Privacy Policy

Last Updated: December 25, 2025

Women Defining AI Inc. ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our membership platform.

By accessing or using our platform, you agree to this Privacy Policy. If you do not agree, please discontinue use of our services.

1. Information We Collect

1.1 Information You Provide

We collect information you provide directly when you:

  • Create an account (name, email address, password)
  • Complete your member profile (bio, location, LinkedIn URL, professional interests)
  • Purchase a membership (billing information processed by Stripe)
  • Submit resources or create events
  • Communicate with us via email or support channels
  • Participate in community activities, events, or surveys

1.2 Automatically Collected Information

When you access our platform, we automatically collect:

  • Log data (IP address, browser type, operating system, pages visited, access times)
  • Device information (device type, unique device identifiers)
  • Usage data (features used, interactions, preferences)
  • Cookies and similar tracking technologies (see Section 6)
  • Geolocation data (if you choose to provide a location in your profile, we derive approximate coordinates for display on the member directory map; providing location is optional, and on public pages, location data is anonymized and shown only in aggregate)

1.3 Third-Party Information

We receive information from third-party services:

  • Clerk (Authentication): User profile data, authentication logs
  • Stripe (Payments): Payment status, subscription details (no full card numbers stored)
  • Luma (Events): Event RSVP data, attendance information
  • Vimeo (Video Hosting): Video viewing analytics
  • Google Analytics: Aggregated website usage metrics
  • PostHog (Product Analytics): Member portal usage analytics and session recordings

2. How We Use Your Information

We use your information for the following purposes:

  • Account Management: Create and maintain your account, authenticate access
  • Membership Services: Process payments, manage subscriptions, provide member benefits
  • Community Features: Display your profile in the member directory (with your consent), enable networking
  • Content Delivery: Provide access to resources, events, and gated content
  • Communications: Send transactional emails, membership updates, community announcements
  • Platform Improvement: Analyze usage patterns, improve features, develop new offerings
  • Security: Detect fraud, prevent abuse, protect user safety
  • Legal Compliance: Comply with legal obligations, resolve disputes, enforce agreements

3. How We Share Your Information

What We Do NOT Do With Your Data

  • We do NOT sell your personal information to third parties
  • We do NOT share your data for targeted advertising or allow third parties to use your information for their own marketing purposes
  • We do NOT build profiles about you to sell to advertisers or data brokers
  • We do NOT use your data beyond what's described in this policy

We share information only in the following limited circumstances:

3.1 Service Providers

We work with trusted service providers to operate our platform. These providers only access your data as needed to perform their services:

  • Authentication: Clerk (secure login and account management)
  • Payments: Stripe (PCI-compliant payment processing)
  • Events: Luma (event registration and RSVPs)
  • Video: Vimeo (member-only video content)
  • Email: Mailchimp (newsletters and updates)
  • Community: Slack (member workspace)

All service providers are contractually required to protect your data, use it only for the services they provide to us, and delete it when no longer needed.

3.2 Member Directory

If you opt in to be visible in the member directory, your profile information (name, bio, location, LinkedIn URL, expertise) will be visible to other authenticated members. You can control your visibility at any time in your profile settings.

3.3 Slack Community

We operate a Slack workspace for member community engagement. When you join our Slack workspace:

  • Your email address is used to look up your Slack profile for tagging in course reflections
  • If you choose to share course reflections, they are posted to community channels visible to other workspace members
  • Automated notifications about new members, events, and resources are posted to community channels

3.4 Email Communications

When you become a member, your email address and name are synced to our Mailchimp account to send you welcome emails, community updates, and membership-related communications. You can unsubscribe from marketing emails at any time via the unsubscribe link in any email.

3.5 AI-Powered Features

Community leaders have access to AI-powered content generation tools (via Gumloop). When using these features:

  • Prompts you submit may be saved and shared with other community leaders for reuse
  • Generated content is created using third-party AI models (Google Gemini)
  • Do not include personal or sensitive information in AI prompts

3.6 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect our rights, property, or safety.

3.7 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

4. Data Security

We implement industry-standard security measures to protect your information:

  • Encryption in transit (HTTPS/TLS) and at rest
  • Regular security audits and vulnerability assessments
  • Access controls limiting data access to authorized personnel
  • Secure authentication via Clerk with multi-factor authentication support
  • Payment data handled exclusively by PCI-compliant Stripe (we never store full card numbers)

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Your Rights and Choices

You have the following rights:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Update or correct inaccurate information via your profile settings
  • Deletion: Request deletion of your account and associated data
  • Portability: Request a machine-readable copy of your data
  • Opt-Out: Unsubscribe from marketing communications (transactional emails still apply)
  • Directory Visibility: Control whether your profile appears in the member directory
  • Cookie Preferences: Manage cookies via your browser settings

To exercise these rights, please contact us at privacy@womendefiningai.org.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Maintain your session and authentication state
  • Remember your preferences and settings
  • Analyze usage patterns and improve our platform
  • Prevent fraud and enhance security

6.1 Analytics Tools

We use the following analytics services:

  • Google Analytics 4: For public website pages, we use Google Analytics to understand how visitors find and use our site. We implement Consent Mode, which means analytics cookies are only set after you accept them via our cookie banner.
  • PostHog: For authenticated member portal pages, we use PostHog to understand how members use our platform features. This includes optional session recordings to identify usability issues. All form inputs are automatically masked, and payment forms are completely blocked from recording. PostHog respects browser Do Not Track settings. To opt out of session recordings, enable Do Not Track in your browser settings.

6.2 Your Choices

When you first visit our site, we display a consent banner allowing you to accept or decline analytics cookies. You can also control cookies through your browser settings or enable Do Not Track in your browser. Note that disabling cookies may limit your ability to use certain features.

7. Data Retention

We retain your information for specific periods based on the type of data:

  • Account and profile data: Duration of your membership plus 30 days after cancellation
  • Payment and billing records: 7 years (required for tax and legal compliance)
  • Security and audit logs: 90 days
  • Analytics data: 26 months (aggregated and anonymized)
  • Email communications: Until you unsubscribe, then removed within 30 days

When you request account deletion, we will delete or anonymize your personal information within 30 days, except for records we are legally required to retain (such as payment records for tax purposes).

8. Children's Privacy

Our platform is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws.

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected, used, and shared
  • Right to delete personal information (with certain exceptions)
  • Right to opt-out of the sale of personal information (we do not sell data)
  • Right to non-discrimination for exercising your privacy rights

To exercise these rights, contact us at privacy@womendefiningai.org.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

  • Updating the "Last Updated" date at the top of this policy
  • Sending an email notification to your registered email address
  • Displaying a prominent notice on our platform

Your continued use of the platform after changes become effective constitutes acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Women Defining AI Inc.
Email: privacy@womendefiningai.org
For general inquiries: info@womendefiningai.org

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