Privacy policy

1. What is this document for?

This document (“Policy”) outlines how we protect your privacy and security when you visit the prg.ai website, register for prg.ai events, participate in the local AI community, and apply for positions at prg.ai. We (the prg.ai association, z. s., ID No.: 08345091, registered in the Register of Associations kept at the Municipal Court in Prague, Section L, Insert 72281, registered office Staroměstské náměstí 1/4, Staré Město, 110 00 Prague 1, Czech Republic) want to inform you about how we process your personal data and the rights you have in this regard. We take the protection of personal data seriously and strive to comply with all relevant legal standards, such as the GDPR.

2. What information do we process and how?

We process information about you to provide you with quality services. This may include:

• Information you give us directly:

  • If you want to receive our newsletter, you must provide your email address. We use Mailchimp to send out our newsletter. For more information on how Mailchimp handles personal data, please see their Privacy Policy and Data Processing Addendum.
  • When you register for one of our events, you provide us with information on the registration form to register you for the event and for you to attend. This includes your identifying information (e.g., your name), information about your profession (e.g., the company you work for and your job title), and any information you provide in open-ended questions.
  • If you want us to present you as part of the Czech AI scene on https://prg.ai/lokalni-ai-scena/, you can share information about your company or organization, your project, your name, email, and information about your professional status via the form.
  • You can also become part of the public map and database of companies and organizations that are part of the AI community, created by the Czech National AI Platform (CNAIP), respectively by us and other CNAIP members listed on the website https://www.cnaip.cz/. In this case, you will provide us with information intended for publication (information about your company or organization, research group, identification and contact details of the project leader) and information intended for internal purposes of CNAIP (additional information about your projects, contact details of the project leader, names of persons who wish to speak publicly, and your opinions regarding AI and Machine Learning) via the form.
  • If you apply for a job vacancy at prg.ai (e.g., for a trainee or staff position), you provide us with information we need in the application form to enable you to participate in the selection process. This includes your identification data (first name, last name), contact details (e.g., email address, phone numbers, LinkedIn profile link), information from your CV (about your education, work experience, and other skills), and, where applicable, information about your motivation to work with us.

• Information obtained by us on the basis of your registration for the event:

  • If you sign up for one of our events, we will record when and what event you signed up for and whether you arrived at the event. We need this information to ensure your participation and to verify attendance.

• Information obtained from web browsing:

  • When you visit our website, information sent by your device or browser is automatically recorded (“Logs”). Logs typically contain information such as:
    • IP address
    • Type of device (e.g., computer, tablet, smartphone)
    • Operating system type and version
    • Type and version of internet browser
    • Browser language
    • State
    • Location
    • The website you came from or went to
    • Time spent on our site
    • The number of clicks on the page or on its element
  • We may combine information from these Logs with other information we have about you (such as your email address).
  • Our website is hosted by VSHosting on their servers located in Prague. We use Google Analytics (including demographic and interest data), which are analytics tools provided by Google, to process Logs. Google uses Logs to track and examine website usage, to compile reports on user activity, and to link to other Google services. Google may use Logs to contextualize and personalize advertising. For more information on how Google approaches privacy, please see their website.

• Information obtained through cookies:

  • Our providers use cookies or similar technologies to collect information about you and your use of our website. Cookies are small files that allow us to store some of this information to help tailor the website to your needs.
  • We need essential cookies for our website to function properly and safely. You cannot cancel these cookies on the website. Without them, you would not be able to view the website properly. We use essential cookies for as long as necessary for the site to function, usually for one session (session).
  • Analytical cookies help us analyze traffic to our website and how visitors use our website. These cookies allow us to improve the website and adapt it to your needs. We use analytical cookies for the period of time indicated in the table with the specific cookies that we currently use, but always up to the maximum until your consent to cookies is withdrawn.
  • Preference cookies allow our website to remember your website settings. For example, these cookies let us know what language you have chosen for the site or what region you are from. We generally use preference cookies for one session.
  • Marketing cookies are used to track visitors on various websites. They allow us to show you advertising that is relevant and interesting to you. We use marketing cookies for the period of time indicated in the table with the specific cookies we currently use, but always up to a maximum of until your consent to cookies is withdrawn.
  • We will only start using analytical, preference, and marketing cookies after you have given us your consent to use them in the cookie bar. You can withdraw this consent at any time by simply changing the cookie settings in the cookie bar, which you will always find packed away in the corner of the website.
  • We currently use the following cookies:

For more information on the use of cookies, please see Google Analytics, Hotjar, and YouTube.

