Privacy Policy

Last updated: [•] september 2026

This Privacy Policy explains how MACA EVENTS S.R.L. (“we”, “us”, “our”, “AI Expo” or the “Organiser”) collects, uses, stores, shares and otherwise processes personal data in connection with the website https://aiexpoeurope.com/ and its subdomains (the “Website”) and the AI Expo Europe conference and B2B exhibition taking place on 1 – 2 November 2026 at the Radisson Blu Hotel, Bucharest, Romania (the “Event”).

In brief

What we collect. Your name and contact details, your ticket and billing data, anything you send us, information about how you use the Website, and photographs and recordings made at the Event.

Why. To register you and let you into the Event, to take payment and issue invoices, to keep the Website and the Event secure, to meet our legal obligations, to document and promote the Event, and, if you have asked for them, to send you marketing messages.

How long. As a rule, three years from collection for registration data. Longer where the law requires it, or where a claim or dispute is still open.

Your rights. You may ask for a copy of your data, ask us to correct or delete it, object to how we use it, withdraw any consent you have given, and complain to the Romanian data protection authority.

This summary does not replace the Policy below. The Policy sets out each of these points in full, as required by Articles 13 and 14 of the GDPR.

The structure of the Privacy Policy is as follows:

1. Definitions
2. Introduction and Scope
3. Identity of the Data Controller
4. Personal Data We Collect
5. How We Collect Your Personal Data
6. Purposes and Legal Bases for Processing
7. Automated Decision-Making and Profiling
8. Cookies and Similar Technologies
9. Event Networking and Attendee Interactions
10. Disclosure of Personal Data to Third Parties
11. International Transfers of Personal Data
12. Data Retention
13. Data Security
14. Your Data Protection Rights
15. Marketing Communications
16. Photography, Video Recording and Event Content
17. Changes to this Privacy Policy
18. Contact Us

1. Definitions

For the purposes of this Privacy Policy, the following terms shall have the meanings set out below:

2. Introduction and Scope

This Policy applies to personal data we collect or use in connection with the Website and any related pages; registration, ticketing and checkout for the Event; Attendee applications and profiles; communications, newsletters and marketing sent by us or on our behalf; surveys relating to the Event; enquiries submitted through our contact channels; sponsorship, exhibitor and speaker applications; the running of the Event at the Venue; and our official social media channels.

This Policy should be read together with the Terms and Conditions and the Cookie Policy, both available on the Website.

By using the Website, registering for the Event, purchasing a Ticket, applying to exhibit or speak, or otherwise submitting personal data to us, you acknowledge that your personal data will be processed as described in this Policy. This Policy informs you about our processing; it is not a contract and it does not itself constitute your consent to any processing.

The Event and the Services are directed at business professionals. Tickets may be purchased only by persons who have reached the age of 18. A person under the age of 18 may be admitted to the Event only with the prior written consent of the holder of parental authority, in accordance with the Terms and Conditions; where that is the case, we process the personal data of that person, and of the parent or guardian who gives the consent, only for the purposes of admission and of the safety of the person concerned.

We do not knowingly collect personal data from children in any other context. If you believe that a child has provided us with personal data, please contact us using the details in Section 18 below and we will delete it.

3. Identity of the Data Controller

The data controller for the personal data processed in connection with the Website, the Services and the Event is MACA EVENTS S.R.L., a company incorporated under the laws of Romania, with its registered office at 15 Gheorghe Șincai Bld., Block 5A, Entrance 2, Ground floor, Apartment 29, District 4, Bucharest, Romania, registered with the Trade Register under number J2024006276407 and having unique registration code 49819807.

We have not appointed a data protection officer, as none of the cases listed in Article 37 of the GDPR applies to our activity. Questions about this Policy or about the processing of your personal data may be addressed to [email protected] or to the contact details set out in Section 18 below.

4. Personal Data We Collect

The categories of Personal Data we collect depend on how you interact with the Website and the Event. These may include:

1. Identification and contact data: full name, job title, company or organisation name, email address, postal address, telephone number, and, where applicable, date of birth, collected when you register to attend, exhibit, speak or volunteer at the Event.
2. Payment and billing data: billing name and address, tax identification number, and card, debit or bank details provided when purchasing a ticket. Card and payment details are collected and processed by our third-party ticketing and payment providers and are not stored by us in full.
3. Ticket and badge data: ticket type, ticket reference number, Attendee photograph where the ticket category requires a passport-style photograph, and the government-issued photo identification presented at the Venue in order to be issued with a badge.
4. Profile and networking data: information you choose to add to an Event application or Attendee profile, such as professional interests, biography and profile picture, and, where you choose to connect a social media account, the information from that account which you authorise us to receive.
5. Communications data: the content of enquiries, messages or requests you send to us through the Website contact form or by email, and records of our correspondence with you.
6. Survey responses: information you provide when you voluntarily participate in surveys about your Event experience.
7. Technical and usage data: IP address, device and browser identifiers, operating system, referring and exit pages, log data, and other information collected automatically through cookies and similar technologies when you use the Website (see Section 8 below).
8. Publicly available data: information you have made public on your social media profiles, such as follower counts or public posts, where relevant to your participation in the Event.
9. Image, voice and likeness: photographs, video and audio recordings capturing your image, voice or likeness where you attend or participate in the Event (see Section 16 below).

