Privacy Policy

Introduction

We encourage you to read this Privacy Policy to understand the information we collect, how we use it, and the choices available to you. This Privacy Policy applies to the information that Research, Engagement, Advocacy & Lived Experience in Machine Learning (“REAL ML”, “we,” “our” or “us”) collects from and about you through our website linked here (see the “Visit Website” link – login required to access the website) (the “Website”).  We refer to our Website and any services we provide or interactions you have with us in connection with the Website collectively as the “Services.”  This Privacy Policy applies to the information we collect from all users of the Services, including visitors to our Website, as well as our academic and corporate users.

This Privacy Policy contains the following sections: 

• Information we collect
• Online analytics and advertising
• How we use your information
• How we disclose your information
• Children’s privacy
• Security of your information
• Retention of your information
• Your rights and choices
• Additional information for certain jurisdictions
• Links to third-party websites
• Changes to our Privacy Policy
• REAL ML contact information

By using the Services, you agree to this Privacy Policy and that we may process, transfer, and store your information in the United States.

Information we collect

The information we collect about you depends on the Services you use, how you use them, and the information you provide to us. 

We collect information in three main ways: (1) information you choose to provide to us; (2) information we collect automatically through technology when you use the Services; and (3) information we collect from other sources.

Information you choose to provide to us

When you use our Services, you may choose to provide certain information to us. For example, we collect information directly from you when you create or use a REAL ML account, participate in our leadership (e.g., our Advisory Committee) or our network of collaborators (our “Network”) to be listed on our Community page, attend or participate in a REAL ML event, sign up for email alerts, fill out a form on our Website, or otherwise communicate and interact with us. Depending on how you interact with us and the Services, we may collect:

• Contact and account information, such as name, address, email address
• Professional information, such as name, the organization you work for, your role, location (city/country), professional headshot, bio, and links to your professional social media accounts.
• Events you have attended, such as a record of events for which you have registered through the Websites.
• Interaction information, such as messages you submit to us through online forms or email.

Information we collect automatically through technology when you use the Services

When you use our Services, we may automatically collect certain information. To collect this information, we and our service providers may use “cookies” or similar tools that track the behaviors of users of the Services. Cookies are small data files that can be stored on your browser and device so we can recognize you when you return. We use cookies to deliver certain features of the Services, such as allowing you to stay logged in and enabling the Website to function. You may set your web browser to notify you when you receive a cookie and to accept or refuse certain cookies. However, if you elect not to accept cookies, some functionality and areas of the Services may be restricted. To learn how to manage your cookies, please follow the instructions from your specific browser, or if accessing the Services via a mobile device, refer to the manufacturer’s instructions.

The information we automatically collect when you use our Services includes your IP address, your general location derived from your IP address, browser language, the state or country from which you accessed the Services, software and hardware attributes (including device IDs, operating system, and browser type), referring and exit URLs, your saved searches, the date and time you accessed our websites or opened our emails, and other similar information about your use of the Services.

Information we collect from other sources

We may receive information about you from other sources, such as business partners, marketers, researchers, analysts, public websites, social network services, and other parties to help us supplement the other information we collect.

De-identified data

We may de-identify information we collect so the information cannot reasonably identify you or your device, or we may collect information that is already in de-identified form, such as statistical information regarding how many and what types of searches are made through the Services.  Our use and disclosure of de-identified information is not subject to any restrictions under this Privacy Policy, and we may use and disclose it to others for any purpose, without limitation. 

Do Not Track

Do Not Track (“DNT”) is a privacy preference that users can set in certain web browsers. Because standards around DNT are not yet determined, we do not currently recognize or respond to browser-initiated DNT signals.

How we use your information

REAL ML may use the information we collect in the following ways:

• To provide the services you have requested, such as to send you our newsletter if you sign up to receive it and provide you with information about an event for which you register.
• To communicate with you, for example, to notify you of changes to your account, respond to your questions, and inform you of changes to our policies and terms.
• For marketing purposes, including providing you with relevant information, promotions, and other information that we think you will find interesting about the Services.
• To personalize your experience and customize the Services, such as delivering relevant content and remembering your login information.
• To provide and improve our Services, including bug detection and error reporting, to improve usability and effectiveness of our Services, perform research and analytics, and to test and create new features and services.
• For our business operations, including maintaining your account, and for security, fraud prevention, and legal compliance, such as detecting security incidents and protecting against malicious, deceptive, fraudulent, or illegal activity.
• Other purposes with your consent or at your direction. We may also use your information consistent with your consent or at your direction for the purpose(s) that we communicate to you when you provide consent or direction, in accordance with applicable legal requirements.

