Privacy Policy

1. Scope of This Privacy Policy

This Privacy Policy applies to personal information we collect from, and about, the following categories of individuals in connection with the Services:

visitors to the Website;
applicants who submit a Global AIFC™ Coalition Application, a Guild Membership Application, or a Guest Speaker Application through the Website;
authorized representatives of organizations that apply for or participate in the Global AIFC™ Coalition;
recipients of Guild email communications, including newsletters, event invitations, and administrative messages;
participants in Guild community channels operated on third-party platforms, including WhatsApp;
volunteers, guest speakers, guest contributors, and program participants; and
individuals who otherwise contact the Guild in connection with the Services.

This Privacy Policy does not apply to information we collect offline or through channels that are not connected to the Services. This Privacy Policy does not apply to websites, applications, platforms, or services operated by third parties, including those described in Section 7 of the Terms (Third-Party Links, Platforms, and Educational Collaborators).

As of the Effective Date, the Services do not host public user-generated content, user profiles, discussion boards, or peer-to-peer messaging, and the Guild does not collect payments through the Website. If and when the Guild introduces any such feature or paid offering, this Privacy Policy will be updated and additional notices may be provided at the point of collection.

2. Personal Information We Collect

We collect the following categories of personal information in connection with the Services. The categories below correspond to the categories of personal information defined by the California Consumer Privacy Act, as amended by the California Privacy Rights Act (together, the “CCPA”), and map to the concept of “personal data” under the European Union General Data Protection Regulation (the “GDPR”) and the United Kingdom General Data Protection Regulation (the “UK GDPR”).

2.1 Information You Provide Directly

When you interact with the Services, you may provide us with the following categories of personal information:

Identifiers, including first and last name, email address, and, where you choose to provide them, telephone number, mailing or residential address, city, country of residence, organization name, professional website, and professional profile information such as a LinkedIn profile;
Professional or employment information, including your title or role, area of expertise, specialization, speaker type, portfolio links, previous speaking experience, and, where submitted in connection with a volunteer, speaker, or program participant role, a photograph, headshot, or approved image and biographical content;
Organization information, where you apply on behalf of an organization, including the organization's legal name, type, country of operation, website, and a description of the organization's activities and interests;
Application content, including narrative responses to questions on our Application Forms, such as the topic you would like to present, your reasons for wishing to join the Guild, and information about your organization;
Communications content, including the content of emails you send to us and responses you provide to our emails, survey responses, and other correspondence; and
Marketing preferences, including whether you have consented to receive marketing communications from us and, where applicable, whether you have consented to have your contact information shared with sponsors, coalition affiliates, or program partners.

2.2 Information We Collect Automatically

When you access the Services, we and the service providers that help us operate the Services may automatically collect certain information about your device and your interactions with the Services, including:

device and connection information, such as IP address, device type, operating system, browser type, browser language, and general approximate location inferred from the IP address (we do not collect precise geolocation);
usage information, such as the pages you view, the links you click, the referring and exit pages, the time and date of your visit, the amount of time you spend on the Website, and similar information about your interaction with the Services; and
information collected through cookies and similar technologies, as further described in Section 6 below.

2.3 Information From Third-Party Sources

We may receive information about you from third parties in connection with the Services, including:

from your organization, where the organization submits a Coalition Application that identifies you as an authorized representative or point of contact;
from the service providers that help us operate the Services, such as our email delivery platform, our website host, and any analytics provider we may engage;
from publicly available sources, such as professional networking platforms, professional directories, and published credits, where we use such sources to verify information you have submitted or to provide context for an application we are evaluating; and
from program partners, sponsors, educational collaborators, and coalition affiliates that identify you to the Guild in connection with the administration of a joint program or initiative.

2.4 Sensitive Information

We do not ask you to provide, and we do not knowingly collect, “sensitive personal information” as that term is defined in the CCPA, or “special categories of personal data” as that term is defined in Article 9 of the GDPR. Please do not submit medical information, health records, or other sensitive personal information through the Services. If you submit sensitive personal information through the Services, you consent to our incidental receipt of it and to our treatment of it in accordance with this Privacy Policy, including by deleting it where retention is not necessary.

