Privacy Policy
Last Updated October 2026
This Privacy Policy explains how The AI Furnace Inc. ("we", "us", "our"), the organiser of The AI Hot 100 Summit, collects, uses, shares and protects your personal data when you visit our website, register for or apply to attend our events, subscribe to our communications, or otherwise contact us. It applies to visitors in the United Kingdom and European Economic Area (UK GDPR / EU GDPR) as well as elsewhere.
Who we are
The AI Furnace Inc. is the data controller for the personal data described in this policy.
Registered address: Roslyn Heights, NY
Privacy contact: hello@aihot100summit.com
Representatives for UK and EU/EEA residents are listed in Section 13.
Personal data we collect
Information you give us: name, job title, company, work email, phone number, country/city, and anything else you enter on registration, application, speaker, sponsor, newsletter or contact forms.
Event information: ticket type, session preferences, and, if you choose to tell us, dietary or accessibility requirements.
Information collected automatically: IP address, device and browser type, pages viewed, referring site, and cookie or similar identifiers (see Section 10).
Information from third parties: if someone nominates you for one of our lists, or a colleague registers you, we receive your name, job title, company and contact details from them and tell you within one month. We also use publicly available professional information (for example, LinkedIn) to review applications or invite speakers.
Photos and video taken at our events (see Section 11).
Speaker and listing materials: if you speak at, sponsor or are listed by the Summit, your bio, headshot, and your company's name and logo.
We do not intentionally collect other special category data (such as health, religious or political information). Dietary or accessibility details you volunteer may reveal such information; we only use them with your explicit consent, solely to make arrangements for you.
To register you and deliver the event (Article 6(1)(b))
Process your registration or application, and send confirmations, logistics and event updates (contact and registration details).
Sell and issue general passes, take payment and send receipts (name, email, company, billing details, payment confirmation).
Review executive pass requests and issue approved passes (name, title, company, email, and anything you provide to support your request). We also rely on our legitimate interests in selecting attendees.
Publish accepted speakers', startups' and honourees' details on our website and in event materials (name, title, company, bio, photo). We also rely on our legitimate interests in programming the event.
Our legitimate interests (Article 6(1)(f))
Respond to your enquiries (contact details, your message).
Photograph and film our events and use the material in promotion (images, recordings). You can object; see Section 11.
Keep our website secure (device and usage data).
Your consent (Article 6(1)(a)). Always optional, and you can withdraw it at any time
Send you marketing emails about the Summit, related events and AI Furnace content (name, email, company, preferences).
Share your name, title, company and email with our sponsors and partners, which we ask you about separately (name, title, company, email).
Promote the Summit using speakers' names, photos, bios, and company names and logos on our website, LinkedIn and other social media, emails and event materials. You agree through the optional checkbox on our speaker form, and logo use also depends on your confirming you are authorised to permit it.
Set non-essential cookies for analytics and advertising (device, usage and cookie data), through our cookie banner.
Your explicit consent (Article 9(2)(a))
Accommodate dietary or accessibility needs (the information you provide).
Legal obligation (Article 6(1)(c))
Accounting, tax and legal compliance (transaction and identity data).
Providing registration details is necessary to attend an event; if you don't provide them, we can't register you. Marketing consent is always optional and does not affect your ability to register.
Who we share your data with
We do not sell your personal data. We share it only with:
Service providers (processors) acting on our instructions: Squarespace (website hosting), HubSpot (forms, contact database and email), Beehiiv (newsletter delivery), Google (Workspace, including Sheets, for internal records), our ticketing, registration and payment providers (which process pass registrations and payments; we do not store your payment card details). Advertising and analytics partners are covered in Section 10.
Venue and event partners where needed to run the event (for example, badge printing or security).
Sponsors and partners, only if you tick the sponsor-sharing box on our registration form: your name, job title, company and email. Sponsors become independent controllers of that data and handle it under their own privacy policies. If you withdraw your consent, we stop sharing your details, but we cannot recall what a sponsor already holds; please contact the sponsor directly to exercise your rights with them.
Professional advisers, authorities and successors where required by law or in a business transfer.
