How we handle your data
This notice explains what personal data the AI Safety & Society Exhibition collects, why, and what you can do about it. It covers people who pitch an exhibit, volunteer, write to us, or visit the exhibition. It is written to meet Articles 13 and 14 of the GDPR.
Who is responsible
The exhibition is a volunteer project without its own legal entity. The data controller is:
Justin Shenk
c/o AI Safety Berlin, CIC Berlin
Lohmühlenstraße 65
12435 Berlin, Germany
hello@aisafety.museum
If a host organization takes over the exhibition, it will become the controller for data collected from then on, and we will update this notice and tell everyone whose data we hold.
What we collect and why
People who pitch an exhibit
- Data
- Name, email, location, collective or affiliation, a website or portfolio link if you give one, category, pitch text, image or link, equipment needs, the channel tag on the link you used
- Purpose
- Reading and scoring pitches, contacting you about the shortlist and later showings, planning the floor
- Legal basis
- Steps at your request before a contract, Art. 6(1)(b); consent for optional fields, Art. 6(1)(a)
- Kept until
- End of the exhibition program, at most 24 months after your pitch, or on request
Selected creators
- Data
- The above plus setup guides, license choice, credit line, photos and video of the installed work
- Purpose
- Showing, documenting, and crediting the work; the open kit if you opt in
- Legal basis
- Contract, Art. 6(1)(b); consent for photography of you, Art. 6(1)(a)
- Kept until
- Documentation stays published under the license you chose; contact data 24 months after the last showing
Volunteers
- Data
- Name, email, location, skills, availability, what you want to work on
- Purpose
- Placing you in a role, inviting you to the Slack and meetings
- Legal basis
- Steps at your request, Art. 6(1)(b); legitimate interest in running the project, Art. 6(1)(f)
- Kept until
- 12 months after you stop volunteering
Anyone who emails us
- Data
- Your email address and what you write
- Purpose
- Answering you
- Legal basis
- Legitimate interest, Art. 6(1)(f)
- Kept until
- 12 months
Visitors
- Data
- Anonymous, aggregate interaction counts on some pieces (presses, choices, session length). Photos and video of the room, which may show you
- Purpose
- Evaluating the pilot; documenting the exhibition
- Legal basis
- Anonymous data is outside the GDPR. Photos and video: legitimate interest in documenting a public event, Art. 6(1)(f), with signage and the right to object on the spot
- Kept until
- Aggregate figures indefinitely; footage until the project ends unless published
Website visitors
- Data
- Server logs held by our host (IP address, page, time). Cookieless page-view analytics from Vercel (page, referrer, country, browser and device type; no cookies, no cross-site tracking). A channel tag in your browser's local storage if you arrived through a tagged link
- Purpose
- Serving the site; knowing which pages and channels bring pitches
- Legal basis
- Legitimate interest, Art. 6(1)(f)
- Kept until
- Logs and analytics per the host's standard retention; the local tag until you clear your browser
We do not use advertising cookies, and the analytics set no cookies. Interactive pieces never store names, free text, voice, images, or device identifiers; the submission terms forbid it.
Who else sees it
- Screeners and advisors, all volunteers, see pitches only for selection.
- Service providers that process data on our behalf: Airtable (submissions database), Google (the hello@aisafety.museum mailbox is read through Gmail; volunteer form and outreach records in Google Sheets), Vercel (website hosting), Slack (volunteer workspace), Open-Xchange via EuroDNS (mail hosting). Airtable, Google, Slack, and Vercel are US companies; transfers rest on the EU–US Data Privacy Framework or standard contractual clauses, as each provider publishes.
- Venues (EAGx Berlin, Foresight Institute Berlin Node, AI Safety Berlin) receive only what they need to host a piece: the creator's name and the setup guide.
- Policymakers, journalists, and educators may see selected works in briefings, credited as the creator chose. No applicant data goes with them.
We do not sell data or share it for anyone else's marketing.
Your rights
You can ask us to show you the data we hold on you, correct it, delete it, restrict its use, or hand it over in a portable form. Where we rely on consent, you can withdraw it at any time; where we rely on legitimate interest, you can object. Email hello@aisafety.museum and we answer within a month. You can also complain to the Berlin data protection authority, the Berliner Beauftragte für Datenschutz und Informationsfreiheit, at datenschutz-berlin.de.
Under 18
We do not collect data from anyone under 18. Submitting a pitch requires you to confirm that you are 18 or older.
Changes
We will update this notice when the project gains a host organization, adds a venue, or changes a provider. The version and date are below.