2.5 Children

The Services are not directed to children. Consistent with Section 2 of the Terms (Eligibility), the Services are intended for individuals who are at least eighteen (18) years of age, or the age of legal majority in the individual's jurisdiction of residence, whichever is greater. We do not knowingly collect personal information from children under the age of thirteen (13), and we do not knowingly sell or share for cross-context behavioral advertising the personal information of any individual under the age of sixteen (16). If you believe that a child under the age of thirteen (13) has provided personal information to us, please contact us at hello@aivrmotionpicture.org and we will take appropriate steps to investigate and, where warranted, delete the information.

3. How We Use Personal Information

We use personal information for the purposes set forth below. Where the GDPR or UK GDPR applies to a processing activity, Section 3.2 identifies the legal basis on which we rely.

3.1 Purposes of Use

Operating the Services, including hosting the Website, enabling navigation, ensuring the Services function properly on your device, maintaining the security and integrity of the Services, and providing technical support;
administering the Guild's application and onboarding processes, including evaluating Coalition, Guild Membership, and Guest Speaker Applications, communicating with applicants, and maintaining records of decisions made;
administering the Guild's programs and initiatives, including the Global AIFC™ Coalition, the Ethical Standards Council™, the AI Meets Cinema™ thought-leadership series, workshops, events, educational collaborations, and volunteer working groups;
communicating with you, including responding to your inquiries, sending confirmations and status updates concerning your application or participation, delivering newsletters and announcements, and providing administrative notices regarding the Services;
sending you marketing communications about the Guild's programs, events, workshops, press releases, and initiatives, consistent with your preferences and applicable law, and measuring the engagement of those communications;
sharing your contact information with sponsors, coalition affiliates, or program partners, but only where you have affirmatively opted in to such sharing as described in Section 5 below;
understanding how visitors use and interact with the Services, conducting internal analytics, and improving the Services and the Guild's programs;
protecting the Guild, you, and others, including by detecting, investigating, and preventing fraud, abuse, and security incidents, enforcing the Terms, and protecting the Guild's rights, property, and operations;
complying with applicable laws, regulations, court orders, and lawful requests from public authorities, and maintaining the records required of a tax-exempt organization under Section 501(c)(6) of the Internal Revenue Code; and
establishing, exercising, or defending legal claims, including claims arising out of or relating to the Services, the Terms, or any program of the Guild.

We do not make legally or similarly significant decisions about individuals by solely automated means. We do not use personal information to train, develop, or fine-tune any artificial-intelligence or machine-learning model, and we do not permit our service providers to do so. If our practices change in the future, we will update this Privacy Policy and, where required, provide additional notice or obtain your consent.

3.2 Legal Bases for Processing (European Economic Area, United Kingdom, Switzerland)

Where the GDPR, the UK GDPR, or Swiss data-protection law applies to our processing of your personal data, we rely on the legal bases below. Where we rely on legitimate interests, you have the right to object to the processing as described in Section 9.7.

Performance of a contract (GDPR Art. 6(1)(b)), to evaluate your application, administer your participation in a program, and respond to your requests;
Consent (GDPR Art. 6(1)(a)), to send marketing communications to recipients in the European Economic Area, the United Kingdom, or Switzerland; to share your contact information with sponsors, coalition affiliates, or program partners where we seek and receive your opt-in as described in Section 5; and to set non-essential cookies and similar technologies on your device. You may withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal;
Legal obligation (GDPR Art. 6(1)(c)), to comply with applicable laws, regulatory obligations, court orders, and lawful requests from public authorities; and
Legitimate interests(GDPR Art. 6(1)(f)), to operate, secure, and improve the Services; to prevent and investigate fraud, abuse, and misuse; to maintain the integrity of the Guild's programs; to communicate with members, applicants, and contacts about their interactions with the Guild; to conduct internal analytics; and to establish, exercise, or defend legal claims. Our legitimate interests in each case are balanced against your rights and freedoms.

4. How We Share Personal Information

We share personal information only in the categories of circumstances described in this Section 4. We do not sell your personal information for money, and, as of the Effective Date, we do not share your personal information for cross-context behavioral advertising or for targeted advertising, in each case as those terms are used in the CCPA. Any future change to these practices would be preceded by an update to this Privacy Policy, a prominent notice, and, where required, your affirmative consent.

