AI ON THE LOT Event Privacy & Cookie Notice

AI on the Lot LLC ("Organizer," "we," "our," or "us") produces AI on the Lot and related conferences, activations, and satellite events in various locations (each, an "Event"). This Event Privacy & Cookie Notice ("Notice") describes how we collect, use, and share the personal data of individuals ("you" or "your") in connection with your interest in, registration for, or attendance at an Event. This Notice supplements our general Privacy Policy available on our website. Capitalized terms not defined here have the same meaning as in our Privacy Policy.

1. PERSONAL DATA WE COLLECT

We collect data directly from you when you (a) register to attend an Event through our website, event platform, email, mobile app, or any other registration method; (b) scan your badge at an Event; (c) interact with Event programming, sponsors, or activations; or (d) communicate with us before, during, or after an Event. We may also collect data automatically when you visit an Event website or use an Event-related app (see Section 7 below).

We may collect, store, and use the following categories of personal data:

• Registration Information – Full name, email address, phone number, postal/ZIP code, job title, job function, organization, LinkedIn profile, and other information you provide during sign-up, including responses to registration questions (e.g., areas of expertise, industry, role identification).
• Profile Data – Information you provide when setting up a profile in an Event app or platform, including bio, photo, social media handles, and communication preferences.
• Communication Records – Emails, survey responses, feedback forms, support requests, and notes from verbal conversations between you and the Organizer regarding an Event.
• Engagement Data – Your registration for and attendance at any Event sessions, keynotes, panels, workshops, roundtables, ancillary events, and activations; interactions with sponsor booths or exhibitor areas; participation in surveys or polls; viewing Event content via livestream, on-demand, or through the Event app; interactions with Event staff; and features you use within the Event app or platform.
• Photos, Video & Audio – Images, video, and audio captured during an Event for purposes including: publication or livestreaming via the Organizer's channels; promotional and marketing use; security and safety operations; and general business purposes.
• Social Content – Posts, comments, photos, videos, or audio you create and share through the Event app, community channels, or Event-affiliated social media.
• Marketing Data – Your preferences regarding marketing communications from us and your engagement with those communications (e.g., email opens, link clicks).
• Device & Technical Data – IP address, browser type, screen resolution, operating system, device identifiers, and the dates and times you accessed an Event website, app, or on-demand content (see Section 7 for more).

2. HOW WE USE YOUR DATA

We process your personal data to support our legitimate interests in organizing, producing, and improving our Events; managing our operations; and enhancing our products, services, marketing, and community relationships–provided that your rights and interests do not override those interests.

Specifically, we use your data to:

• Register you for an Event and maintain attendee records
• Provide Event information, updates, and logistics communications
• Send session recommendations and personalized programming suggestions
• Enable interaction and networking among attendees, speakers, and sponsors
• Facilitate ancillary events, workshops, and activations
• Provide interactive features through the Event app or platform
• Notify you of available on-demand content from or related to the Event
• Assess attendee engagement on-site, via the website, or through the app
• Document and record the Event through photography, audio, and video
• Enable remote access via livestream and on-demand video
• Solicit feedback to improve the attendee experience
• Provide Event support and respond to inquiries
• Share post-Event materials, recaps, and content
• Promote future events, programs, and educational opportunities

You have the right to object to our processing of your data based on legitimate interests. If you object, we will cease processing unless we can demonstrate compelling grounds that override your interests or we need the data for the establishment, exercise, or defense of legal claims.

In addition, with your consent, we may:

• Send you marketing communications about AI on the Lot and related programs
• Make available personal data you choose to upload to the Event app or community platform
• Disclose your personal data to Event sponsors and partners as described in Section 3

You may withdraw your consent at any time.

3. HOW WE SHARE YOUR DATA

With Our Team & Affiliates We share personal data with AI on the Lot staff, volunteers, and affiliated organizations to facilitate Event production, operations, marketing, and internal administration.

With Service Providers We share personal data with third-party service providers and processors acting on our behalf, including: our event management platform, badge scanning and check-in providers, email and marketing platforms, analytics providers, and website and data hosting services. These providers process your data only as directed by us and in accordance with their obligations under applicable law.

