Privacy Policy

1. Who we are and scope of this notice

Legal AI Forum is a Romanian community initiative that helps practitioners adopt AI safely and effectively in legal practice. This Privacy Policy applies to:

• your use of legalaiforum.org and any subpages;
• our event and workshop registrations (including the Workshop page);
• our newsletter and “Join the Forum” forms;
• related email communications we send in connection with these activities.

If you have any questions or requests about this notice or about your personal data, you can contact us at:

• Email: privacy@legalaiforum.org
• General: hello@legalaiforum.org

2. What data we collect

2.1 Information you provide to us

We collect the information you choose to share with us, for example when you complete:

• Workshop registration forms (e.g., name, email address, organisation, role, basic logistics details);
• “Join the Forum” or newsletter forms (e.g., name, email address, organisation, preferences);
• Consent checkboxes indicating whether you want updates from Legal AI Forum and/or outreach from our founding partner Wisanna.

We intend our forms for professional contact details. We do not request or store client matter information or sensitive categories of personal data via this website.

2.2 Information collected automatically

When you visit our website, our analytics tools automatically collect limited technical information, including:

• basic device and browser data (e.g., browser type, operating system, screen size, language);
• IP address and general location (at a regional/city level, where available);
• pages visited, time and date of visit, and interactions with forms;
• a randomly generated device identifier and session identifier stored in cookies to help us understand repeat visits and basic usage patterns;
• optional referral information (e.g., if you arrive via a link containing a referral parameter).

Our analytics module is implemented by Wisanna and may partially mask certain fields (for example, email addresses used in forms) when logging events.

3. How we use your information

We use the personal data described above for the following purposes:

• Operating the website and ensuring it works securely and reliably.
• Managing events and workshops, including processing registrations, sending confirmations, logistical details, materials, and follow-up surveys.
• Sending community updates about resources, events, and opportunities, where you have requested these or where appropriate for our legitimate interests.
• Responding to enquiries you send via the contact details on the site.
• Understanding interest and improving content, using aggregated analytics (e.g., which sections are most visited, which resources are downloaded).
• Protecting our services, including preventing abuse and ensuring platform security.
• Complying with legal obligations, including responding to lawful requests from regulators or courts.

4. Legal bases (GDPR / EU)

Where EU data protection law (including the GDPR) applies, we rely on the following legal bases to process your personal data:

• Consent – for example, when you tick a box to receive updates from Legal AI Forum or to be contacted by Wisanna about tools and implementation resources.
• Legitimate interests – for example, to operate and secure our website, to run and improve our community initiative, and to understand which content is most useful for practitioners, provided these interests are not overridden by your rights and interests.
• Performance of a contract – where we process your details to register you for a workshop or event you have requested.
• Legal obligations – where we need to keep certain records or respond to lawful requests from authorities.

You can withdraw your consent at any time (for example, by unsubscribing from emails or contacting us at privacy@legalaiforum.org). Withdrawing consent does not affect the lawfulness of processing that took place before withdrawal.

5. Cookies and analytics

We use cookies and similar technologies to operate the site and understand how it is used.

5.1 Cookies set by our analytics module

Our analytics module (provided by Wisanna) sets cookies to store:

• a device identifier (stored for up to 12 months);
• a session identifier (typically 30 minutes of inactivity);
• optional referral information (stored for up to 12 months, where provided by URL);
• basic technical and usage information described above.

These cookies help us understand how many people are visiting the site, which pages are most useful, and how our forms are used. They are not used to build detailed profiles about individual visitors for unrelated advertising.

5.2 Google Analytics

We use Google Analytics to collect aggregated statistics about website traffic. Google Analytics uses cookies to recognise your browser and collect information such as page views, time spent on pages and general geographic region. For more information about how Google processes this data, see Google’s own documentation and privacy resources.

5.3 How to manage cookies

You can manage or delete cookies using your browser settings. Most browsers allow you to:

• block cookies altogether;
• delete existing cookies;
• configure which sites are allowed to set cookies.

If you block all cookies, some features of the site may not function as intended, but you will still be able to access core content.

6. How we share your information

We do not sell your personal data. We may share your information with:

• Service providers and technical partners who help us operate the website, forms, analytics and communications (for example, Wisanna as founding partner and infrastructure provider).
• Event co-hosts or venue providers, where needed to organise a workshop or similar activity you have registered for.
• Professional advisers (such as legal advisers) where necessary in the context of running the initiative.
• Authorities or other third parties where required by law or to protect our rights.

Where you tick a box to receive outreach from Wisanna about tools, trials and implementation resources, we may share your contact details and preferences with Wisanna for that purpose, and they will act as an independent controller for that outreach.

7. How long we keep your data

We keep personal data only for as long as necessary for the purposes described in this notice:

• Event and workshop data is generally kept for the duration of the event cycle and a reasonable period afterwards for feedback, reporting and record-keeping.
• Newsletter and community communications data is kept while you remain subscribed. If you unsubscribe, we may keep a minimal record of your email address to respect your opt-out.
• Analytics data and logs are kept for limited periods consistent with the technical configuration of our analytics tools and security logs.

We may keep data for longer where necessary to comply with legal obligations or to establish, exercise or defend legal claims.

8. International transfers

Our service providers may be located outside the European Economic Area (EEA). Where we transfer personal data outside the EEA, we aim to ensure appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent mechanisms, in line with applicable data protection law.

9. Your rights

Depending on your location and subject to applicable law, you may have the right to:

• request access to the personal data we hold about you;
• request correction of inaccurate or incomplete data;
• request deletion of your data in certain circumstances;
• request restriction of our processing of your data;
• object to certain processing, including where we rely on legitimate interests;
• request that we provide your data in a portable format, where technically feasible;
• withdraw your consent where our processing is based on consent.

To exercise these rights, please contact us at privacy@legalaiforum.org. We may need to verify your identity before responding to your request.

If you are based in the European Union and are not satisfied with how we handle your request, you also have the right to lodge a complaint with your local supervisory authority. In Romania, this is the National Supervisory Authority for Personal Data Processing (ANSPDCP).

10. How we protect your data

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration. However, no online system can be completely secure, and we cannot guarantee absolute security. We encourage you to use caution when sharing information online.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time, for example to reflect changes in law, our practices or the services we offer. When we make material changes, we will update the “Last updated” date at the top of this page and may take additional steps to inform you if appropriate.