Privacy Policy & Submission Terms

1. Information We Collect

When you register for the Conference or submit a talk or an agent, we may collect the following types of information:

• Personal & Contact Details: Full name, email address, job title, company/organization name, and social media profiles (if provided).
• Submitted AI Agents & Prompts: Custom AI Agents, GPTs, system prompts, workflows, scripts, code snippets, APIs configurations, and associated outputs (collectively: "Submitted Agents").
• Technical & Usage Data: IP address, browser type, operating system, execution logs, and interaction data on our registration or testing platforms.

2. General Use of Personal Information

We process your personal data for the following internal and operational purposes:

• Conference Operations: Managing registrations, providing event updates, and delivering logistical communications.
• Internal Administration & Improvement: Internal record-keeping, audience analytics, improving future events, and optimizing our platform operations.
• Communications & Updates: Sending event announcements, newsletter updates, and information about future initiatives (you may opt out of marketing emails at any time).

3. AI Agents & Prompt Submissions Policy

By registering an agent or submitting a talk (a Submitted Agent), you acknowledge and agree to the following terms regarding its use, processing, execution, and exposure:

• Execution & Operational Access: You grant us, our event partners, technical infrastructure providers, and programme reviewers the right to access, host, execute, test, and demonstrate your Submitted Agent for evaluation, live conference demonstrations, streaming sessions, and promotional showcases.
• Where Agents Run: Submitted Agents are executed exclusively on infrastructure operated by the Conference organizers. We never run anything on your systems, devices, or accounts, and a Submitted Agent has no access to your data or credentials while it runs.
• Intellectual Property Ownership: You retain full ownership and intellectual property rights over your Submitted Agent, proprietary logic, and underlying source code.
• License Grant: By submitting, you grant us a worldwide, non-exclusive, royalty-free license to execute, perform, display, and showcase the Submitted Agent, its architecture, and its generated outputs during and after the Event in connection with Conference marketing and educational content.
• Model Training Policy: We DO NOT use your Submitted Agents, custom prompts, or proprietary code to train, fine-tune, or build public or third-party AI models.
• Credentials & Third-Party APIs: If your Submitted Agent relies on external API keys, webhooks, or third-party services, you are solely responsible for ensuring no confidential credentials, sensitive environment variables, or private third-party Personally Identifiable Information (PII) are directly embedded or exposed in the submission code/payload.
• Public Demonstrations & Live Interactions: Selected Submitted Agents may be showcased during live conference sessions or made available for audience interaction. You acknowledge that any data or outputs generated during live public demonstrations are public in nature.

4. Information Sharing & Third Parties

We do not sell your personal data or Submitted Agents to third parties. We share information only under the following strictly defined conditions:

• Service Providers & Event Tools: Trusted platforms that assist us in operating the event, processing registrations, or hosting technical infrastructure (e.g., event platforms, email service tools like HoneyBook, or cloud execution providers).
• Reviewers & Event Hosts: Programme reviewers and hosts will receive access to Submitted Agents solely for evaluation and event presentation purposes.
• Legal Compliance: If required by applicable law, regulation, subpoena, or court order.

5. Data Security & Technical Safety

We implement appropriate technical, organizational, and security measures to protect both your personal information and Submitted Agents against unauthorized access, loss, misuse, or alteration. However, due to the nature of software execution and cloud networks, no system can be guaranteed 100% secure.

6. Data Retention & Your Rights

• Retention: Personal data and submission records are retained for as long as necessary to fulfill event management, archival, and internal operational purposes, or as required by law.
• Your Rights: Subject to applicable law (such as GDPR), you may have the right to access, correct, update, or request the deletion of your personal data ("Right to be Forgotten"). To request data deletion or update your details, please contact us.

7. Changes to This Policy

We reserve the right to update this Privacy Policy and Submission Terms at any time. Any modifications will be posted on this page with an updated "Last Updated" date.

8. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or the handling of your Submitted Agents, please contact us at:

• Email: sweet-engineering@honeybook.com
• Company/Organization: HoneyBook Engineering