Service providers and processors. We share personal information with third parties that perform services on our behalf, including website hosting and infrastructure providers, email delivery platforms, analytics providers, form and survey tools, records management providers, professional advisors, and customer-support platforms. These third parties are bound by written agreements to use personal information only as needed to perform their services for the Guild.
Program partners, coalition affiliates, educational collaborators, and sponsors, but only where required to administer a joint program or initiative in which you have chosen to participate, and only to the extent reasonably necessary for that purpose.
Public authorities. We share personal information with courts, law-enforcement authorities, regulators, and other public authorities where we believe in good faith that disclosure is required by applicable law, subpoena, court order, or other legal process.
Professional advisors.We share personal information with the Guild's attorneys, accountants, auditors, and other professional advisors, each of whom is bound by obligations of professional confidentiality.
Corporate and programmatic transactions. If the Guild undergoes a merger, reorganization, restructuring, transfer of a program, or similar transaction, we may share personal information with the counterparty and its advisors as reasonably necessary to evaluate or complete the transaction, subject to appropriate confidentiality obligations.
With your consent or at your direction. We share personal information with other third parties with your prior consent or at your specific direction.
Aggregated or deidentified information. We may share aggregated or deidentified information that does not identify any individual.

5. Data Sharing with Sponsors, Coalition Affiliates, and AI Companies

The Guild is supported in part by sponsors, coalition affiliates, and program partners. From time to time, a sponsor, coalition affiliate, or program partner may invite Guild applicants, members, event participants, workshop registrants, or other individuals in our contact records to participate in a program, offer, product trial, subscription, workshop, or other opportunity that the sponsor or partner believes may be of interest. The Guild may wish to provide your contact information to such a sponsor or partner for that purpose, including where the sponsor or partner is an artificial-intelligence company or technology provider.

The Guild will share your contact information with a sponsor, coalition affiliate, or program partner for the purpose described in the preceding paragraph only if you have affirmatively opted in to such sharing. Your opt-in is requested at the point of collection, in a separate, unchecked checkbox presented on the applicable Application Form or through a subsequent email or web-form request. You may decline to opt in without affecting your ability to submit an application or otherwise interact with the Services.

You may withdraw your opt-in at any time by emailing hello@aivrmotionpicture.org and requesting that we cease sharing your contact information with sponsors, coalition affiliates, and program partners. On receipt of your request, we will honor the withdrawal promptly, and in any event within thirty (30) days of receipt.

The Guild is not currently engaged in the sale of personal information for money. If the Guild decides in the future to sell personal information to AI companies or other third parties for their own independent commercial purposes, the Guild will (i) update this Privacy Policy to describe the sale and the categories of recipients; (ii) obtain your affirmative opt-in at or before the point of sale; (iii) provide a clearly posted method for you to opt out of future sales; and (iv) honor Global Privacy Control signals and other opt-out mechanisms that applicable law requires us to honor.

6. Cookies and Similar Technologies

Cookies are small text files that a website places on your device to remember information about your visit. Session cookies last only until you close your browser. Persistent cookies remain on your device until they expire or you delete them. We and the service providers that help us operate the Services may also use related technologies that perform comparable functions, including software development kits, tracking pixels, tags, local storage, and server-side tracking.

6.1 Categories of Cookies

Strictly necessary cookies, which are required for the Services to function properly, including to load the Website, to maintain session state, to remember your selections as you navigate between pages, and to protect against security threats. Strictly necessary cookies are set without your consent.
Functional and preferences cookies, which remember preferences and settings you have chosen, such as your language or region, so that the Services present consistently on return visits.
Analytics cookies, which help us understand how visitors use the Services, measure the performance of content, and improve the Services. We configure analytics cookies to operate on a first-party basis and without any advertising-related features, to the extent we use analytics cookies at all.

As of the Effective Date, the Services do not use advertising or cross-context behavioral advertising cookies, do not participate in any advertising network or real-time bidding exchange, and do not transmit information about you to advertising partners through browser-side pixels or server-to-server integrations.

6.2 Your Cookie Choices

If you are visiting the Services from the European Economic Area, the United Kingdom, or Switzerland, you will be presented with a cookie-consent interface on your first visit, and only strictly necessary cookies will be set until you have interacted with the interface. You may update your cookie preferences at any time through the cookie-management tool made available on the Website.