3. How and why do we process the information we collect?

We process your personal data for several reasons:

• To inform you about our activities, including invitations to events: If you subscribe to our newsletter, we will keep you informed about our activities until you unsubscribe.

• To inform you about the activities of our members and partners, including invitations to events: If you subscribe to our newsletter, which may include news about our members and partners and invitations to our events, we will keep sending you these newsletters until you unsubscribe.

• To enable registration and participation in events: We will use the information provided in the registration form and collected in connection with the form to register you for the event and enable you to attend.

• To compile statistics on participation in our events and use of our website: To improve our services, we may create statistics about how you have used our services. We may carry out such processing based on our legitimate interest in improving our services. You may object to this processing. If justified, we will cease processing your personal data for this purpose.

• To map the AI community and publish information about your projects: We, independently and in cooperation with other entities (e.g., within the Czech National AI Platform CNAIP project), map the entities working in the field of artificial intelligence in the Czech Republic and share this information with the public. If you want to be part of our map or database of AI subjects, simply fill in the form we will share with you or find it on the website https://prg.ai/, https://www.cnaip.cz/](https://www.cnaip.cz/) or on the website of another project we are involved in. By submitting the form, you consent to the processing of your personal data to create a map or database of AI entities describing the services provided and to retain your identification, professional and contact data for our internal records of AI entities and for any related communications (e.g., regarding industry consulting, public presentations).

  If you subscribe to the map or database of ML/AI entities created by the Czech National AI Platform (CNAIP), your personal data may be processed by all CNAIP members listed on https://www.cnaip.cz/ for publication purposes and for internal record keeping and related communications. CNAIP members act as joint data controllers. The responsibility for processing personal data is shared with CNAIP members; prg.ai, z.s., collects your consent and informs you about the processing of personal data. Primarily, we are also who you can contact if you wish to withdraw your consent or want to know more information about the processing of your personal data. However, you can still withdraw your consent from any CNAIP member, and any CNAIP member is available to answer your questions.

  You can withdraw your consent to the processing of your personal data at any time (just email us at info@prg.ai). We will then delete you from the map and database of ML/AI entities and stop processing your personal data stored in connection with the mapping.

• To conduct a selection procedure for positions at prg.ai: If you apply for one of our open positions (e.g., for interns or employees), we need the information you provide to include you in the selection process and, if necessary, to negotiate a contract or agreement with you.

• To contact you with a job offer: With your consent, we may retain the personal data you provided in your application after the selection process ends so that we can contact you when another suitable position becomes available. You can withdraw your consent at any time, and we will delete your data (unless we need it for other purposes).

• To meet your needs: We use logs and cookies to make your life easier and tailor our website to your needs.

• To fulfill legal obligations: Legislation may require us to retain certain data to demonstrate that we have complied with certain rules. We then process your personal data to comply with legal obligations.

• To comply with the law and resolve legal claims: We need to process your information to demonstrate that we comply with relevant legal standards, to deal responsibly with any claims you may have (e.g., if you believe that we have failed to meet our obligations), to take appropriate action if one of our users commits an infringement, and to protect our rights and interests.

• To ensure a secure and functional website: We use logs to monitor and analyze the use of our website, to administer, develop, and protect it.

