Privacy Policy

IndabaX Burundi is a volunteer-led AI community and event organizer. This policy covers its community platform and event applications. Use the contact below for questions about your information.

Your account contains your email address, a password hash, email-verification records and session information. Your profile may contain your name, phone, country, city/province, institution, current role, field and language preference. A profile picture is optional.

Applications store your event, track, answers, draft progress, status, submission time and policy versions/acceptance times. If you choose poster/research presentation, we also store your PDF poster, filename, file size and upload time. Do not include unnecessary personal information or other people’s confidential information in answers or posters.

If you use contact, support or newsletter forms, their submitted contact details, messages and consent/status records are stored separately. Accepting these application policies does not subscribe you to a newsletter.

Information is used to maintain your account, save and resume drafts, assess applications, organize participation, communicate about your account/application and protect platform security. Answers and posters may be examined by authorized people during selection. No automatic acceptance or rejection, including rejection by an AI-content detector, is implemented.

Transactional emails include email verification, password reset and application receipts. The database application status remains authoritative if email delivery fails.

Applicants can access their own applications and uploaded posters. Submitted posters are available to authorized organizers/administrators for that event and reviewers with an active event role and an explicit assignment to that application. Other applicants and unassigned reviewers do not have access.

The application workflow does not publish your answers or poster. Public event content and approved publications are separate from private applications. Profile pictures are served privately to their owners through authenticated access. If public presentation or publication of your work is proposed, discuss the release arrangements with the organizers.

Account and application records are stored in the platform database. Uploaded profile pictures and posters are stored in private persistent file storage, with generated storage names and authenticated access. Posters are downloaded as files and are not executed by the platform.

Hosting/storage operators and the configured email transport process the information necessary to operate their services. We do not state a hosting country or a provider-specific guarantee here; ask the privacy contact for the details of the installation handling your information. Technical backups may also contain records and files.

No fixed retention period or automatic deletion schedule has been established for application records and uploads. They remain stored for application administration, event records and related follow-up until an authorized retention/deletion decision is made. We do not promise deletion after a particular number of days.

Removing or replacing a draft poster removes its application reference and requests deletion of the previous stored file. Changing track or presentation interest alone does not delete a saved poster. Submitted answers, posters and policy acceptances cannot be silently edited by applicants. Deletion requests, necessary recordkeeping and any backup copies must be considered by the organizers.

The platform uses password hashing, essential HttpOnly/SameSite session cookies, server-side authorization, private file permissions and upload type/size checks. Administrative assignment and poster access actions are recorded for accountability. These measures do not guarantee that every transmission or storage system is free of risk.

Keep your password private, sign out on shared devices and avoid uploading unnecessary sensitive material. Essential session cookies maintain your login; accepting application policies is not permission for advertising or unrelated marketing.

You can update reusable profile information and edit/remove draft files while applications are open. You may contact IndabaX Burundi to request access, correction or deletion of your information, or ask about storage, retention or a disclosure. The team may need to establish your identity and consider relevant recordkeeping obligations. No automatic response deadline or legal outcome is promised here.

Policy updates will have a new version. Your submitted application retains the version and time you acknowledged; a later policy must not be recorded as accepted on your behalf. External links have their own privacy practices.

Contact IndabaX Burundi at the email address below. Describe your request without sending passwords or unnecessary sensitive documents.

indabaxburundi2023@gmail.com