Women AI Labs Event Privacy Policy

Effective Date: June 2026

Introduction

Women AI Labs is committed to protecting the privacy, trust, and personal information of our community members, volunteers, speakers, sponsors, mentors, judges, event participants, and website visitors.

This Privacy Policy explains how Women AI Labs collects, uses, protects, and shares information related to events, programs, workshops, webinars, hackathons, conferences, community activities, and online platforms.

By registering for or participating in a Women AI Labs event, you agree to the practices described in this policy.

 

Information We Collect

Women AI Labs may collect information including:

Registration Information

  • Name
  • Email address
  • Organization
  • Job title
  • City, state, or country
  • LinkedIn profile
  • Event preferences
  • Volunteer interests

Participation Information

  • Event attendance
  • Survey responses
  • Workshop participation
  • Team assignments
  • Challenge submissions
  • Feedback provided

Website and Platform Information

  • Device information
  • Browser information
  • IP address
  • Website usage analytics
  • Cookies and similar technologies

Media and Event Content

Women AI Labs events may include:

  • Photography
  • Video recording
  • Audio recording
  • Livestreaming
  • Screenshots
  • Interviews

Such content may be used for educational, promotional, community, reporting, sponsorship, and historical purposes.

 

How We Use Information

Women AI Labs uses information to:

  • Manage event registration
  • Communicate event updates
  • Coordinate volunteers and participants
  • Support team formation and collaboration
  • Deliver educational content
  • Improve event experiences
  • Measure program outcomes
  • Produce event reports
  • Promote future events
  • Support sponsorship reporting
  • Advance our mission of responsible, equitable, and human-centered AI

 

Human Outcomes and Research Activities

Women AI Labs may conduct surveys, interviews, workshops, and research activities related to:

  • Responsible AI
  • AI governance
  • Data stewardship
  • Human Outcomes Service Management
  • Workforce development
  • Diversity, equity, inclusion, and accessibility
  • Human-centered technology

When research findings are published, Women AI Labs will make reasonable efforts to present data in aggregated or anonymized formats unless explicit permission is obtained.

 

Information Sharing

Women AI Labs does not sell personal information.

Information may be shared with:

Event Partners

Organizations assisting with event delivery.

Sponsors

Sponsors may receive aggregate event statistics and attendee counts. Individual attendee information will only be shared when participants expressly opt in.

Service Providers

Technology platforms used for:

  • Event registration
  • Website hosting
  • Communications
  • Surveys
  • Analytics
  • Virtual event delivery

Legal Requirements

Information may be disclosed when required by law, regulation, legal process, or to protect the safety and rights of participants.

 

Photography, Video, and Media Release

By attending a Women AI Labs event, participants acknowledge that photographs, recordings, and media may be captured during the event.

Women AI Labs may use this content for:

  • Event promotion
  • Social media
  • Marketing materials
  • Educational resources
  • Community storytelling
  • Annual reports
  • Sponsorship reporting

Participants who do not wish to appear in photographs or recordings should notify event organizers before or during the event.

 

Data Security

Women AI Labs takes reasonable administrative, technical, and organizational measures to protect personal information.

However, no method of electronic transmission or storage can be guaranteed as completely secure.

Participants should exercise appropriate caution when sharing information online.

 

Children's Privacy

Women AI Labs events are intended for adults and young professionals unless otherwise specified.

We do not knowingly collect personal information from children under the age required by applicable law without appropriate consent.

 

Your Rights

Depending on your location, you may have the right to:

  • Access personal information
  • Correct inaccurate information
  • Request deletion of personal information
  • Withdraw consent for communications
  • Request information about how data is used

Requests may be submitted using the contact information below.

 

Community Conduct and Safety

Women AI Labs is committed to creating a welcoming, respectful, inclusive, and professional environment.

Participants are expected to engage respectfully and support a culture of learning, collaboration, innovation, and responsible technology development.

 

Changes to This Policy

Women AI Labs may update this Privacy Policy periodically.

Updated versions will be posted on our website and event registration platforms.

Continued participation following updates constitutes acceptance of the revised policy.

 

Contact Information

Women AI Labs

Website: WomenAILabs.org

Email: info@WomenAILabs.org

LinkedIn: Women AI Labs

For privacy questions, data requests, or event-related inquiries, please contact us using the information above.

 

Women AI Labs believes responsible AI begins with responsible stewardship of people, data, tec