Privacy Policy

1. Introduction

The Business AI Alliance (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you use our website, participate in our events, or engage with our services as a member or interested party.

This policy applies to all users of our website, members, and participants in our activities. By accessing our website or providing us with your information, you consent to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information you provide to us:

• Personal identification information: name, job title, company name, email address, postal address, telephone number
• Membership information: application details, areas of interest, industry sector
• Event participation: registration details, dietary requirements, accessibility needs
• Communication preferences: marketing opt-ins, topic interests
• Feedback and contributions: survey responses, contributions to publications, forum posts

2.2 Information we collect automatically:

• Technical information: IP address, browser type and version, time zone setting, operating system
• Usage information: pages visited, time spent on pages, page interaction information
• Cookies: information stored via cookies (see our separate Cookie Policy for details)

3. How We Use Your Information

We use your information for the following purposes:

3.1 Contractual necessity:

• Processing your membership application and maintaining your membership
• Providing you with access to member resources and services
• Managing event registrations and participation
• Facilitating networking among members

3.2 Legitimate interests:

• Improving our website and services
• Tailoring content and resources to your interests
• Understanding how our services are used
• Ensuring the security of our website
• Managing our relationship with you

3.3 With your consent:

• Sending you newsletters and updates about our activities
• Inviting you to events and opportunities
• Sharing information about AI developments and resources
• Including your details in member directories (for members only)

3.4 Legal obligations:

• Complying with legal and regulatory requirements
• Preventing fraudulent activity
• Responding to legal processes or government requests

4. Legal Basis for Processing

Under UK GDPR, we process your personal data on the following legal bases:

• Consent: Where you have given clear consent for us to process your personal data for a specific purpose
• Contract: Where processing is necessary for the performance of a contract to which you are a party (e.g., membership agreement)
• Legal obligation: Where processing is necessary for compliance with a legal obligation
• Legitimate interests: Where processing is necessary for our legitimate interests or the legitimate interests of a third party, except where these interests are overridden by your interests or fundamental rights and freedoms

5. Data Sharing and Disclosure

We may share your personal information with:

5.1 Service providers:

• IT service providers who support our website and systems
• Event management platforms for managing registrations
• Email service providers for newsletters and communications
• Analytics providers to help us improve our website

5.2 Other members:

• Limited personal information (name, organisation, role) may be shared in member directories with other members, with your consent
• Contact details may be shared to facilitate collaboration, with your explicit consent

5.3 Legal requirements:

• Government and regulatory bodies when required by law
• Law enforcement agencies in connection with investigations
• Professional advisers in connection with legal claims or proceedings

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

6. International Transfers

We primarily store and process your data within the United Kingdom and European Economic Area (EEA). However, where we transfer your data outside the UK or EEA, we ensure a similar degree of protection by implementing appropriate safeguards, including:

• Using specific contracts approved for use in the UK and EU
• Transferring only to countries deemed to provide adequate protection by the UK Government or European Commission
• Transferring to providers participating in approved certification schemes

7. Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. These include:

• Encryption of sensitive information
• Secure data storage systems
• Access controls and authentication procedures
• Regular security assessments
• Staff training on data protection

We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider:

• The amount, nature, and sensitivity of the personal data
• The potential risk of harm from unauthorised use or disclosure
• The purposes for which we process the data
• Whether we can achieve those purposes through other means
• The applicable legal requirements

For membership data, we typically retain information for the duration of your membership plus 3 years.

9. Your Rights

Under data protection laws, you have the following rights:

• Right to be informed about how we use your personal data
• Right of access to your personal data
• Right to rectification if your personal data is inaccurate or incomplete
• Right to erasure (or ‘right to be forgotten’)
• Right to restrict processing of your personal data
• Right to data portability allowing you to obtain and reuse your data
• Right to object to processing based on legitimate interests or direct marketing
• Rights related to automated decision making and profiling

To exercise any of these rights, please contact us using the details provided in Section 12.

10. Cookies

Our website uses cookies to distinguish you from other users and enhance your experience. A cookie is a small file placed on your device when you visit our website. For detailed information about the cookies we use and the purposes for which we use them, please see our Cookie Policy.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new Privacy Policy on this page and, where appropriate, sending you a notification. You are advised to review this Privacy Policy periodically for any changes.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Data Protection Officer Business AI Alliance 3rd Floor, Monument Place 24 Monument Street London EC3R 8AJ Email: [email protected]

13. Complaints

If you have a concern about our information practices, you have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). However, we would appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Last updated: 6th May 2025