We do not require you to provide more personal data than is necessary for the purpose for which it is collected. Certain information is mandatory to enable us to provide the Services (for example, to issue a ticket or process a payment); other information is optional and provided at your discretion.

5. How We Collect Your Personal Data

We collect personal data in the following ways:

1. Directly from you: when you complete a registration or ticket purchase, apply to speak, exhibit or sponsor, sign up to a newsletter, complete an Event application or profile, submit an enquiry through the contact page, or respond to a survey.
2. Automatically, through your browser or device: when you visit the Website, through cookies, pixels and similar technologies, including analytics and advertising tags described in the Cookie Policy.
3. From third parties acting on our behalf: our ticketing and event registration platform(s), payment processors, and, where you consent, social media platforms you choose to connect to an Event profile or app.
4. From publicly available sources: such as your publicly accessible social media presence, where relevant to your participation in the Event (for example, as a speaker or exhibitor).
5. At the Event itself: through identification and access checks at the entrance and within the Venue, and through photography and video and audio recording of the Event.

6. Purposes and Legal Bases for Processing

We process your Personal Data for the following purposes and on the following legal bases under the GDPR:

1. Event registration and access – to register Attendees, issue Tickets and badges, process Event access and provide the services associated with the purchased Ticket, pursuant to Article 6(1)(b) GDPR, where processing is necessary for the performance of a contract or for taking steps at your request prior to entering into a contract.
2. Access control and verification of identity – to verify that the person presenting a Ticket is the person entitled to use it, to issue badges and to control access to the Venue, pursuant to Article 6(1)(f) GDPR, based on our legitimate interest in preventing unauthorised access to the Event.
3. Payments and invoicing – to process Ticket payments and issue invoices, pursuant to Article 6(1)(b) GDPR and, where applicable, Article 6(1)(c) GDPR, where processing is necessary for compliance with legal obligations.
4. Event communications – to communicate with you regarding your registration, Ticket, enquiries and material Event-related changes, pursuant to Article 6(1)(b) GDPR and, where applicable, Article 6(1)(f) GDPR, based on our legitimate interest in the effective administration of the Event.
5. Marketing – to send newsletters and information regarding AI Expo Europe and future events, based on your consent, pursuant to Article 6(1)(a) GDPR.
6. Networking and Attendee interactions – to organise networking sessions and, where you choose to share your contact or profile details with another Attendee, exhibitor or sponsor, to make those details available to them, pursuant to Article 6(1)(a) GDPR, based on your consent.
7. Website and Event security – to operate, secure and improve the Website and Event, including fraud prevention, access control and technical monitoring, pursuant to Article 6(1)(f) GDPR, based on our legitimate interest in maintaining the security and proper functioning of our services.
8. Cookies and similar technologies – to use non-essential cookies and similar technologies for analytics and marketing purposes, pursuant to Article 6(1)(a) GDPR, based on your consent, in accordance with our Cookie Policy.
9. Photography and recordings – to photograph, film and record the Event and to use the resulting materials in order to document the Event and to promote the Event and its future editions, pursuant to Article 6(1)(f) GDPR, based on our legitimate interest in documenting and promoting our own events. You may object to this processing as described in Section 16 below.
10. Legal and regulatory compliance – to comply with applicable legal, tax, accounting and regulatory obligations and to establish, exercise or defend legal claims, pursuant to Article 6(1)(c) GDPR and Article 6(1)(f) GDPR, as applicable.
11. Protection of vital interests – where necessary to protect the vital interests of you or another natural person, pursuant to Article 6(1)(d) GDPR, in particular in the event of an emergency involving health or safety.

7. Automated Decision-Making and Profiling

We do not take decisions concerning you which are based solely on automated processing and which produce legal effects concerning you or similarly significantly affect you, within the meaning of Article 22 of the GDPR, and we do not carry out profiling for such purposes.

Where we measure how the Website is used, through the analytics tools described in our Cookie Policy, we do so in order to understand use of the Website overall. No decision is taken about you individually on that basis.

