organizations and users should consider seeking independent legal advice if they require clarification about specific legal rights or obligations.

By accessing or using the AIANA website, registering for membership, participating in events, or interacting with our services, you acknowledge that you have read and agree to the practices described in this Privacy Policy.

PRIVACY POLICY - THE BASICS

The purpose of this Privacy Policy is to explain how AIANA collects, uses, stores, and protects personal information when individuals engage with our website, activities, and services.

AIANA is committed to safeguarding personal information and maintaining responsible data practices. Personal information refers to any information that can identify an individual either directly or indirectly.

This policy applies to visitors of the AIANA website, members of the association, event participants, research collaborators, and individuals who communicate with AIANA through our digital platforms.

Our goal is to ensure transparency about how personal data is handled while maintaining appropriate safeguards that protect privacy and security.

INFORMATION WE COLLECT

AIANA may collect personal information in several ways when individuals interact with our website or participate in our programs.

Information You Provide

We may collect personal information when individuals:

Apply for membership
Register for conferences, workshops, or events
Subscribe to newsletters or updates
Contact AIANA through website forms or email
Participate in research initiatives, advisory committees, or collaborative programs

Information provided may include:

Name
Email address
Phone number
Organization or institutional affiliation
Professional title or role
Country or region of residence
Payment information related to membership or event registration

Providing this information allows AIANA to deliver services, manage participation, and communicate with members and stakeholders.

Automatically Collected Information

When users visit the AIANA website, certain information may be collected automatically through technical systems or analytics tools.

This information may include:

Internet Protocol (IP) address
Browser type and version
Device information
Pages viewed on the website
Date and time of visits
Referring website or source

Automatically collected information helps us understand how visitors use our website and allows us to improve website performance, functionality, and user experience.

HOW WE USE YOUR INFORMATION

AIANA uses the collected information to support the operation of our programs and services.

These purposes may include:

Processing membership applications
Managing event registrations and participation
Communicating with members, partners, and subscribers
Distributing newsletters, updates, reports, and announcements
Improving website functionality and user experience
Supporting research, policy dialogue, and educational initiatives
Maintaining the security and integrity of our digital systems

AIANA does not sell personal information to third parties.

Personal data is used only for legitimate organizational purposes related to our mission of promoting responsible artificial intelligence.

INFORMATION SHARING

AIANA may share limited personal information with trusted service providers when necessary to support organizational operations.

Examples of service providers may include:

Event management platforms
Payment processing providers
Website hosting and technology infrastructure providers
Research or policy collaborators

When information is shared with service providers, appropriate confidentiality and data protection safeguards are required.

In some situations, information may also be disclosed if required by applicable laws, regulations, or legal processes.

Where possible, research or policy collaborations rely on aggregated or anonymized data that does not identify individuals.

DATA SECURITY

AIANA takes reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or loss.

Security measures may include:

Secure hosting infrastructure
Controlled access to sensitive information
Technical safeguards designed to prevent misuse of data

While AIANA strives to maintain strong security practices, no digital system can guarantee complete protection. Users should remain aware that internet communications may carry inherent risks.

COOKIES AND WEBSITE ANALYTICS

The AIANA website may use cookies and similar technologies to enhance functionality and analyze website usage.

Cookies may be used to:

Improve website performance
Understand visitor behaviour and traffic patterns
Enhance the overall user experience

Users may adjust browser settings to refuse cookies or receive notifications when cookies are used. However, disabling cookies may limit certain website features or functionality.

INTERNATIONAL DATA TRANSFERS

AIANA operates across North America and may process or store information in Canada or the United States.

By using the AIANA website or participating in our services, users acknowledge that personal information may be transferred to and processed in these jurisdictions.

These jurisdictions may have different privacy regulations, but AIANA aims to maintain responsible data protection practices consistent with applicable laws.

YOUR PRIVACY RIGHTS

Depending on the laws applicable to your location, you may have certain rights regarding your personal information.

These rights may include:

The right to access personal information held about you
The right to request correction of inaccurate information
The right to request deletion of personal information where permitted by law
The right to withdraw consent from certain communications

Requests regarding personal information may be submitted using the contact information provided at the end of this policy.

AIANA will review and respond to requests in accordance with applicable legal obligations.

RETENTION OF INFORMATION

AIANA retains personal information only for as long as necessary to fulfill legitimate organizational purposes.

Information may be retained to:

Provide services to members and participants
Maintain records related to events or programs
Meet legal or regulatory obligations
Support research and operational activities

When personal information is no longer required, reasonable steps are taken to securely delete or anonymize the data.

THIRD-PARTY LINKS

The AIANA website may contain links to external websites or resources operated by third parties.

These links are provided for convenience and informational purposes.

AIANA does not control the content or privacy practices of external websites. Users are encouraged to review the privacy policies of any third-party websites they visit.

UPDATES TO THIS POLICY

AIANA may update this Privacy Policy periodically to reflect changes in organizational practices, technologies, or applicable laws.

When updates occur, the revised policy will be posted on this page with an updated “Last Updated” date.

Continued use of the AIANA website or services after updates are published indicates acceptance of the revised policy.

CONTACT INFORMATION

For questions or concerns regarding this Privacy Policy or our data practices, please contact:

Artificial Intelligence Association of North America (AIANA)

Email: info@aiana.ai
Address: 7050 Woodbine ave, Suit 300, Markham, ON L3R 4G8 Canada