Cookie & Privacy Policy

AICult – Artificial Intelligence & Culture

Last updated: 21/12/2025

1. Data Controller

The Data Controller is:

AICult – Artificial Intelligence & Culture
International Study and Research Centre
Contact email: [insert contact email]

AICult processes personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and applicable national and international data protection laws.

2. Scope of this Policy

This Cookie & Privacy Policy explains how AICult collects, uses, stores and protects personal data when users:

• visit the AICult website;

• apply for membership;

• participate in research or training activities;

• interact with AI-based applications and chatbots hosted on the website.
  
  

3. Categories of Personal Data Processed

3.1 Identification Data (when required)

In specific cases (e.g. verified membership, research participation, certification processes), AICult may collect the following identity-related data:

• document identification number;

• issuing authority;

• date of issue;

• expiration date.
  
  

⚠️ Important:
AICult does not collect or store copies of identity documents unless explicitly stated and legally required. Only the minimum data necessary for identity verification is processed, in accordance with the principle of data minimisation (Art. 5 GDPR).

3.2 Contact and Professional Data

• name and surname;

• email address;

• country of residence;

• professional role and institutional affiliation (if provided).
  
  

3.3 Research and Participation Data

• responses to surveys and questionnaires;

• participation preferences;

• qualitative feedback or comments voluntarily provided.
  
  

3.4 AI Chatbot Interaction Data

AICult provides AI-powered chatbots and interactive applications that can be used anonymously.

By default:

• chatbot interactions are not linked to identifiable individuals;

• no name, email or identity data is required to use the chatbot;

• conversations are processed solely to generate responses and improve system functionality.
  
  

Users are strongly advised not to enter personal or sensitive data into chatbot conversations.

3.5 Technical and Usage Data

• IP address (anonymised where possible);

• browser type and device information;

• aggregated usage statistics.
  
  

4. Purposes of Data Processing

Personal data is processed exclusively for the following purposes:

• membership management;

• identity verification where strictly necessary;

• research and scientific analysis;

• education and training activities;

• communication related to AICult initiatives;

• website security and functionality;

• compliance with legal and regulatory obligations.
  
  

5. Legal Basis for Processing

Data processing is based on one or more of the following legal grounds (Art. 6 GDPR):

• explicit consent of the data subject;

• performance of a task carried out in the public interest (research and education);

• legitimate interests of the Data Controller, balanced with data subject rights;

• legal obligations, where applicable.
  
  

Processing of identity-related data is based exclusively on explicit consent.

6. AI Systems and Automated Processing

AICult uses AI-based systems, including chatbots, to support research, education and user interaction.

Key principles

• no fully automated decision-making producing legal or significant effects;

• no profiling for commercial purposes;

• transparency regarding AI usage;

• human oversight of AI-supported activities.

Chatbot interactions may be analysed in aggregated and anonymised form for research and improvement purposes.

7. Data Retention Period

Personal data is stored only for the time strictly necessary to fulfil its purpose.

Indicative retention periods:

• membership data: duration of membership + 12 months;

• identity verification data: maximum 60 days after verification;

• research data: anonymised and stored for scientific purposes;

• chatbot interaction logs: anonymised and periodically deleted.
  
  

8. Data Security Measures

AICult adopts appropriate technical and organisational measures to ensure data security, including:

• access control and authorisation;

• secure cloud storage;

• data encryption where applicable;

• regular review of data processing practices.
  
  

9. Data Sharing and Transfers

Personal data is not sold or used for commercial purposes.

Data may be shared only with:

• authorised AICult staff;

• research partners under formal agreements;

• service providers acting as data processors (e.g. hosting platforms).

No data is transferred outside the EU without adequate safeguards.

10. Data Subject Rights

Data subjects have the right to:

• access their personal data;

• rectify inaccurate data;

• request erasure (“right to be forgotten”);

• restrict or object to processing;

• withdraw consent at any time;

• lodge a complaint with a supervisory authority.

Requests can be submitted to: [insert contact email]

11. Cookies Policy

11.1 Types of Cookies Used

AICult uses:

• strictly necessary cookies (site functionality);

• analytics cookies (aggregated and anonymised, where possible).

No profiling or advertising cookies are used unless explicitly stated and consented to.

11.2 Cookie Consent

Upon first visit, users are informed about cookie usage and may:

• accept all cookies;

• reject non-essential cookies;

• customise preferences.

Cookie preferences can be modified at any time.

12. Children and Minors

AICult does not knowingly collect personal data from minors under the age required by applicable law without parental or guardian consent.

13. Changes to This Policy

This policy may be updated to reflect legal, technical or organisational changes.

Users will be informed of significant updates through the website or direct communication.

14. Contact Information

For any questions regarding this Privacy & Cookie Policy:

AICult – Artificial Intelligence & Culture
Email: [insert contact email]

Final Notice

By using the AICult website and services, users acknowledge that they have read and understood this Cookie & Privacy Policy.