The laws in some jurisdictions (e.g., the EU, UK, and Brazil) require companies to tell you about the legal grounds they rely on to process your information. 

Our legal bases for processing your information as described in this Privacy Policy are as follows:

• Where use of your information is necessary to perform our obligations under a contract or commitment to you. For example, to provide the services you’ve requested from us, or to comply with our relevant legal terms.
• Where use of your information furthers our legitimate interests or the legitimate interests of others. For example, to provide security for our Services, operate our business and our Services, defend our legal rights, and prevent fraud.
• Where we use your information to comply with applicable legal obligations. For example, reporting security incidents.
• Where you have consented to our processing of your information for a particular purpose.

For the purposes discussed in this Privacy Policy, we may combine the information that we collect through the Services with information that we receive from other sources, both online and offline, and use such combined information in accordance with this Privacy Policy.

How we disclose your information

REAL ML may disclose your information in the following ways: 

• Affiliated entities. We may disclose information to affiliated entities (e.g., your fiscal sponsor) to deliver the Services, operate our business, and enhance our Services and your experience with the Services.
• Service providers. We use select third-party vendors to help us provide our Services and operate our business, and we may provide access to or disclose your information to these vendors. They provide a variety of services to us, including data storage, web hosting, security, fraud prevention, research, marketing, and legal services. These service providers are permitted to access and use your information for purposes of performing limited and specific services for REAL ML or to comply with applicable legal requirements.
• Partner organizations. To provide the Services, we may partner with organizations that provide venues for our in-person events, sponsor or fund us, and otherwise support our operations and the Services. We may disclose your information to such organizations in connection with the purposes for which we engage such partners.
• Protection of REAL ML and others. We may disclose the information we collect about you if required to do so by law or in a good faith belief that such disclosure is reasonably necessary to: (a) comply with legal process (for example, a subpoena or court order); (b) enforce our legal terms or this Privacy Policy, including investigation of potential violations; (c) respond to claims that any content violates the rights of third parties; or (d) protect the rights, property, or personal safety of REAL ML or others. 
• With your consent or at your direction. We may disclose your information consistent with your consent or at your direction, consistent with applicable legal requirements.

Children’s privacy

Our Services are intended for general audiences and are not directed at children. If we become aware that we have collected data without legally valid parental consent from children under an age where such consent is required under applicable law, we will take reasonable steps to delete such information as soon as possible.

Security of your information

We use a variety of technical, physical, and organizational security measures designed to protect your information against unauthorized access, alteration, disclosure, or destruction. However, no security measures are perfect or impenetrable. As such, we cannot guarantee the absolute security of your information. 

Retention of your information

We retain information for different periods of time depending on the purposes for which we collect and use it, as described in this Privacy Policy. We will delete or de-identify information when it is no longer needed to fulfill these purposes, unless a longer retention period is required to comply with applicable laws. There may be technical or other operational reasons where we are unable to fully delete or de-identify your information. Where this is the case, we will take all reasonable measures to prevent further processing your information.

Your rights and choices

Information rights and choices

We provide you with the ability to exercise certain controls and choices regarding our collection, use, and disclosure of your information. Depending on the laws in your jurisdiction of residence (e.g., United States, EU, UK), you may request:

• Access to, or a copy of, your information in a structured, commonly used and machine-readable format
• General information about our processing activities
• Confirmation that we are processing your information
• Correction or rectification of your information
• Deletion of your information
• Transfer of your information to a third party
• Information portability, where technically feasible
• Restriction or objection to certain processing of your information
• To withdraw your consent to our use of your information for certain processing purposes, where the processing purpose was based on your consent

Please note that we do not use your information to make decisions that produce legal or similar effects based solely on the automated processing of your information.  We also do not “sell” or disclose your information for online targeted advertising purposes.

