SINCE 2023CULVER CITY

Privacy Policy

Last Updated: September 30, 2026

AI on the Lot LLC (“AI on the Lot,” “we,” “our,” or “us”) produces the annual AI on the Lot conference and related programming, and operates AI on the Lot HQ in Culver City, California (“HQ”). This Privacy Policy explains how we collect, use, and share personal data in connection with our website, newsletter, and community, and with the conference, HQ, and our other events (each an “Event,” as defined in our Terms). We are the controller of the personal data described here.

1. Personal Data We Collect

1.1 From You. We collect data you give us when you register for an Event, subscribe to our newsletter, join our community, apply for HQ membership, or contact us:

  • Registration information: name, email address, phone number, postal or ZIP code, job title, organization, LinkedIn profile, and answers to registration questions.
  • Profile data: bio, photo, social handles, and communication preferences you add in an Event app or community platform.
  • Communications: emails, survey responses, feedback, and support requests.
  • Social content: posts, comments, and media you share through our app, community channels, or Event-affiliated social media.

1.2 Automatically. When you attend an Event or use our sites and apps, we collect:

  • Engagement data: check-ins, session attendance, badge scans, and use of app features.
  • Marketing data: your marketing preferences and whether you open our emails or click their links.
  • Device and technical data: IP address, browser, operating system, device identifiers, and access times (see Section 8).
  • Security data: CCTV footage, visitor and guest logs, and building access records at HQ and Event venues (see Section 9).
  • Photos, video and audio captured at Events we produce, as described in our Terms.

1.3 From Event Hosts. HQ members, sponsors, and partners sometimes host their own events at HQ (“Hosts”). When you register for a Host’s event, the Host may share your name with us before the event so we can manage building access, safety, and security. If you choose during registration to receive communications from AI on the Lot, the Host will also share your email address and organization with us, and we will use them only in line with that choice.

1.4 From Registration Platforms. Where a Host lists us as a co-host on a registration platform such as Luma or Partiful, we may be able to see registrant details through that platform. We use those details only for the purposes described in Section 1.3.

2. How We Use Your Data

2.1 To Run Events and HQ. We use your data to register you, manage attendance and building access, provide Event information and logistics updates, deliver app and networking features, keep attendees and HQ safe, respond to inquiries, and improve our Events. We rely on our legitimate interests in operating our Events and premises, on performing our agreement with you, or, where applicable, on our legal obligations.

2.2 Marketing. We send marketing communications about AI on the Lot, future Events, and related programs only where you have opted in, or where applicable law permits marketing without opt-in consent (for example, to people in the United States who have not opted out). You can unsubscribe at any time using the link in any email or by contacting us. We never use personal data we receive from a Host, or through co-hosting a Host’s event, for marketing unless you opted in to hear from us.

2.3 Sharing With Sponsors, With Your Consent. We share your data with Event sponsors only as described in Section 3.

2.4 Your Right to Object. You may object to processing based on our legitimate interests. If you do, we will stop unless we have compelling grounds or need the data to establish, exercise, or defend legal claims.

3. How We Share Your Data

  • Our team: staff, volunteers, and affiliates who help produce and operate our Events.
  • Service providers: event management, registration, check-in, email, analytics, hosting, and security providers that process data on our behalf and under our instructions.
  • Event venue operators (conference only): where a venue requires attendee names for access or security.
  • Other attendees (conference only): the conference app shows other attendees your name, photo, and role, plus any profile answers you choose to make visible to other attendees. Your email address is never shown.
  • AI services partner (conference only): we share your first name, role, company, public bio, public website, conference profile responses, and AI-generated avatar with Emergentic, Inc. to provide AI networking, recap, and personalization features. Emergentic processes this data only to provide those features and may not use it to train models, share it with advertisers, or market to you. You may opt out by emailing team@aionthelot.com.
  • Event sponsors: only where you opted in to sponsor communications during registration, or where you chose to give your information to a sponsor directly (for example by permitting a badge scan). Sponsors handle your data under their own privacy policies.
  • Hosts: we do not share our attendee lists with Hosts. A Host collects your registration data directly, under its own privacy policy.
  • Legal and safety: where required by law, legal process, or government request, or where needed to protect our rights or anyone’s safety.
  • Business transfers: to a successor in connection with a merger, acquisition, or sale of assets.

We do not sell your personal data.

4. Data Security and Retention

We use appropriate technical and organizational measures to protect your data. We keep personal data only as long as needed for the purposes in this Policy, to comply with legal obligations, or to establish, exercise, or defend legal claims. CCTV footage is typically kept no longer than 30 days unless needed for an investigation or legal proceeding.

5. International Data Transfers

We are based in the United States, and our service providers may process data in the United States and other countries. Where we receive personal data from the United Kingdom, the European Economic Area, or Switzerland, we rely on appropriate safeguards required by applicable law, such as the European Commission’s Standard Contractual Clauses and the UK International Data Transfer Addendum. Contact us for more information.

6. Your Rights

Depending on where you live, you may have the right to access, correct, or delete your personal data; to restrict or object to its processing; to data portability; and to withdraw consent at any time, without affecting processing done before withdrawal. If you are in the UK or EEA, you may also complain to your local data protection authority, such as the UK Information Commissioner’s Office. To exercise your rights, contact us at the address below.

7. Children

Our Events and services are intended for adults. We do not knowingly collect personal data from anyone under 18, except information a parent or guardian gives us about a minor we have approved to attend. If you believe we have collected a minor’s data in any other way, contact us and we will delete it.

8. Cookies and Tracking

Our websites use essential cookies needed for them to work, and may use analytics tools to understand how visitors use our sites.

Advertising. We use advertising technologies, including the Meta Pixel, to measure the effectiveness of our ads and to show relevant ads to people who have visited our sites. Where required by law, including for visitors in the UK and EEA, we load these only after you consent through our cookie banner. You can change your choice at any time using the Cookie Settings link in our site footer.

Third-party services embedded on our sites, such as registration and payment platforms, may set their own cookies under their own policies. Where required by law, we ask for your consent before setting non-essential cookies.

9. Security Monitoring at HQ and Venues

HQ and Event venues may use CCTV, visitor and guest logs, and building access systems operated by us or our security providers. These are used only for safety, security, and incident investigation. At some Events we may use weapon-detection screening; any images it captures are used only for real-time security review and are deleted within 24 hours.

10. Third-Party Sites

Our sites and communications may link to third-party sites and services, including Host and sponsor sites. Their privacy practices are governed by their own policies.

11. Changes to This Policy

We may update this Policy. If we make material changes, we will notify you through our website or other appropriate channels.

12. Contact Us

AI on the Lot LLC · aionthelot.com