8. Cookies and Similar Technologies

The Website uses cookies and similar technologies to operate, secure and improve its functionality, to remember your preferences, to process orders, to support newsletter subscriptions and account features, to measure and analyse usage of the Website through Google Analytics, and to enable advertising, including on third-party platforms.

The Website also uses social media buttons and plugins for Facebook, Instagram, LinkedIn and YouTube, which may set cookies through the Website to support functionality on those platforms, subject to their own privacy and cookie policies.

We use a cookie consent management tool that allows you to review, accept or decline non-essential cookies and to change your preferences at any time through the cookie settings link available on the Website. Disabling certain cookies may affect the functionality of the Website.

For further details on the specific categories of cookies used, their purposes, their duration and the third parties which place them, please refer to our Cookie Policy, available on the Website.

9. Event Networking and Attendee Interactions

The Event offers networking events designed to help Attendees connect with one another, sponsors and exhibitors.

We do not share your individual contact details with other Attendees, exhibitors, sponsors or partners unless you have chosen to share them, for example by asking us to pass your details on, by exchanging them directly at the Event, or by opting in to a specific networking feature. Where you make that choice, the recipient becomes an independent controller of the data you have shared and its own privacy notice applies to any further use.

10. Disclosure of Personal Data to Third Parties

We share personal data with the following categories of recipients, where necessary for the purposes described in this Policy:

1. Ticketing and event registration platform(s) used to manage online registration, ticket sales and Attendee data collection for the Event.
2. Payment processors that handle ticket payments and related financial transactions on our behalf.
3. Other Attendees, exhibitors, sponsors and partners, where you have chosen to share your details with them as described in Section 9 above.
4. Advertising and marketing platforms, such as Facebook, Google and LinkedIn, used to display advertising to you or to measure the effectiveness of our marketing, subject to your cookie preferences.
5. Analytics providers, such as Google Analytics, used to understand and improve use of the Website.
6. Service providers engaged to support our operations, including hosting, customer support, IT and data storage, marketing services, and legal and compliance advisers, who are contractually required to use personal data only to provide services to us.
7. Venue and security personnel at the Radisson Blu Hotel, Bucharest, for access control, health and safety, and identification purposes.
8. Professional advisers, courts, regulators and law enforcement authorities, where necessary to comply with a legal obligation, respond to a lawful request, or establish, exercise or defend legal claims.
9. Any successor entity in the context of a merger, acquisition, restructuring or sale of some or all of our assets, subject to appropriate confidentiality protections.

We may also share aggregated or de-identified information, such as counts of Attendee job titles or affiliated companies, with sponsors, partners or exhibitors, which does not identify you individually. We do not sell your personal data.

11. International Transfers of Personal Data

Some of the third-party service providers and platforms referred to in this Policy, including certain ticketing, payment, analytics and advertising providers, may process personal data outside Romania and the European Economic Area ("EEA"), including in countries that may not offer the same level of data protection as the EEA.

Where we transfer personal data outside the EEA to a country which has not been recognised by the European Commission as providing an adequate level of protection, we rely on appropriate safeguards recognised under Applicable Law, in particular the European Commission’s Standard Contractual Clauses.

The service providers which currently process personal data outside the EEA on our behalf, and the transfer mechanism applied to each of them, are the following: [•]. You may request a copy of the safeguards in place, or further information about them, by contacting us using the details in Section 18 below.

12. Data Retention

We retain personal data for as long as necessary to fulfil the purposes described in this Policy, including to provide the Services, to comply with our legal, tax and accounting obligations, to resolve disputes, and to enforce our agreements.

As a general rule, we retain Attendee, exhibitor, speaker and volunteer registration data for up to three years from the date of collection, unless a longer retention period is required by applicable law (for example, statutory accounting or tax retention periods) or is necessary to resolve an ongoing dispute or claim.

Where personal data is processed on the basis of your consent, such as marketing communications, we will retain it until you withdraw your consent or unsubscribe, after which we will suppress or delete your data from active marketing use within a reasonable period, save where we are permitted or required to retain limited data (such as an unsubscribe record) to comply with our legal obligations.

Photographs and audio and video recordings of the Event may be retained for a longer period, for archival purposes and for promoting future editions of the Event, subject to your right to object described in Section 16 below.

13. Data Security

We implement appropriate technical and organisational measures designed to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage, taking into account the nature of the data and the risks involved.

Payment card details are processed through our third-party payment and ticketing providers, and we do not store full payment card details on our own systems.

While we take reasonable steps to protect your personal data, no method of transmission over the internet or of electronic storage is completely secure, and we cannot guarantee absolute security. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately using the details in Section 18 below.

