1.2 For the purposes of GDPR, Women in AI France is the ultimate controller of any personal data collected from you or otherwise for the purpose of conducting or developing our relationship with you. We are a non-profit for women in artificial intelligence located in France at 15 rue Géo Chavez 75020 Paris, France. We have appointed a representative in the European Union, who can be contacted at: email@example.com
2. Background and Purpose
2.1 The purpose of this Policy is to explain what personal data we process and how and why we process it. For the purposes of this Policy, personal data means any information relating to an identified or identifiable person. Please read this Policy carefully as it provides important information about how we use personal data and explains your legal rights.
In addition, this Policy outlines our duties and responsibilities regarding the protection of such personal data. The manner in which we process data will evolve over time and we will update this Policy from time to time to reflect changing practices and law. We will notify you of any changes, either the next time you visit a website or to the contact details we hold for you.
2.2 In order to meet our transparency obligations under data protection law, we
will incorporate this Policy by reference into various points of data capture used by us (e.g. application forms etc.) and may provide additional information where relevant.
3. Women in AI as a Data Controller
3.1 We will act as a data controller in respect of personal data provided to us by various individuals in connection with the operation and administration of Women in AI. Such individuals will generally include the following:
members of the board;
members of the advisory board and/or steering committee;
volunteers and ambassadors;
corporate sponsors and partners.
We sometimes use third party providers to collect this information on our behalf such as Eventbrite, Google, Mailchimp, Slack and Typeform.
3.2 The types of personal data are described in Annex I. In order for us to provide our services to you we require certain personal data from you. This personal data is processed by us for the following purposes:
4. Individual Data Subject Rights
4.1 Data protection law provides certain rights in favour of data subjects (the “Data Subject Rights”), including the right:
of a data subject to receive detailed information on the processing (by virtue of the transparency obligations on the controller);
of access to personal data;
to rectify or erase personal data (right to be forgotten);
to restrict processing;
of data portability;
to withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal; and
to object to automated decision making, including profiling, and where we rely on its legitimate interests to process your personal data (for example, for marketing purposes).
4.2 You may make a request to us to exercise any of the Data Subject Rights by contacting the relevant Chapter (at the contact details listed in Annex II). Your request will be dealt with in accordance with data protection law.
5. Data Security and Data Breach
5.1 We have technical and organisational measures in place to protect personal data from unlawful or unauthorised destruction, loss, change, disclosure, acquisition or access. Personal data are held securely using a range of security measures including, as appropriate, IT measures such as encryption, and restricted access through approvals and passwords.
5.2 The GDPR obliges data controllers to notify the relevant data protection supervisory authority and affected data subjects in the case of certain types of personal data security breaches. Any data breaches identified in respect of personal data controlled by us will be dealt with in accordance with data protection law and our internal data breach procedure.
6. Women in AI and Data Processors
6.1 We will engage certain event, ticketing and surveying service providers (including Eventbrite, Mailchimp, Typeform) to perform certain services on our behalf which may involve the collection and processing of personal data. To the extent that such processing is undertaken based on the instructions of us and gives rise to a data controller and data processor relationship, we will ensure that such relationship is governed by a contract which includes the data protection provisions prescribed by data protection law.
7. Disclosing Personal Data
7.1 From time to time, we may disclose personal data to third parties, or allow third parties to access personal data which we process (for example where a law enforcement agency or regulatory authority submits a valid request for access to personal data).
8. Data Retention
8.1 We will keep personal data only for as long as the retention of such personal data is deemed necessary for the purposes for which that personal data are processed (as described in Section 3.2 of this Policy). The retention period depends on a number of factors including statutory limitation periods, consents provided by users and other legal requirements.
9. Data Transfers outside the EEA
9.1 In the event that we are required to transfer personal data to countries outside the European Economic Area we will ensure that such processing of your personal data is in compliance with data protection law. If the country is not recognized as adequate by the European Commission, we will either rely on the Privacy Shield Framework (if the recipient is certified) or enter into Model Contractual Clauses (as published by the European Commission). If you require more information on the means of transfer of your data or would like a copy of the relevant safeguards, please contact us at the details provided below.
10.2 Using the settings of your Internet browser, you can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies.
10.3 Consult your browser Help menu to learn the correct way to modify your cookies. If you choose to turn off cookies, you may not have access to certain features of our Site. You may at any time delete any cookies set by using the relevant option of your Internet browser or by deleting the cookies on your hard drive.
10.4 We use the following cookies where we have obtained consent:
11. Further Information/Complaints Procedure
11.1 For further information about this Policy and/or the processing of your personal data by or on behalf of the Women in AI please contact the relevant chapter at the contact details listed in Annex II.
11.2 While you may make a complaint in respect of our compliance with data protection law to the relevant data protection supervisory authority in your jurisdiction, we request that you contact the relevant chapter (at the contact details listed below) in the first instance to give us the opportunity to address any concerns that you may have. A list of data protection supervisory authorities is available here.
Date: 1 July 2020
Types of Personal Data
PRIVACY NOTICE REGARDING THE WOMEN IN AI PROMOTION CAMPAIGN
When taking part to one of our promotion campaign (“Campaign”), you may share your personal data with Women in AI, (“WOMEN IN AI”) 15 rue Géo Chavez 75020 Paris - FRANCE, acting as data controller on behalf of the AI4EU Consortium.
