Privacy Policy

Last Updated: August 20, 2025

1. Information We Collect

1.1 Personal Information

We may collect the following personal information:

• Contact Information: Name, email address, phone number, mailing address
• Professional Information: Company name, job title, industry experience, professional interests
• Educational Background: Academic qualifications, certifications, skills, proof of student status
• Membership Information: AIS India registered email address, membership category, preferences, participation history
• Event Registration Information: Registration details for conferences, workshops, training programs, symposiums, and competitions
• Financial Information: Payment details via credit card, debit card, UPI, or bank transfer for event registrations, memberships, and training programs
• Portfolio/Project Information: Submitted works for XR competitions, VFX training programs, awards, or certification programs
• Eligibility Verification: Documents and information required to verify eligibility for specific events or programs

1.2 Automatically Collected Information

When you visit our website, we automatically collect:

• IP address and device information
• Browser type and version
• Pages visited and time spent on our site
• Referring website information
• Cookies and similar tracking technologies

2. How We Use Your Information

We use your personal information for the following purposes:

2.1 Core Services

• Processing membership applications and renewals with member discount eligibility verification
• Managing event registrations for conferences, XR workshops, Virtual Production symposiums, training programs, and awards ceremonies
• Processing event registration fees and providing confirmation emails
• Verifying eligibility requirements for specific events and training programs
• Administering VFX certification and training programs for underprivileged students
• Facilitating XR technology competitions, demos, and winners announcements
• Processing payments via multiple methods (credit card, debit card, UPI, bank transfer)
• Managing refunds and cancellations according to event-specific policies

2.2 Communication and Marketing

• Sending event notifications, confirmations, and updates
• Providing newsletters and industry insights
• Responding to inquiries and support requests
• Sharing important announcements about AIS India activities and upcoming events
• Sending marketing communications about workshops, conferences, and training programs
• Notifying participants of event changes, schedule modifications, or cancellations

2.3 Program Enhancement

• Improving our training and certification programs
• Personalizing your experience with our services
• Conducting research and analysis for program development
• Evaluating and improving our website functionality

3. Information Sharing and Disclosure

We may share your information in the following circumstances:

3.1 AIS Global Network

As part of the Advanced Imaging Society global network, we may share relevant information with AIS Hollywood and other international chapters for:

• Global membership benefits and recognition
• International event participation
• Cross-chapter collaboration opportunities
• Global industry research and development

3.2 Service Providers

We may share information with trusted third-party service providers who assist us with:

• Payment processing
• Email marketing and communication
• Event management platforms
• Learning management systems for training programs
• Website hosting and technical support

3.3 Industry Partners

With your consent, we may share information with industry partners for:

• Job placement assistance in VFX and XR industries
• Internship opportunities
• Industry networking and collaboration
• Scholarship and sponsorship programs

3.4 Legal Requirements

We may disclose information when required by law or to protect our rights and safety.

4. Event-Specific Data Handling

4.1 Registration and Payment Processing

When you register for AIS India events, we collect and process:

• Registration information and eligibility verification documents
• Payment information for paid events (XR Workshops, Virtual Production Symposiums, etc.)
• Member discount verification through registered email addresses
• Confirmation and communication preferences

4.2 Event Documentation and Media

During events, we may:

• Photograph, film, or record participants for promotional purposes
• Use recordings in future publications, advertisements, and social media
• Create participant lists and networking materials
• Document attendance for certification and professional development records

4.3 Training Program Data

For our VFX certification and training programs, we collect:

• Academic background and skill assessments
• Project submissions and portfolio materials
• Progress tracking and performance evaluations
• Placement and career development information

5. Data Security

We implement appropriate security measures to protect your personal information, including:

• Secure Socket Layer (SSL) encryption for data transmission
• Secure payment processing systems
• Access controls and authentication measures
• Regular security audits and updates
• Staff training on data protection practices

6. Your Rights and Choices

You have the following rights regarding your personal information:

6.1 Access and Correction

• Request access to your personal information
• Update or correct inaccurate registration or membership information
• Request deletion of your personal information (subject to legal and contractual requirements)
• Obtain confirmation emails and registration details

6.2 Communication and Marketing Preferences

• Opt-out of marketing communications about events and programs
• Customize newsletter and event notification preferences
• Unsubscribe from non-essential communications while maintaining essential event-related communications
• Update your communication preferences at any time

6.3 Event-Related Rights

• Request refunds according to our cancellation policies
• Withdraw from events subject to terms and conditions
• Object to photography/recording at events (where feasible)

6.4 Data Portability

You may request a copy of your personal information, including registration history and training records, in a commonly used format.

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Remember your preferences and login information
• Analyze website traffic and user behavior
• Improve website functionality and user experience
• Provide personalized content and recommendations

You can control cookie settings through your browser preferences. Note that disabling cookies may affect website functionality.

8. Third-Party Links and Event Platforms

Our website and events may utilize third-party platforms and contain links to external websites, including:

• Event registration and payment processing platforms
• Learning management systems for training programs
• Social media platforms and partner organizations
• Virtual event platforms and streaming services

We are not responsible for the privacy practices of these external platforms and sites. We encourage you to review their privacy policies before providing any information.

9. International Data Transfers

As part of the global AIS network, your information may be transferred to and processed in countries outside of India. We ensure appropriate safeguards are in place for such transfers in accordance with applicable data protection laws.

10. Children's Privacy and Training Programs

Our services are not directed to individuals under 13 years of age. We do not knowingly collect personal information from children under 13. For our VFX training programs and educational events involving minors (ages 13-18), we:

• Require parental consent for registration and participation
• Implement additional privacy protections for minor participants
• Provide special eligibility verification for student programs
• Ensure appropriate supervision and data handling for underprivileged student programs

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes through our website or email communications. The "Last Updated" date at the top of this policy indicates when the latest changes were made.

12. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Specific retention periods include:

• Membership Information: Duration of active membership plus 3 years
• Event Registration Data: 3 years from event date for follow-up and future event planning
• Training Program and Certification Records: 7 years for certification validation and career tracking
• Financial and Payment Records: As required by applicable law (typically 7 years)
• Marketing Communications: Until you unsubscribe or object to processing
• Competition and Award Submissions: 5 years for portfolio and recognition purposes

13. Force Majeure and Event Changes

In accordance with our event terms and conditions, we may need to modify or cancel events due to circumstances beyond our control. In such cases:

• We will notify registered participants via email as soon as possible
• Your data will be retained for rescheduled events or refund processing
• We are not liable for travel, accommodation, or other expenses incurred due to event changes
• Refund processing will follow our established policies and may require retention of transaction data