International transfers
We are based in the United States, and we and our providers process data in the United States and, for some providers, other countries. When personal data is transferred outside the UK or EEA, we rely on safeguards recognised under UK and EU data protection law: the UK–US Data Bridge and the EU–US Data Privacy Framework where the provider is certified under them, and otherwise standard contractual clauses (the EU Standard Contractual Clauses and the UK International Data Transfer Addendum) in our data processing agreements with providers. You can request more information about these safeguards using the contact details above.
How long we keep your data
Registration and event records: 24 months after the event
Marketing subscriptions: until you unsubscribe, then only a suppression record so we don't email you again
Enquiries: 12 months after resolution
Unsuccessful applications and nominations: 12 months
Speakers, sponsors and listed honorees: 3 years
Financial records: 7 years
Photos and video: kept in our content archive; we delete individual items on request where feasible
Website logs and analytics: 3 years
We delete or anonymize data once it is no longer needed for these purposes.
Your rights
Under the UK GDPR and EU GDPR you have the right to:
be informed about how we use your data;
access the personal data we hold about you;
have inaccurate data corrected;
have your data erased;
restrict our processing;
data portability;
object to processing based on legitimate interests, and to direct marketing at any time;
withdraw consent at any time, without affecting earlier processing; and
not be subject to solely automated decisions with legal or similarly significant effects. We do not make such decisions.
To exercise any right, email hello@aihot100summit.com. We aim to respond within one month. We may need to verify your identity first.
Complaints
If you are unhappy with how we handle your data, please contact us first so we can try to resolve it. You also have the right to complain to a data protection authority:
UK: the Information Commissioner's Office (ICO), ico.org.uk, 0303 123 1113
EU/EEA: the supervisory authority in your country of residence, work, or where you believe an infringement occurred.
Marketing and unsubscribing
We send marketing emails only if you have opted in. Every email includes an unsubscribe link, or you can email hello@aihot100summit.com. Unsubscribing from marketing does not stop essential emails about an event you are registered for.
Cookies and similar technologies
Our website is hosted by Squarespace, and our forms and contact database run on HubSpot. We use cookies and similar technologies (such as pixels, scripts and local storage) in three categories:
Strictly necessary: needed to run the site, keep it secure and remember your cookie choices. These don't require consent.
Analytics and tracking: the HubSpot tracking code, which recognises returning visitors and links website visits to your form submissions, and [Squarespace Analytics]. We set these only if you accept them through our cookie banner.
Advertising and social media tracking (LinkedIn Insight Tag): set only if you accept them through our cookie banner.
Event photography and recording
We photograph and record our events, including panels and networking areas, and will use the material on our website, social media, newsletters and reports. Notices will be displayed at the venue. If you don't want to be photographed or filmed, tell event staff or email hello@aihot100summit.com; we will respect your objection wherever possible and remove material on request where feasible.
Speakers. If you agree through our speaker form, we will use your name, photo, bio, and your company's name and logo to promote the Summit on our website, LinkedIn and other social media, in emails, and in printed and digital event materials. We will stop future use if you ask, but we cannot recall materials already published, printed or shared.
Event photography and recording
We photograph and record our events, including panels and networking areas, and will use the material on our website, social media, newsletters and reports. Notices will be displayed at the venue. If you don't want to be photographed or filmed, tell event staff or email hello@aihot100summit.com; we will respect your objection wherever possible and remove material on request where feasible.
Speakers. If you agree through our speaker form, we will use your name, photo, bio, and your company's name and logo to promote the Summit on our website, LinkedIn and other social media, in emails, and in printed and digital event materials. We will stop future use if you ask, but we cannot recall materials already published, printed or shared.
Security and children
We use appropriate technical and organisational measures to protect your data, but no system is completely secure. Our website and events are intended for adults; we do not knowingly collect data from anyone under 18.
Information for UK and EU/EEA residents (Article 27 representatives)
United Kingdom (UK GDPR). Because The AI Furnace Inc. does not have an office or legal establishment in the United Kingdom, we have appointed a UK representative under Article 27 of the UK GDPR. If you are in the UK and have questions about your data protection rights, data subject access requests (DSARs) or how we process your personal data, you may contact:
UK Representative: Hamza Zaveri
Address: Southwest London
Email: hamza@aifurnace.co
You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at any time.
Changes to this policy
We may update this policy from time to time. The "last updated" date above shows the latest version. If we make significant changes, we will let you know by email or a notice on our website.
Contact us
Questions about this policy: hello@aihot100summit.com