With Event Sponsors & Partners With your consent, we may share your personal data with Event sponsors. This occurs when:

(a) You opted in to sponsor communications during registration; (b) You voluntarily provided your information to a sponsor–whether by permitting a badge scan, engaging through the Event app, responding to sponsor communications, or any other direct interaction; or (c) As otherwise described in our Privacy Policy.

Sponsors who receive your data will process it in accordance with their own privacy policies. We maintain a list of Event sponsors on our website where available.

As Required by Law We may disclose personal data if required to do so by law, regulation, legal process, or governmental request, or where we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4. MARKETING & COMMUNICATIONS

We may send you marketing communications about AI on the Lot, future events, and related programs, provided we do so in accordance with applicable consent requirements and law. You can opt out of marketing emails at any time by clicking the unsubscribe link in any communication or contacting us at the address below.

5. SPONSOR MARKETING

If you have consented to sharing your data with Event sponsors, those sponsors may contact you directly with marketing communications. You can review each sponsor's privacy policy and manage your preferences through their channels. We are not responsible for the privacy practices of Event sponsors.

6. LINKS TO THIRD-PARTY SITES

Our Event websites and communications may contain links to websites, apps, and services operated by third parties. We have no control over those properties, and your use of them is governed by their respective privacy policies, not this Notice.

7. COOKIES & TRACKING TECHNOLOGIES

Our Event websites and registration forms use cookies and similar technologies to enable functionality, ensure security, and understand how visitors interact with our sites.

Essential Cookies These cookies are necessary for our Event websites to function properly and cannot be disabled.

Analytics We may use privacy-focused analytics tools to collect anonymized usage data for the purpose of understanding traffic patterns and improving the Event experience. Where possible, we use tools that do not rely on cookies and do not collect personal data.

Third-Party Cookies Our Event websites may include integrations with third-party services (e.g., payment processors, registration platforms) that set their own cookies. These cookies are governed by the respective third party's cookie and privacy policies.

For more information about the specific cookies used on any Event website, please refer to the cookie banner or settings available on that site.

8. VENUE SECURITY & SURVEILLANCE

To ensure attendee safety, the Event venue may be equipped with closed-circuit television (CCTV) cameras and other video surveillance systems operated by the Organizer, venue owner, or their security providers. These systems record continuously in common areas, entry/exit points, and other locations throughout the venue. Footage is used solely for safety, security, and incident investigation purposes and is retained in accordance with venue security policies, typically no longer than 30 days unless required for an ongoing investigation or legal proceeding.

In addition, we may use weapon detection or screening technology at Event entry points. If deployed, such systems may capture images for real-time security review. Any images captured by weapon detection devices are used solely for security purposes and are deleted on a rolling basis, always within 24 hours.

By attending the Event, you acknowledge that you may be recorded by CCTV and security systems while on venue premises.

9. DATA SECURITY & RETENTION

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. We retain personal data only for as long as necessary to fulfill the purposes described in this Notice, comply with legal and regulatory obligations, and support the exercise or defense of legal claims.

10. INTERNATIONAL DATA TRANSFERS

Personal data collected in connection with an Event may be accessed, transferred to, or stored by the Organizer and its service providers in the United States and other jurisdictions. By registering for or attending an Event, you acknowledge that your data may be transferred to and processed in jurisdictions that may not offer the same level of data protection as your home jurisdiction.

11. YOUR RIGHTS

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

• Access, correct, or delete your personal data
• Object to or restrict certain processing activities
• Request portability of your data
• Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us using the information below. We will respond in accordance with applicable law.

12. CHILDREN'S PRIVACY

Our Events are not directed at individuals under the age of 16, and we do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will promptly delete it.

13. CHANGES TO THIS NOTICE

We may update this Notice at any time. If we make material changes, we will provide notice through our website or other appropriate channels. Please check this page periodically for the latest version.

14. CONTACT US

If you have questions about this Notice or how we handle your data, please contact us at:

AI on the Lot LLC
Email: team@aionthelot.com
Web: aionthelot.com