14. Your Data Protection Rights

Subject to the conditions and limitations provided for under the General Data Protection Regulation (EU) 2016/679 and other applicable data protection legislation, you may exercise the following rights in relation to your Personal Data:

• Right of access – to obtain confirmation as to whether we process your Personal Data and, where that is the case, to access such Personal Data and receive the information provided for under Article 15 of the GDPR.
• Right to rectification – to request the rectification of inaccurate Personal Data and, taking into account the purposes of the processing, the completion of incomplete Personal Data.
• Right to erasure or “right to be forgotten” – to request the erasure of your Personal Data where one of the grounds set out in Article 17 of the GDPR applies.
• Right to restriction of processing – to request the restriction of the processing of your Personal Data in the circumstances provided for under Article 18 of the GDPR.
• Right to data portability – where applicable, to receive the Personal Data you have provided to us in a structured, commonly used and machine-readable format and to transmit such data to another controller, or to request that it be transmitted directly where technically feasible, in accordance with Article 20 of the GDPR.
• Right to object – to object, on grounds relating to your particular situation, to the processing of your Personal Data where such processing is based on our legitimate interests or carried out in the public interest or in the exercise of official authority, in accordance with Article 21 of the GDPR. You also have the right to object at any time to the processing of your Personal Data for direct marketing purposes.
• Right to withdraw consent – where the processing of your Personal Data is based on your consent, to withdraw that consent at any time, without affecting the lawfulness of the processing carried out prior to the withdrawal of consent.
• Right to lodge a complaint – to lodge a complaint with a competent supervisory authority, in particular the Romanian National Supervisory Authority for Personal Data Processing (Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal – “ANSPDCP”), or with another competent supervisory authority, without prejudice to any other administrative or judicial remedy.

To exercise any of the above rights, you may contact us using the contact details provided in Section 18 below. We may request additional information necessary to verify your identity before responding to your request. We will respond within the time limits and in accordance with the conditions established under the GDPR and Applicable Law.

15. Marketing Communications

Where you opt in to receive marketing communications from us, we will use your personal data to send you information about future editions of AI Expo Europe, related conferences, and exhibiting companies.

You can withdraw your consent and opt out of marketing communications at any time by using the unsubscribe link included in our emails or by contacting us using the details in Section 18 below.

We may also use your personal data to show you advertising on other websites and platforms. You can manage your preferences for advertising cookies through our cookie settings, as described in Section 8 above and in our Cookie Policy.

16. Photography, Video Recording and Event Content

The Event is photographed, filmed and recorded by us and by persons authorised by us, in order to document the Event and to promote the Event and its future editions. Your image, voice and likeness may appear in that content, which we may publish on the Website, on our social media channels and in press, promotional and other materials relating to the Event, including materials for future editions, without any payment being due to you. We carry out this processing on the basis of our legitimate interest under Article 6(1)(f) GDPR, as set out in Section 6 above.

We may also use your image in our published list of Event Attendees or in marketing materials highlighting Event participants, and we use photographs and audiovisual footage from past editions of the Event, which may contain your image or voice.

If you do not wish to appear in such materials, please notify us in writing at [email protected]. Under the Terms and Conditions, a notification sent before the Event, during the Event or within 30 days of its end obliges us to take reasonable measures to give effect to your request, including by not publishing the materials concerned and by removing, where reasonably practicable, materials already published.

Photographs and recordings in which you appear incidentally, as part of the audience or of a group, may be retained and published, subject to your right to object. Once materials have been published or distributed by third parties, our ability to remove them may be limited; we will inform you of the measures actually taken.

17. Changes to this Privacy Policy

We may update this Policy from time to time to reflect changes in our practices, the Services, or Applicable Law. The date at the top of this Policy indicates when it was last revised. We encourage you to review this Policy periodically.

Where we make material changes to this Policy, we will take reasonable steps to notify you, such as by posting a notice on the Website or, where appropriate, contacting you directly.

18. Contact Us

If you have any questions, concerns or requests regarding this Policy or our processing of your Personal Data, or if you wish to exercise any of your data protection rights, please contact us at:

MACA EVENTS S.R.L.

Registered office: 15 Gheorghe Șincai Bld., Block 5A, Entrance 2, Ground floor, Apartment 29, District 4, Bucharest, Romania

General enquiries: [email protected]

Data protection enquiries: [email protected]

For questions about registration or ticketing, please contact us at the registration support address provided during checkout.

You also have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal – ANSPDCP), B-dul G-ral. Gheorghe Magheru no. 28-30, Sector 1, 010336 Bucharest, Romania, www.dataprotection.ro, [email protected], or with another competent supervisory authority.