OUR APPROACH TO PRIVACY

The AI Experience (AIXP) collects data to run a world-class conference, connect the right people, and improve future events. We’re transparent about what we collect, how we use it, and who sees it.

This policy explains how we handle your personal information when you register for, attend, or interact with AIXP 2026 (April 14-16, 2026).

1. WHO WE ARE

The AI Experience (AIXP)
401 Franklin St
Houston, TX 77201
hello@theaixp.com

We’re the data controller for information collected through AIXP registration, attendance, and related services.

2. INFORMATION WE COLLECT

2.1 Registration Information

When you buy a ticket:

• Name, email, phone number
• Company, title, industry
• Billing address
• Payment information (processed by Stripe—we don’t store card numbers)

2.2 Profile Information

For AI matching and networking:

• Professional background and expertise
• Goals for attending (clients, partners, jobs, investment)
• Industries and technologies of interest
• LinkedIn profile (optional)
• Deal criteria (budget, timeline, project scope)

2.3 Attendance Data

During the event:

• Badge scans (which sessions you attend)
• Check-in times
• Areas accessed (VIP lounge, Exchange floor, cultural events)

2.4 Exchange Marketplace Data

If you use The Exchange:

• Meetings scheduled
• Connections made
• Messages exchanged through platform
• Profile views and engagement

2.5 Photos, Video, Audio

We capture:

• Event photography and videography
• Session recordings
• Your likeness in crowd shots and marketing materials

2.6 Wearable & Device Data (Smart Moves)

If you participate in Smart Moves:

• Performance metrics from smart watches, rings, glasses
• Heart rate, pace, distance, recovery data
• Leaderboard positioning

2.7 Technical Data

When you use our website or app:

• IP address, browser type, device type
• Pages visited, time spent
• Cookies and similar technologies

3. HOW WE USE YOUR INFORMATION

3.1 Event Operations

• Process ticket purchases
• Send confirmation and event updates
• Manage check-in and badge access
• Coordinate sessions and experiences

3.2 AI-Powered Matching

• Analyze your profile and goals
• Recommend relevant attendees to connect with
• Facilitate introductions and meetings
• Optimize The Exchange marketplace experience

How It Works: Our algorithm analyzes attendee profiles to match:

• Enterprise buyers with relevant founders
• Companies with qualified consultants/professionals
• Professionals with ideal clients
• Investors with startups in their thesis

You control visibility—opt out anytime via your dashboard.

3.3 Certification Administration

• Coordinate Microsoft AI certification exams
• Verify exam completion
• Deliver digital certificates

3.4 Communication

• Send event logistics and updates
• Share session recordings (PRO+ and VIP)
• Post-event surveys and follow-ups
• Marketing (with your consent)

3.5 Analytics & Improvement

• Understand which sessions are most valuable
• Improve future events
• Measure engagement and ROI
• Optimize attendee experience

3.6 Marketing

• Event photography in future marketing materials
• Testimonials and case studies (with permission)
• Social media promotion
• Email campaigns to past attendees

4. LEGAL BASIS FOR PROCESSING

We process your data based on:

Contract Performance: Registration and event delivery require processing your info.

Legitimate Interest: Improving events, marketing, and business development.

Consent: Marketing emails, photo use, optional data sharing.

Legal Obligation: Tax records, dispute resolution, safety compliance.

5. WHO SEES YOUR DATA

5.1 Other Attendees (Limited)

Through AI matching and The Exchange:

• Name, company, title
• Professional background (what you share)
• Photo (if uploaded)
• Availability for meetings

You control what’s visible in your privacy settings.

5.2 Speakers & Sponsors

• Aggregated attendance data (not individual data)
• Badge scans if you visit sponsor booths (with your consent)
• Contact info only if you explicitly share it

5.3 Service Providers

We share data with:

• Stripe: Payment processing
• Eventbrite/Ticketing: Registration management
• SendGrid: Email delivery
• Microsoft: Certification administration
• POST Houston: Venue logistics
• Photographers/videographers: Event coverage
• AI platform vendors: Matching algorithms

All vendors are contractually bound to protect your data.

