Privacy Policy

Effective date: [Insert date] · Last updated: [Insert date]

Template notice: this page is a starting-point draft, not legal advice. Before publishing, have it reviewed by a licensed attorney familiar with Trinidad & Tobago data protection law and, given the Agency’s international delegates, applicable EU/GDPR and other relevant regimes. Bracketed items [like this] need to be filled in or confirmed before this goes live.

Introduction
Information We Collect
How We Use Information
Third-Party Sharing
Cookies & Analytics
Data Retention
Your Rights
Data Security
Children’s Privacy
International Data Transfers
Changes to This Policy
Contact Us

1. Introduction

The Caribbean AI Agency (“the Agency,” “we,” “us”) operates Caribbean-AI.org and organizes the Caribbean AI & Data Infrastructure Summit and related programs. This Privacy Policy explains what personal information we collect, why we collect it, and the choices you have. By using this website or registering for our events, you agree to the practices described here.

2. Information We Collect

We collect information in the following ways:

Event registration: name, email, phone, company, job title, country, dietary/accessibility needs, and payment information (processed by our registration and payment vendors — see Section 4).
Contact and inquiry forms: name, email, organization, and the content of your message, including which inquiry type you select (general, press, partnership, speaking, government relations).
Newsletter and resource downloads: email address and, where provided, name and organization.
Automatically collected data: IP address, browser type, device information, and usage data via cookies and analytics tools (see Section 5).

3. How We Use Information

To process event registrations, tickets, and — where applicable — Investor Track meeting scheduling
To send confirmations, agenda updates, and other transactional communications related to events you’ve registered for
To send newsletters and marketing communications, where you’ve opted in, segmented by your registration type or stated interests
To respond to inquiries submitted through our contact form, routed to the appropriate team based on inquiry type
To improve our website and programs, and for internal record-keeping and reporting

We share personal information with the following categories of third parties, only as needed to operate our events and communications:

Registration and matchmaking platform provider: processes ticketing, payments, and Investor Track meeting scheduling on our behalf.
Email service provider: [Mailchimp / Klaviyo / HubSpot — confirm vendor] sends newsletters and transactional emails on our behalf.
Payment processor: handles payment card data directly; the Agency does not store full payment card details on its own servers.
Government and sponsor partners: only with your consent — for example, if you opt in to have your registration shared with a specific sponsor for follow-up, or where required for Investor Track meeting coordination.

We do not sell personal information to third parties.

5. Cookies & Analytics

This site uses cookies and similar technologies for essential site functionality and for analytics (currently [Google Analytics 4 — confirm]). Analytics data helps us understand site usage in aggregate; it is not used to individually identify you outside of what’s necessary for registration and account functions. You can control cookies through your browser settings; disabling them may affect site functionality.

6. Data Retention

We retain registration and contact data for as long as needed to fulfill the purpose it was collected for, plus a reasonable period for record-keeping, financial/tax obligations, and future event communications — typically no longer than [X years — confirm retention period]. You may request earlier deletion (see Section 7).

7. Your Rights

Depending on your location, you may have the right to:

Access the personal information we hold about you
Correct inaccurate information
Request deletion of your information
Withdraw consent for marketing communications at any time (via the unsubscribe link in any email, or by contacting us directly)
Object to or restrict certain processing

To exercise any of these rights, contact us at team@caribbean-ai.org.

8. Data Security

We use reasonable technical and organizational measures to protect personal information, including HTTPS encryption site-wide and reliance on reputable third-party processors for payment handling. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

9. Children’s Privacy

Our website and events are directed at business, government, and institutional professionals. We do not knowingly collect personal information from children under 16.

10. International Data Transfers

Given our international delegate base, personal information may be transferred to and processed in countries other than your own, including the United States and countries within the European Economic Area, depending on where our service providers operate. We take steps to ensure such transfers comply with applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by an updated “Last updated” date at the top of this page.

12. Contact Us

Questions about this Privacy Policy or your personal information can be directed to:
The Caribbean AI Agency
143 Wrightson Road, Port of Spain, Trinidad & Tobago
Email: teams@caribbean-ai.org
Phone: +1 (868) 352-8142