Privacy Policy

Controller

RANT Invest Kft. operates the Applied AI Budapest Meetup Series and is the data controller for the personal data described in this policy.

RANT Invest Kft.
VAT number: HU26164531
1132 Budapest, Vaci street 64., Hungary
Email: team@appliedaibudapest.hu

This policy covers our website appliedaibudapest.hu and its event app at attenda.appliedaibudapest.hu, which stores and processes everything submitted on either site.

What we collect and why

• Newsletter: email address and your consent record, to send the Applied AI Budapest newsletter. The legal basis is your consent.
• Event registration and waitlist: name, occupation or role, business email address, optional telephone number, the event selected, your optional answer to “What are you building or stuck on with AI?”, your optional preferred talk language, and your consent record. We use this to administer the event, manage capacity and the waitlist, and contact you about that event: a confirmation email with your personal registration link, an email if a seat opens up for you, and reminder emails about 24 hours and 2 hours before the event. Your registration link lets you view your ticket, add the event to your calendar, or cancel. The legal basis is your consent and our legitimate interest in organising a safe, well-run event.
• Entry ticket and door check-in: your registration page shows a QR-code ticket. The code is derived from your private registration link and does not contain your name or email address. At the entrance, our team scans it with a phone or looks you up by name; we record the time you checked in. The door staff see your name and occupation, but not your email address or telephone number. The camera image is processed only inside the scanning phone’s browser to read the code; no photos or video are stored or sent to us. The legal basis is our legitimate interest in managing entry and capacity.
• Live stream: the stream is for registered attendees. To watch, you either ask for a personal sign-in link, which we email to the address you registered with, or you are signed in automatically on the phone that shows your ticket once you have been checked in at the door. We record when a sign-in link was sent, to stop repeated sending. The legal basis is our legitimate interest in limiting the stream to attendees.
• Live questions (Q&A): to ask a question you sign in with your registration (by opening your ticket page or a sign-in link we email you). We store the question with a link to your registration, so organisers can deal with abuse; on the event page and the screen the question appears with your name only if you choose to show it, otherwise anonymously. Questions may be checked by an AI moderation tool, which receives only the question text and the event description. Voting and live polls do not need a sign-in. The legal basis is our legitimate interest in running the event.
• Voting and spam protection: to allow one vote per person and limit how often questions can be sent, your browser gets a random identifier (the qa_voter cookie on the event app, or applied_voter in local storage on our main website), which we store only in hashed form together with the times of your submissions. It is not linked to your name or email. The legal basis is our legitimate interest in fair voting and site security.
• Attendee profile (optional): if you create a profile from your registration link, we store what you enter: your name, headline, location, bio, skills, links, profile photo, and the works you add (titles, descriptions, links, years, tags and images). You choose who sees it: only you, people registered for the same events as you, or everyone (which includes showing it on appliedaibudapest.hu). Your email address and telephone number are never shown on it. The organisers can hide a profile that breaks our rules. You can change or delete your profile and its images at any time from the same link. The legal basis is your consent.
• Attendee matchmaking (optional): if you tick the matchmaking box, your name, role, and your answer to “What are you building or stuck on with AI?” are used to suggest people you should meet at the event. Your name, role, and a short reason for the match are shared with the attendees you are matched with. The legal basis is your consent, which you can withdraw at any time.
• Dietary needs and allergies (optional): if you tell us about dietary needs or allergies, this can reveal information about your health. We use it only to plan the food for the event you registered for, on the basis of your explicit consent, which you give by filling in the field. Only organisers see it. You can change or clear it at any time on your registration page, and it is deleted together with your registration.
• Live polls and Q&A answers: during a talk you can vote in short polls. We store your choice with the same random, hashed browser identifier used for question votes (not your name or email), so you can vote once and change your vote; only totals are shown. Answers the organisers note on published questions are shown on the live page and, once published, on the Q&A recap page, which we may email to attendees.
• Post-event survey (optional): after an event we email attendees a link to a short survey: an overall rating, how likely you are to recommend us, ratings for parts of the event, optional comments, the formats you would like, and whether we may quote your comments anonymously. Your answers are linked to your registration only so you can answer once and change your answers; organisers see the results and exports without your name or email address, and we quote comments only if you allow it, never with your name. To summarise the results, the ratings and comments (without names or contact details) may be sent to an AI service. The legal basis is our legitimate interest in improving our events; answering is voluntary.
• Questions for the FAQ: on the main site you can send us a question with an optional name. Organisers read it and may publish it with an answer in the FAQ; your name is never published. To help answer, the question text (without your name) may be sent to an AI service through OpenRouter to draft an answer, which an organiser checks before anything is published. Unpublished questions are deleted when no longer needed, at the latest after 12 months. The legal basis is our legitimate interest in answering visitors' questions.
• Security: limited technical information, including a pseudonymised IP-address hash for up to 24 hours, to prevent abusive form submissions. The legal basis is our legitimate interest in site security.