5.4 Legal Requirements

We’ll disclose data if required by:

• Court orders or subpoenas
• Law enforcement requests
• Legal compliance obligations

6. AI & AUTOMATED DECISION-MAKING

6.1 Matching Algorithm

Our AI matching platform makes automated recommendations for:

• Who you should meet
• Which sessions to attend
• Exchange opportunities

You’re in control: Recommendations aren’t binding. You decide who to meet and what to attend.

6.2 How to Opt Out

Disable AI matching in your account dashboard. You’ll still access all event features—just without automated recommendations.

7. DATA RETENTION

How long we keep your data:

• Financial records: 7 years (tax compliance)
• Attendance data: 3 years (event improvement)
• Marketing photos/videos: Indefinitely (unless you request removal)
• Session recordings: 90 days for ticket holders; indefinitely in archives
• AI matching data: 1 year post-event
• Email addresses: Until you unsubscribe

Request deletion: Email hello@theaixp.com anytime.

8. YOUR RIGHTS

Depending on your location, you may have rights to:

8.1 Access

Request a copy of your data.

8.2 Correction

Update inaccurate information via your dashboard or by emailing us.

8.3 Deletion

Request we delete your data (subject to legal retention requirements).

8.4 Portability

Receive your data in machine-readable format.

8.5 Object

Opt out of marketing, profiling, or automated decision-making.

8.6 Restrict Processing

Limit how we use your data.

To exercise rights: Email hello@theaixp.com. We’ll respond within 30 days.

9. COOKIES & TRACKING

9.1 What We Use

• Essential cookies: Site functionality and login
• Analytics cookies: Google Analytics for traffic analysis
• Marketing cookies: Retargeting ads on social platforms

9.2 Your Control

Manage cookie preferences in your browser or via our cookie banner. Disabling cookies may limit site functionality.

10. SECURITY

We protect your data with:

• Encrypted data transmission (SSL/TLS)
• Secure servers and databases
• Access controls and authentication
• Regular security audits
• Vendor due diligence

No system is perfect: While we take security seriously, we can’t guarantee absolute security. You’re responsible for protecting your login credentials.

11. INTERNATIONAL TRANSFERS

AIXP is US-based. If you’re outside the US, your data may be transferred to and processed in the United States.

We ensure adequate protections through:

• Standard contractual clauses
• Vendor data processing agreements
• Compliance with applicable data protection laws

12. CHILDREN’S PRIVACY

AIXP is for adults 18+. We don’t knowingly collect data from minors. If we discover we’ve collected data from someone under 18, we’ll delete it immediately.

13. THIRD-PARTY LINKS

Our site and emails may link to third-party sites (sponsors, partners, hotels). We’re not responsible for their privacy practices. Read their policies before sharing data.

14. CALIFORNIA PRIVACY RIGHTS (CCPA)

California residents have additional rights:

Right to Know: What personal information we collect and how we use it.

Right to Delete: Request deletion of your personal information.

Right to Opt-Out: We don’t sell personal information, but you can opt out of sharing for targeted advertising.

Non-Discrimination: We won’t discriminate against you for exercising privacy rights.

To exercise rights: Email hello@theaixp.com with subject line “California Privacy Request.”

15. NEVADA PRIVACY RIGHTS

Nevada residents can opt out of the sale of personal information. We don’t sell personal information, but if you’d like to submit an opt-out request, email hello@theaixp.com.

16. EUROPEAN PRIVACY RIGHTS (GDPR)

If you’re in the EU/EEA/UK:

Lawful Basis: We process data based on contract, legitimate interest, consent, or legal obligation.

Data Protection Officer: Contact hello@theaixp.com for data protection inquiries.

Supervisory Authority: You have the right to lodge a complaint with your local data protection authority.

Automated Decision-Making: Our AI matching is automated but non-binding. You can opt out or request human review.

17. CHANGES TO THIS POLICY

We may update this policy. Material changes will be posted here with a new “Last Updated” date. Continued use after changes means you accept the updated policy.

For major changes, we’ll email registered attendees.

18. CONTACT US

Questions? Requests? Concerns?

Email: hello@theaixp.com
Mail:
The AI Experience
401 Franklin St
Houston, TX 77201

We’ll respond within 30 days.

Your privacy matters. We’ll always be transparent about how we use your data to make AIXP the best experience possible.

— The AIXP Team

This policy is effective February 12, 2026 and governs AIXP 2026 (April 14-16, 2026) and related services.