1. What personal data do we collect from you?
The data you necessarily provide when filling in our promotion campaign form: your email, your name and first name, your job title and roles, elements of biography, a photography, personal quote.
The data you do not necessarily provide: your workplace, your website or webpage, your AI4EU profile, your LinkedIn profile, your social media handle (LinkedIn, Twitter, Facebook), your Medium account, a personal quote, AI interests etc …
What is your data used for?
2. Your data are used for the following purposes:
2.1 Campaign purposes
To put forward your profile on the AI4EU Platform & Website of Women in AI
To put forward your profile on the Website, Newsletters, Medium account and Social Media channels of AI4EU and Women in AI
2.2 Communication purpose
To send you emails about next campaigns
Providing the personal data is optional. If you choose to not provide us with your personal data necessary for the Campaign, WOMEN IN AI won’t be able to put forward your profile. Not providing not necessary personal data does not prevent your profile from being promoted.
3. What is the legal basis for the processing of your personal data?
To process your personal data as described above, WOMEN IN AI relies on:
Your consent given at the end of the form you submit. Your consent can be removed at any time, without affecting the data processing lawfulness before the removal.
4. How long do we keep your personal data?
For the above mentioned purposes, your personal data will be kept for no longer than the duration of the project after their collection.
5. Who are the recipients of your personal data?
In the context of such processing, the recipients of all or part of your personal data will be the personnel of WOMEN IN AI in charge of administration, supervision, communication, information systems management and hosting as well as some personnel of third parties in charge of the Campaign form, the Communication, the Newsletter and Gender Committee members at AI4EU. All such recipients being located within the European Economic Area (EEA) and in the country referred to below.
6. Is your personal data transferred out of the European Economic Area?
The sharing of your personal data with certain recipients may imply transfers of your data out of the European Economic Area (EEA) in the United-States. WOMEN IN AI pays particular attention to the protection of your personal data. Thus, where such transfers out of the EEA shall take place, WOMEN IN AI first implements appropriate safeguards by signing the standard contractual clauses of the European Commission with the entity out of the EEA which processes your personal data. You can obtain a copy of such clauses by addressing your request through one of the emails referred to below.
7. What are your rights related to your personal data?
Please note that you have the right to access your personal data and to request that your personal data be rectified or deleted. You are also entitled to object to the processing of your personal data or to request restriction thereof. In addition, you have the right to ask for receiving your personal data in a structured and standard format.
In case of any such request or complaint, please send an email to firstname.lastname@example.org.
In any case, you also have the right to lodge a complaint with the competent data protection authority.
8. What is WOMEN IN AI cookies policy?
Last updated [September 18, 2020]
3. Types of cookies
The following types of cookies may be used when you visit the Site:
3.1 Advertising Cookies
Advertising cookies are placed on your computer by advertisers and ad servers in order to display advertisements that are most likely to be of interest to you. These cookies allow advertisers and ad servers to gather information about your visits to the Site and other websites, alternate the ads sent to a specific computer, and track how often an ad has been viewed and by whom. These cookies are linked to a computer and do not gather any personal information about you.
3.2 Analytics Cookies
Analytics cookies monitor how users reached the Site, and how they interact with and move around once on the Site. These cookies let us know what features on the Site are working the best and what features on the Site can be improved.
3.3 Our Cookies
Our cookies are “first-party cookies”, and can be either permanent or temporary. These are necessary cookies, without which the Site won’t work properly or be able to provide certain features and functionalities. Some of these may be manually disabled in your browser, but may affect the functionality of the Site.
3.4 Personalization Cookies
Personalization cookies are used to recognize repeat visitors to the Site. We use these cookies to record your browsing history, the pages you have visited, and your settings and preferences each time you visit the Site.
3.5 Security Cookies
Security cookies help identify and prevent security risks. We use these cookies to authenticate users and protect user data from unauthorized parties.
3.6 Site Management Cookies
Site management cookies are used to maintain your identity or session on the Site so that you are not logged off unexpectedly, and any information you enter is retained from page to page. These cookies cannot be turned off individually, but you can disable all cookies in your browser.
3.7 Third-Party Cookies
Third-party cookies may be place on your computer when you visit the Site by companies that run certain services we offer. These cookies allow the third parties to gather and track certain information about you. These cookies can be manually disabled in your browser.
4. Control of Cookies
Most browsers are set to accept cookies by default. However, you can remove or reject cookies in your browser’s settings. Please be aware that such action could affect the availability and functionality of the Site.
For more information on how to control cookies, check your browser or device’s settings for how you can control or reject cookies, or visit the following links:
In addition, you may opt-out of some third-party cookies through the Network Advertising Initiative’s Opt-Out Tool.
5. Other tracking technologies
In addition to cookies, we may use web beacons, pixel tags, and other tracking technologies on the Site to help customize the Site and improve your experience. A “web beacon” or “pixel tag” is tiny object or image embedded in a web page or email. They are used to track the number of users who have visited particular pages and viewed emails, and acquire other statistical data. They collect only a limited set of data, such as a cookie number, time and date of page or email view, and a description of the page or email on which they reside. Web beacons and pixel tags cannot be declined. However, you can limit their use by controlling the cookies that interact with them.
WOMEN IN AI
15 rue Géo Chavez