Privacy policy
This page explains what personal data we process when you visit veniceaiexpo.ai, buy a ticket or exhibition space, apply as a speaker or write to us. It is provided under Articles 13 and 14 of Regulation (EU) 2016/679.
1. Data controller
The controller is IRIN S.R.L., Via Mazzini 1, 30171 Mestre — Venice (VE), Italy, VAT and tax no. 04263500276, certified mail irin@pec.it.
For any request about your data write to privacy@veniceaiexpo.ai. No data protection officer has been appointed: none of the cases in which appointment is mandatory applies.
2. What data we process
We only collect data you give us or that the site produces while you use it.
- Contact and application forms: name, email, phone, company, website, VAT number, role, message.
- Private-area account: email, password (stored encrypted by our authentication provider — we never see it), role, language.
- Purchases: company name, address, VAT number, e-invoicing code, amounts, payment method, chosen lots, contract documents. Card details are handled by Stripe alone and never reach our systems.
- Tickets: name, email, ticket code and QR, date and time of entry when the code is scanned at the door.
- AI Award applications and speaker proposals: name, role, company, contacts, LinkedIn profile, photograph and any material you send us or that the public profile makes available.
- Business contacts for event invitations: name, role, company and work email, collected from public sources and directories or from specialised providers.
- Browsing data: IP address, browser type, pages viewed, where you came from, date and time. Any website generates these automatically.
We do not deliberately collect special categories of data (health, opinions, beliefs). Please do not enter any in free-text fields.
3. Why we process it and on what legal basis
- Answering your requests and sending you the programme, price list and floor plans — pre-contractual steps at your request, Art. 6(1)(b) GDPR.
- Managing purchases, tickets, exhibition space and contracts — performance of a contract, Art. 6(1)(b).
- Invoicing, accounting, tax obligations — legal obligation, Art. 6(1)(c).
- Promotional communications about the event — your consent, Art. 6(1)(a), withdrawable at any time; or legitimate interest towards business contacts already in a relationship with us, Art. 6(1)(f).
- Visit statistics — your consent, Art. 6(1)(a), given through the banner and revocable.
- System security, abuse and fraud prevention, legal defence — legitimate interest, Art. 6(1)(f).
Providing the data marked as required in the forms is necessary to obtain the service requested: without it we cannot proceed. Everything else is optional.
4. Payments
Card payments are handled by Stripe Payments Europe, Ltd., which acts as an independent controller for anti-fraud and anti-money-laundering purposes. The card number neither passes through nor is stored on our servers: we only receive the outcome, the last four digits and the billing details.
For bank transfers we process the details of the payment order received from the bank.
5. Who processes data on our behalf
We rely on providers chosen also for the data protection guarantees they offer, appointed as processors where required:
- Heroku (Salesforce) — application hosting.
- Supabase — database, authentication and file storage.
- Stripe — payments and receipts.
- Twilio SendGrid — service and information emails.
- Cloudflare — DNS and protection against malicious traffic.
- Aruba — company mailboxes.
- Wosnic — conversational assistant available on the site.
- OpenAI — machine translation of site texts. It receives the content to be translated, not users' personal data.
We also share data with Venezia Terminal Passeggeri S.p.A. for access control and safety at the venue, with our accountants and lawyers, and with the authorities where the law requires it.
We do not sell your data. We do not pass it to sponsors or partners for their own purposes without your explicit, separate consent.
6. Transfers outside the European Union
Some of the providers listed above are based, or run infrastructure, in the United States. In those cases the transfer relies on the standard contractual clauses approved by the European Commission or on the provider's certification under the EU-US Data Privacy Framework, with the appropriate supplementary measures.
You may ask us for a copy of the safeguards in place by writing to the address at the top.
7. How long we keep it
- Enquiries with no follow-up: 24 months.
- Tax and contract documents: 10 years, as required by law.
- Private-area accounts: as long as the account is active; on deletion data is removed or anonymised, except what must be kept by law.
- Tickets and entry records: up to 12 months after the event.
- Visit statistics: 24 months.
- Consent to promotional communications: until withdrawn, and reviewed periodically in any case.
8. Automated decisions and artificial intelligence
We take no automated decisions concerning you, and we do not carry out profiling.
We use AI tools to translate the site and its documents into six languages: they receive the text to be translated, not users' personal data. Some of the atmosphere images on the site are computer-generated and are labelled as such.
The conversational assistant on the home page is provided by Wosnic: what you write or say to it is processed in order to answer. Please do not enter data you would rather not share.
9. Cookies and similar technologies
A cookie is a text file the site saves on your device. Below are all the ones we use: there are no others.
Essential cookies are necessary and need no consent. Statistics cookies are set only if you agree through the banner, and you can change your mind at any time: refusing them takes nothing away from the site.
| Cookie | Category | Duration | What it does |
|---|---|---|---|
sb-* |
Essential | session / 1 year | Sign-in session for the private area. Without it you stay logged out. |
consent |
Essential | 6 months | Remembers your choice on this banner, so it is not asked on every page. |
ref |
Essential | 90 days | Attributes the visit to the promoter or campaign that brought you here, so the commission can be credited. |
vid |
Statistics | 2 years | Random browser identifier, used to count each visitor only once. |
src |
Statistics | 90 days | Where you first came from (search engine, social network, campaign). |
The site loads its typefaces from Google Fonts, which means your IP address reaches Google's servers. We use no advertising pixels, no Google Analytics, and we share no browsing data with advertising networks.
You can also delete or block cookies from your browser settings; blocking the essential ones stops features such as staying signed in from working.
10. Your rights
At any time you may ask us for access to your data, rectification, erasure, restriction of processing, portability, and you may object to processing based on our legitimate interest (Arts. 15-22 GDPR). Where processing is based on consent, you may withdraw it without affecting what was done beforehand.
Write to privacy@veniceaiexpo.ai: we reply within one month. If our answer does not satisfy you, you may turn to the Italian Garante per la protezione dei dati personali (garanteprivacy.it) or to the authority of the country where you live.
11. Security
The site is served over HTTPS only. Passwords are stored encrypted by the authentication provider. Access to data is limited to those who need it to work on the event. Should a breach occur that puts your rights at risk, we will tell you and notify the supervisory authority within the legal deadlines.
12. Minors
The site is not aimed at people under 16 and we do not knowingly collect their data. If we notice we have received any, we delete it. Anyone with parental responsibility can report this to the address above.
13. Changes
If anything changes we update this page and the date below. When a change concerns purposes or providers that affect your rights, we say so with a notice on the site and, if we have your address, by email.
Last updated: 2026-08-21