We may ask you to provide us with information necessary to reasonably verify your identity before responding to your request. We will consider all requests and provide our response within the time period required by applicable law. Please note, however, that certain information may be exempt from such requests. If we deny your request in whole or in part, you may have the right to appeal the decision. In such circumstances, we will provide you with information regarding the appeals process.

To make a request, please contact us using the information in the “REAL ML contact information” section below.

Marketing communications

If you would like to opt out of marketing from REAL ML, please follow the instructions located at the bottom of our email marketing messages. Please note, opting out or unsubscribing will not prevent you from receiving communications that are not marketing in nature, such as communications about your listing on our website, changes to our terms and policies, or events for which you register.

Additional information for certain jurisdictions

California

If you are a California resident, please note that the California Consumer Privacy Act (“CCPA”) covers specific disclosures about how “personal information” (as defined in the law) is collected, used, and disclosed.  Throughout this Privacy Policy, we discuss in detail the pieces of personal information we collect from and about our users. The categories we may collect are:

1. contact information (such as name and email address)
2. professional information (such as role, organization, location, and bio)
3. visual information (such as your professional headshot)
4. internet or other network or device activity (such as operating system and usage information)
5. commercial information (such as records of event registration and attendance)
6. geolocation information (e.g., your approximate location based on the temporary collection of your IP address)
7. other information you choose to provide to us in the course of using the Services (such as any communications you send us)

We source, use, and disclose the categories of personal information we collect from and about you consistent with the various business purposes we discuss throughout this Policy.  See the “Information we collect,” “How we use your information,” “How we disclose your information” sections above for more information.

The CCPA sets forth certain obligations for businesses that “sell” personal information and/or that “share”/process personal information for purposes of cross-context behavioral advertising. Please note that we do not “sell” or “share” personal information in these ways.

Other CCPA rights

Financial incentives. If we offer any financial incentives in exchange for your personal information (e.g., event registration discount in exchange for your email address), we will provide you with appropriate information about such incentives so that you can make an informed decision as to whether to participate.

Right to Limit. The CCPA allows you to limit the use or disclosure of your “sensitive personal information” (as defined in the CCPA) if your sensitive personal information is used for certain purposes. Please note that we do not use or disclose sensitive personal information other than for business purposes for which you cannot opt out under the CCPA.

California “Shine the Light” disclosure. The California “Shine the Light” law gives residents of California the right under certain circumstances to opt out of the disclosure of certain categories of personal information (as defined in the Shine the Light law) with third parties for their direct marketing purposes, or in the alternative, that we provide a cost-free means for consumers to opt out of any such disclosure. We do not currently disclose your personal information to third parties for their own direct marketing purposes.

International users

We operate globally and may transfer, store, and/or process your information in locations around the world (including the United States) for the purposes described in this Privacy Policy. Whenever your information is transferred, stored, or processed by us, we take reasonable steps to protect your information in accordance with this Privacy Policy and applicable laws. By providing us with your information, you acknowledge any such transfer, storage, or processing.

If you have any concerns or complaints about our data processing activities, we urge you to first try to resolve such issues directly with us. However, if applicable, you may make a complaint to the data protection supervisory authority in the country where you are based, or seek a remedy through local courts if you believe your rights have been breached.

Links to third-party websites

Our Services may contain links to third-party websites and other services. We do not control and are not responsible for the practices of such third parties. If you click a link to a third-party website or service, the third party’s privacy policy and terms apply. We encourage you to read these materials before providing your information to a third party.

Changes to our Privacy Policy

From time to time we may change or update this Privacy Policy, including to reflect changes in the law, our data collection and use practices, our Services, or advances in technology. You should review the Privacy Policy periodically, and you can know if the Privacy Policy has changed since the last time you reviewed it by checking the “Effective date” at the beginning of the document. By continuing to use the Services, you are confirming that you have read and understood the latest version of this Privacy Policy. If we make material changes to the Policy, we will provide notice in accordance with applicable legal requirements to provide you the opportunity to review the changes before they become effective. 

REAL ML contact information

If you wish to contact us or have any questions about or complaints in relation to this Privacy Policy, please email us at: admin@realml.org