Privacy Policy

This policy outlines our commitment to protecting the privacy and safeguarding the personal data of participants in the AI Summit 2023 taking place from October 20 to 21, in Munich, hosted by TUM.ai e.V.

1) Introduction

Your privacy is paramount to us. This Privacy Policy helps you understand what personal data we collect, why we collect it, and what we do with it. Please take a moment to get to know our practices, and if you have any questions, feel free to contact us.

2) Basic Information

By registering for the AI Summit 2023, you acknowledge and consent to the collection, processing, and storage of your personal data, which includes, but is not limited to, your name, e-mail address, and other event-relevant data. Depending on specific requirements, your data may be shared with our commissioned service providers, the AI Summit 2023 project team (comprising members of TUM.ai e.V.), helpers, as well as participating partners and businesses. This sharing aims to facilitate the smooth running of the AI Summit 2023, participant selection, event preparation, and subsequent follow-ups.

Your personal data is subject to the EU General Data Protection Regulation (GDPR), which recognizes operations like collection, recording, organization, storage, adaptation, retrieval, use, disclosure by transmission, alignment, restriction, erasure, and destruction as forms of data processing (as defined in Article 4 GDPR).

"Personal data", under the GDPR, pertains to any detail related to an identified or identifiable individual. Such an individual is identifiable if they can be recognized, directly or indirectly, by referencing identifiers like names, ID numbers, location data, or other specific characteristics emblematic of their identity (as mentioned in Article 4 GDPR).

Your data's processing extends to our use of the "Brella" app, an event management and networking software. This means your name, and email address may be visible to other participants. You also consent to the use of your data as provided on the registration page athttps://next.brella.io/join/tumaisummit/tickets for the purposes of the meeting and, if required, shared with businesses engaged in the AI Summit 2023. Data processing is essential for the AI Summit's successful execution. If you disagree with our data collection and processing terms, regrettably, you will be unable to participate in the AI Summit. You can check why and how Brella processes your data here: https://www.brella.io/privacy-notice-service.

All personal data collected during or for the event will be erased 3 months post-event, except if otherwise mandated by law, stipulated in this Privacy Policy, or for specific purposes highlighted below.

Moreover, you grant us permission to store and process your personal data, chiefly your name and email address, to keep you informed about subsequent TUM.ai events. If you'd rather not receive updates on future TUM.ai events, you can opt-out by emailing us at summit_contact@tum-ai.com.

Every piece of personal data we collect and process, be it for the AI Summit's planning and duration or storage thereafter, is shielded against unauthorized access and alterations by stringent technical and organizational safeguards.

This includes in particular:

(1) Confidentiality (Art. 32 (1) lit. b DS-GVO).

The technical and organizational measures to ensure data protection and data security, which TUM.ai must at least establish and maintain on an ongoing basis, are specified below.

(2) Integrity (Art. 32 Para. 1 lit. b DS-GVO)

Transfer control: No unauthorized reading, copying, modification or removal during electronic transmission or transport, e.g.: Enabling transport encryption (TLS pre-selected by default), Virtual Private Networks (VPN).

Input control Determining whether and by whom personal data has been entered into, modified or removed from data processing systems, e.g.: logging and logging of user names.

(3) Availability and resilience (Art. 32 (1) (b) GDPR)

Availability control Protection against accidental or deliberate destruction or loss, including: backup strategy, virus protection, firewall;

Rapid recoverability

(4) Procedures for regular review, assessment and evaluation (Art. 32(1)(D) GDPR; Art. 25(1) GDPR)

Data protection-friendly default settings in IT systems (Art. 25 (2) DS-GVO)

2) Rights of the applicant/participant

The rights to which the applicant/participant is entitled under DSGVO (including information, objection) are the following:

You also have the right to lodge a complaint with the relevant data protection authority.

To exercise these rights, please get in touch with us (see below).

3) Contact

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, contact us by e-mail at summit_contact@tum-ai.com or by mail at the address below:

Arcisstrasse 21,
80333 Munich,
Bavaria, Germany

4) Photo and video recordings

During the AI Summit 2023, various sessions and activities may be recorded or photographed for promotional, archival, and other purposes deemed suitable by TUM.ai e.V.. If you do not wish to be photographed or recorded, please inform the event organizers upon registration or arrival. While we will strive to respect your preferences, please be aware that you might appear in the background of recordings or photos. If a particular photo or video is published and you would like it to be removed, please contact us directly, and we will do our best to address your request.

5) Changes to the Policy

We reserve the right to update or change our Privacy Policy as necessary to reflect changes to our practices or for other operational, legal, or regulatory reasons. Should we make significant alterations to this policy, we will provide attendees with notice, such as an email notification or a prominent announcement on our official website. Continued participation in the event or related activities following the posting of any changes constitutes acceptance of those changes.

6) Right to Withdraw Consent

At any time, you reserve the right to withdraw your consent regarding any data processing activity. To do so, please contact our Data Protection Officer at the contact details provided. Note that withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.