Our Services honor the Global Privacy Control signal transmitted by your browser as an opt-out of the sale or sharing of personal information to the extent applicable law requires us to do so. Because the Do Not Track specification has not achieved consistent implementation across browsers and has been effectively superseded by the Global Privacy Control, our Services do not respond to Do Not Track signals.

7. International Transfers of Personal Information

The Guild is headquartered in California, and the Services are operated from the United States. When you interact with the Services from outside the United States, including from the European Economic Area, the United Kingdom, Switzerland, India, Nigeria, any country in the Middle East, Africa, or Latin America, or any other country, your personal information is transferred to, stored in, and processed in the United States and, from time to time, in any other country where our service providers operate. Privacy laws in these countries may differ from the laws of your country of residence.

Where we transfer personal data from the European Economic Area, the United Kingdom, or Switzerland to a country that has not been the subject of an adequacy decision recognized by the relevant authority, we rely on appropriate safeguards. Specifically, we use the Standard Contractual Clauses adopted by the European Commission under Commission Implementing Decision (EU) 2021/914; for United Kingdom transfers, we use the International Data Transfer Addendum to the Standard Contractual Clauses or the International Data Transfer Agreement issued by the Information Commissioner's Office; and for Swiss transfers, we rely on the Swiss addendum to the Standard Contractual Clauses under the Federal Act on Data Protection.

You may request a copy of the safeguards applicable to transfers of your personal data by contacting us at hello@aivrmotionpicture.org.

8. Data Retention

We retain personal information for the period reasonably necessary to achieve the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by applicable law. The indicative retention periods below are applied to the most significant categories of records we maintain.

Application Form submissions, including Coalition, Guild Membership, and Guest Speaker Applications, are retained for the duration of the Guild's active engagement with the applicant, plus three (3) years after the conclusion of that engagement or, where the application is declined or withdrawn, three (3) years after the date of the decision or withdrawal;
Email and correspondence records are retained for three (3) years after the last substantive communication, unless a longer period is required to resolve a matter or to comply with a legal obligation;
Marketing list information is retained until you unsubscribe or otherwise withdraw your consent to receive marketing communications;
Website analytics information is retained in identifiable form for up to thirteen (13) months from collection, after which it is deleted or aggregated;
Records relating to rights requests under this Privacy Policy are retained for two (2) years from the date the request is resolved, to demonstrate our compliance with applicable privacy laws;
Records subject to a legal hold or relating to a pending or threatened claim, investigation, or dispute are retained for the duration of the hold or claim, plus any applicable limitations period; and
Financial and transaction records, if and when we introduce paid programs through the Services, are retained for seven (7) years from the date of the transaction, to comply with tax, accounting, and nonprofit reporting obligations.

Personal information in backup and archival systems is retained for up to ninety (90) days after deletion from active systems, after which it is overwritten in the ordinary course or isolated from active use.

9. Your Rights and Choices

Depending on where you live and the circumstances of our processing, you have the rights described below. To exercise any of these rights, please submit a request using the methods described in Section 10.

9.1 Right to Know or Access

You have the right to request that we confirm whether we process personal information about you and to request access to that information, including the categories and specific pieces of personal information we have collected, the categories of sources, the purposes of collection and processing, and the categories of recipients.

9.2 Right to Delete or Erase

You have the right to request that we delete personal information we have collected from or about you, subject to exceptions recognized under applicable law.

9.3 Right to Correct or Rectify

You have the right to request that we correct inaccurate personal information and complete incomplete personal information.

9.4 Right to Opt Out of Sale and Sharing

The CCPA gives California consumers the right to opt out of the “sale” or “sharing” of their personal information. As of the Effective Date, we do not sell personal information and do not share personal information for cross-context behavioral advertising, and we therefore do not offer a “Do Not Sell or Share My Personal Information” link.

9.5 Right to Withdraw a Sponsor or Partner Opt-In

If you have previously opted in to sharing of your contact information with sponsors, coalition affiliates, or program partners under Section 5, you may withdraw your opt-in at any time by emailing hello@aivrmotionpicture.org.

9.6 Right to Data Portability (GDPR and UK GDPR)

Where the GDPR or UK GDPR applies, and in certain other circumstances, you have the right to receive your personal data in a structured, commonly used, machine-readable format, and to request that we transmit it to another controller where technically feasible.