  4. On what legal basis do we process your personal data?

  We process your personal data for several lawful reasons:

  • Your consent (for using cookies, sending newsletters, contacting you with job offers, and presenting you within the database of AI entities)
  • The necessity for entering into and performing a contract, or taking steps necessary to enter into a contract at your request (to register for and participate in events, to participate in the selection procedure)
  • Necessity for the purposes of our legitimate interests (to protect our rights and interests, to deal responsibly with claims against us, to compile statistics on the use of our services)
  • Necessity for compliance with a legal obligation (where we are required by law to process your data)

  5. Who do we allow access to your personal data?

  We may disclose your personal data to our partners who help us operate our website and software in which we store or otherwise use your personal data (e.g., technical infrastructure and service providers such as VSHosting to manage the website, Mailchimp to send newsletters, or Google to use cookies, store data, perform statistics and manage event registrations). We only share the information necessary for our partners to perform their tasks. All our partners must comply with confidentiality obligations and data protection laws applicable in the EU, even though Google LLC and The Rocket Science Group, LLC operating Mailchimp are based in the USA and may transfer your personal data outside the EU.

  We may share your personal data that you provide for your presentation in the AI/ML entity database or map within the Czech National AI Platform (CNAIP) with CNAIP members. Anyone can see the data you have provided for publication in the public database.

  We may disclose your personal data to public (state) authorities if required by law. In this case, we will only provide information to the extent required by law and will inform the affected users as soon as possible.

  We may share your personal data with third parties (mainly government authorities) if necessary to identify, contact, or pursue a legal claim against someone who has caused us harm or threatened our interests.

  6. How do we protect your data and our website?

  Our website is hosted in the ServerPark datacenter operated by VSHosting, one of the most modern datacenters in Central Europe (more technical information can be found [here [neplatná adresa URL byla odstraněna]). We store data for marketing purposes on servers from Google and Mailchimp. All our partners strive to meet high standards in IT security.

  Only those who need access to your data to perform their tasks can access it. All our employees and partners are bound by confidentiality obligations.

  7. How long do we keep your personal data?

  We retain your personal data only for as long as necessary to fulfill the purpose of processing. Specifically:

  • If your consent is the basis for processing, we delete this data immediately after you withdraw your consent, unless it was necessary to delete it earlier. We will keep your data stored after the selection process ends to contact you about vacancies until you withdraw your consent, for a maximum of 5 years after you give your consent.
  • We will retain personal data needed to enter into and perform a contract until the contract is terminated and all obligations under the contract have been fulfilled. We may retain the data longer, for example, to fulfill legal obligations or protect our rights and interests.
  • We will retain personal data required for the selection process for the vacant position for up to 3 months after the selection process ends.
  • If we process personal data to settle legal claims or comply with relevant legal standards, we retain the data for the period prescribed by law, the duration of the proceedings in question, or until the expiry of the statute of limitations.
  • All cookies have their own time limits (expiry date).

  8. What are your rights in relation to your personal data?

  You are entitled to exercise any or all of the following rights free of charge (the ability to exercise these rights may depend on other circumstances in your particular case, such as how the personal data was obtained):

  • Request information about whether we process your personal data and request access to it, including the reason for processing, the categories of personal data, the recipient(s) of the personal data processed, the expected duration of processing, or the criteria for determining that duration.
  • Request the rectification, erasure, or restriction of the processing of your personal data, for example, if (i) it is incomplete or inaccurate, (ii) it is not necessary for the purpose for which it was processed, (iii) the consent on which it was processed has been withdrawn, or (iv) you have objected to its processing. If our partners process your personal data for us, we will forward your request to them if possible.
  • Receive the information you have provided to us about you in a structured, commonly used, machine-readable and interoperable format and transmit it to another controller. Where technically feasible, you have the right to have us transmit this data directly to the controller you designate.
  • Object to processing personal data based on legitimate interest. If legitimate (and therefore your rights outweigh our interests), we will cease processing your personal data based on the objection.
  • Refuse to provide consent to process personal data or withdraw consent at any time (without affecting processing that occurred before the withdrawal of consent).
  • Not be subject to automated decision-making that would have direct legal effects on you or could affect you in a similarly serious way.

  If you wish to exercise any of the above rights or have any related questions or complaints about our processing of your data, please contact us in any way that we can verify your identity. You can also lodge a complaint with the competent data protection authority or other competent authority. In the Czech Republic, this is the Office for Personal Data Protection.

  9. Contact information

  If you have any questions or comments about this Policy, please email us at info@prg.ai.