Recipients

MailerLite. We use MailerLite as a processor for newsletter subscribers and event-registration records. MailerLite receives the email address provided for the newsletter; for event registrations it receives the name, occupation or role, business email address, optional telephone number, and the event-registration group assignment. MailerLite processes this information on our instructions under its Data Processing Addendum.

AI services. We use OpenRouter, Inc. (United States) to access AI language models. OpenRouter forwards each request to the provider of the model used, which may be, for example, Z.ai (GLM), DeepSeek, or another provider of the free models available through OpenRouter. We send them only what each feature needs: for Q&A moderation, the text of the questions and the event description (no names or contact details); for attendee matchmaking, the name, role and answer of attendees who opted in; for drafting event announcements, the organisers’ own notes; and for summarising the post-event survey, the ratings and comments (no names or contact details). Some of these providers are located outside the European Economic Area, including in the United States and China, and some providers of free models may keep requests or use them to improve their models. Read OpenRouter’s Privacy Policy.

YouTube. The live stream is played with an embedded YouTube player (in its privacy-enhanced mode). It loads only when you open the live stream; YouTube (Google) then receives your IP address and browser information and may store cookies or similar data on your device under its own privacy policy.

Google Fonts. Our pages load fonts from Google Fonts, so your browser connects to Google’s servers, which receive your IP address. Google Fonts does not set cookies.

Hosting. Our website hosting provider hosts this site, its records, and sends our emails.

We do not sell personal data.

Transfers outside the EEA

Where a recipient above processes data outside the European Economic Area, the transfer relies on an adequacy decision (such as the EU–US Data Privacy Framework, where the recipient is certified) or on the European Commission’s standard contractual clauses offered by that recipient. For AI requests, we keep the data sent to a minimum, as described above.

Retention

• Newsletter information is kept until you unsubscribe or ask us to delete it.
• Event-registration, waitlist and check-in information is kept for 12 months after the relevant event, unless a longer period is required to establish, exercise, or defend a legal claim.
• Questions, names, votes and poll votes, together with the related hashed voter identifiers and submission times, are kept for up to 12 months after the event; the organisers may delete them sooner.
• Survey answers are kept for up to 12 months after the event; the organisers may delete them sooner.
• The attendee_remember sign-in cookie expires 14 days after you sign in. The qa_voter cookie expires after 90 days. The pseudonymised IP-address hashes used against form abuse are removed after 24 hours.

Your rights

Subject to applicable law, you may request access, correction, deletion, restriction, objection, portability, or withdrawal of consent at any time. Withdrawal does not affect processing carried out before it. You can cancel an event registration yourself using the link in your confirmation email. To make any other request, email us at team@appliedaibudapest.hu or write to RANT Invest Kft. at the address above. You may also complain to the Hungarian data-protection supervisory authority, the National Authority for Data Protection and Freedom of Information (NAIH).

Cookies

The cookies and local storage we use are described in the Cookie Policy. We do not use analytics or advertising cookies, and we will update that policy before introducing any.

Changes

We may update this policy when our processing changes. The latest version will always be available on this page.