Privacy Policy

The Responsible AI Institute “RAI Institute” is committed to protecting the privacy and accuracy of confidential information to the extent possible, subject to provisions of state, federal, and international law. We recognize the importance of safeguarding personal information and ensuring compliance with global data protection regulations, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).

This Privacy Policy outlines how we collect, use, store, and share personal data. It also explains the rights you have regarding your information, including access, correction, deletion, and opt out options, as provided under applicable laws.

Other than as required by laws that guarantee public access to certain types of information or in response to subpoenas or other legal instruments that authorize disclosure, personally identifiable information will not be disclosed without your explicit consent.

We are dedicated to maintaining the highest standards of privacy, transparency, and security to build trust with all stakeholders.

Information We Collect

We collect personal data to deliver and improve our services. This includes identifying information such as your name, address, email, and phone number, as well as demographic details like job role. When you visit our website or interact with our digital platforms, we automatically collect technical information, including the IP address of the device being used, browser type, web pages visited, referring websites, screen resolution, operating system, search terms, and the date, time, and duration of visits. This data is temporarily stored and helps us monitor navigation, troubleshoot technical issues, and improve website usability.

Additionally, we may collect financial data, such as payment details and transaction history, to facilitate billing processes. Usage data, such as user preferences and interactions with our services, is also recorded to better understand your needs and improve your experience.

We collect this data through direct user input, such as contact forms, registrations, and inquiries, as well as through automated methods, such as cookies and tracking technologies. Trusted third-party service providers may also collect data on our behalf under strict privacy agreements.

Purpose of Data Collection and Use

The data we collect is essential for fulfilling our operational responsibilities and ensuring an optimal user experience. Personal information is primarily used to provide access to programs, events, resources, and partner support. We use collected data to communicate effectively with stakeholders, facilitate event participation, manage billing processes, and improve our services based on user feedback.

Technical and navigation data, including IP addresses, browser details, and site usage metrics, is used to analyze web traffic, identify technical issues, and enhance website functionality. This data helps us monitor site performance, troubleshoot problems, and improve user experience.

We also use personal data for marketing purposes, including sharing updates about RAI Institute’s programs, initiatives, events, and industry news. Marketing communications are sent only with explicit consent, and recipients may unsubscribe at any time.

At all times, we adhere to the principles of data minimization and ethical use, ensuring that we collect only what is necessary for specific purposes.

Data Retention Policy

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy, comply with legal requirements, or meet our legitimate business needs. For example, financial data may be retained for accounting purposes, while user information may be preserved for historical reporting or internal assessments. When personal data is no longer required, we ensure it is securely deleted or anonymized.

Users have the right to request the deletion of their personal information by contacting us using the details provided below. While we aim to honor deletion requests promptly, certain legal or contractual obligations may require us to retain data for a specified period. In such cases, we will inform you of any exceptions.

Users Rights Under GDPR and CCPA

You have the right to access, correct, delete, and restrict the processing of your personal data, as well as the right to object to certain uses of your data. You may also request a copy of your personal information in a structured, machine readable format for portability purposes.

For California residents, you have the right to opt out of the sale of your personal information. However, we do not currently sell personal data.

To exercise your rights or submit a request regarding your personal data, please contact us via email at admin@responsible.ai. All verified requests will be addressed within 30 days, in accordance with applicable laws.

Data Security Measures

We implement robust security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. All data is encrypted during transmission and at rest using industry standard protocols. Access to sensitive data is restricted through role based access controls and multi-factor authentication.

Our systems undergo continuous audits to ensure compliance with data protection standards, including SOC 2 criteria. Additionally, we maintain a formal incident response plan to identify, contain, and resolve data breaches promptly. Affected individuals and regulatory authorities will be notified of breaches in accordance with legal requirements.

Sharing and International Transfers of Data

We share personal data only when necessary to perform services and in compliance with strict data protection protocols. Third-party service providers, such as payment processors, customer relationship management tools, and marketing platforms, may process data on our behalf. All such providers operate under legally binding Data Processing Agreements (DPAs) to ensure your information remains secure and is used solely for authorized purposes.

While RAI Institute primarily processes and stores data in the United States, international data transfers may occur in specific cases. When personal data is transferred outside of the European Economic Area (EEA), we implement safeguards, such as Standard Contractual Clauses (SCCs), to ensure GDPR compliance.

Use of Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance user experience, analyze website performance, and identify technical issues. Cookies allow us to remember user preferences, track engagement, and analyze visitor behavior. You may adjust your browser settings to disable or limit cookies; however, doing so may impact the functionality of our website.

Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in legal requirements, organizational practices, or user feedback. Updates will be posted on this page with a revised “Last Updated” date. We encourage you to review this policy regularly to stay informed about how we protect your information.

Last Updated

This Privacy Policy was last revised on December 17, 2024.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

Email: admin@responsible.ai

Mailing Address: 3310 Braker Lane Suite 300, Box 633 Austin, TX  78758

We are committed to addressing your inquiries promptly and transparently.