9.7 Right to Restrict Processing and to Object (GDPR and UK GDPR)

Under Articles 18 and 21 of the GDPR and UK GDPR, you have the right to request that we restrict our processing of your personal data in certain circumstances, and the right to object to processing based on legitimate interests. You have an absolute right to object to processing for direct-marketing purposes.

9.8 Right to Withdraw Consent (GDPR and UK GDPR)

Where we process personal data on the basis of your consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

9.9 Right to Non-Discrimination

We will not discriminate against you for exercising any of the rights described in this Privacy Policy.

9.10 Right to Appeal

If we decline to act on a rights request, you may appeal our decision by replying to our response or by contacting us using the methods in Section 10.

9.11 Right to Lodge a Complaint (GDPR and UK GDPR)

If the GDPR or UK GDPR applies to our processing of your personal data, you have the right to lodge a complaint with your national supervisory authority.

10. How to Exercise Your Rights

You may submit a rights request through any of the following methods:

Email: hello@aivrmotionpicture.org, with “Privacy Request” in the subject line;
Postal mail: AI/VR Motion Picture Guild, Inc., attention Privacy, 2108 N St, Ste N, Sacramento, CA 95816.

Before we respond to a request to know, delete, or correct personal information, we will take reasonable steps to verify that you are the person the request is about or that you are authorized to act on that person's behalf.

We will confirm receipt of a request under the CCPA within ten (10) business days and will respond substantively within forty-five (45) calendar days of receipt, with a single additional forty-five (45) day extension where reasonably necessary. For requests governed by the GDPR or UK GDPR, we will respond within one (1) month, with up to two (2) additional months for complex or numerous requests.

11. Security

We maintain reasonable and appropriate administrative, physical, and technical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, and destruction. Our safeguards include encryption of personal information in transit over public networks, access controls that limit access to personal information to personnel who need it to perform their responsibilities, training of personnel with access to personal information, and written agreements with our service providers requiring them to implement safeguards appropriate to the personal information they handle.

No security program is perfect, and no method of transmission or storage is entirely secure. We cannot guarantee the security of personal information transmitted to or from us, and you provide personal information to us at your own risk.

12. Third-Party Platforms and Community Channels

The Services include links to, and references to, third-party websites, applications, tools, services, events, publications, and organizations, and the Guild operates community channels on third-party platforms, including WhatsApp. Third-party websites, applications, and platforms are operated by parties the Guild does not own or control. Your interactions with such third parties, and your participation in any community channel on a third-party platform, are subject to the terms of service and privacy policy of the applicable third party, and not to this Privacy Policy.

13. Changes to This Privacy Policy

We may update or modify this Privacy Policy from time to time to reflect changes in our practices, our programs, our Services, or applicable law. When we make changes, we will post the updated Privacy Policy on the Website and update the “Last Updated” date at the top.

If a change is material, we will take commercially reasonable steps to provide advance notice, which may include an email to the address you have provided or a prominent notice on the Website.

14. Additional Disclosures for California Residents

If you are a California resident, the CCPA requires the Guild to disclose the specific categories of personal information we have collected, sold, shared for cross-context behavioral advertising, and disclosed for a business purpose in the preceding twelve (12) months. We have not sold or shared personal information for cross-context behavioral advertising in the preceding twelve (12) months, and we have no actual knowledge of selling or sharing for cross-context behavioral advertising the personal information of any consumer under the age of sixteen (16).

California Civil Code Section 1798.83 (the “Shine the Light” law) permits California residents to request from a business certain information regarding the business's disclosure of personal information to third parties for the third parties' direct-marketing purposes. The Guild does not disclose personal information to third parties for their own direct-marketing purposes without your affirmative opt-in as described in Section 5.

15. How to Contact Us

If you have any question or concern about this Privacy Policy, our privacy practices, or how to exercise your rights, or if you wish to submit a rights request, you may reach us using the methods below.

AI/VR Motion Picture Guild, Inc.

Attention: Privacy

Email: hello@aivrmotionpicture.org

2108 N St, Ste N, Sacramento, CA 95816

For inquiries from individuals in the European Economic Area, the United Kingdom, or Switzerland, please identify your country of residence in your message so that we may route your inquiry appropriately.