Privacy Policy

Effective Date: 23/07/2026

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1. Introduction

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Welcome to BrainHackathon.ai (“we”, “us”, or “our”).

We value your privacy and are committed to handling your personal information responsibly and transparently.

This Privacy Policy explains how we collect, use, and protect your data when you: visit our website, participate in AI ecosystem education sessions, hackathons, or MVP prototyping, schedule meetings, or interact with our AI tools and platforms (collectively, the “Services”).

By using our Services, you agree to this Privacy Policy. For additional information on your obligations, rights, or dispute resolution, please see our Terms & Conditions and Legal Notice & Imprint.

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2. Information We Collect

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a. Information You Provide

You may provide personal information such as:

• Contact details: Name, email, and other details when registering, subscribing, or contacting us.
  
• Project data: Information shared or generated while using our AI tools or submitting hackathon entries.
  
• Scheduling data: Details provided when booking meetings via Calendly, including name, email, and preferred time.‍
• Recruitment data: Name, email, CV/resume, cover letter, and any other information you submit when applying for an open position via our Careers page.

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b. Information Collected Automatically

When you browse our website, we may automatically collect:

• Device and browser information (type, version, operating system).
  
• IP address and general location.
  
• Website usage data, including pages visited and time spent.
  

This information helps us maintain security, performance, and usability.

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3. Cookies and Tracking Technologies

We use Cookiebot to manage consent and categorize cookies (see Section 5 for details on the data Cookiebot itself processes).

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a. Use of Cookies

We use cookies to ensure basic functionality and enhance your experience. Cookies help us remember preferences, improve site navigation, and measure website performance.

Cookiebot classifies cookies on our website into the following categories:

• Essential cookies: Required for basic website functionality.
  
• Preferences cookies: Remember your choices and settings.
  
• Analytics cookies: Help us understand usage patterns and improve our AI-powered experience, delivered via Google Tag Manager, which may load tools such as Google Analytics.
  
• Marketing cookies: Used to support personalized content and advertising.

The current list of cookies actually present on our website, together with their purpose and duration, is available in the cookie declaration accessible through the Cookiebot banner.

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b. Managing Cookies

Non-essential cookies are set only after your consent via Cookiebot.

You can review or change your preferences at any time using the Cookiebot banner or settings panel.

Disabling cookies may limit certain website functionality or personalized experiences.

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4. How We Use Your Information

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We process your data based on consent, contractual necessity, or legitimate interests to:

• Operate and maintain BrainHackathon.ai and provide access to our AI tools and hackathon features.
  
• Schedule and manage meetings via Calendly.
  
• Improve user experience and website performance.
  
• Respond to inquiries and provide support. Evaluate job applications and manage recruitment communications.
• Comply with legal and regulatory obligations.
• Send newsletters and marketing communications to those who have subscribed to receive them.

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5. Data Sharing and Disclosure

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We do not sell or trade your personal data. We only share information when necessary to provide or improve our Services.

Specifically:

• Google Sheets: Internal workflow automation (registration forms, project data, contact requests), acting as a data processor under our instructions and a GDPR-compliant DPA.
• ‍HubSpot: Сustomer relationship management platform. We use HubSpot to manage enquiries and communications submitted through forms on our website, including contact requests, meeting bookings, and job applications, as well as to send email communications to people who have subscribed to receive them; acting as a data processor under our instructions and a GDPR-compliant DPA. ‍
• AI Platforms: Claude by Anthropic, ChatGPT by OpenAI, Gemini by Google, and Copilot by Microsoft, used to support internal operations such as content drafting, research, and workflow automation. Data submitted to these platforms is handled in accordance with each provider’s own terms of service and privacy policy.

• Cookiebot: Manages the cookie consent banner described in Section 3. Processes only the minimum data needed to serve the banner and record your consent choice; does not retain personal data beyond this. Governed by Cookiebot’s Data Processing Agreement.
• Webflow: The website hosting and forms platform BrainHackathon.ai runs on, including the technical data described in Section 2b; processed under Webflow’s Data Processing Agreement, automatically incorporated into their Terms of Service.
  

• Calendly: Scheduling meetings; processed under their Privacy Policy and GDPR-compliant DPA.
• Google Tag Manager / Analytics: Used to measure website usage and improve the Services; governed by Google’s own terms of service and privacy policy.

• Marketing cookies: These involve third-party advertising and content providers. The specific providers active on our website at any given time are identified in the cookie declaration accessible through the Cookiebot banner.

These integrations support the operation of BrainHackathon.ai. We select providers that offer appropriate data protection safeguards.

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6. Data Retention

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We retain personal data only as long as necessary to:

• Provide Services and maintain operational records.
  
• Comply with legal obligations.
  
• Resolve disputes and enforce agreements.

For job applications specifically: we retain your data only for as long as necessary to evaluate your application for the role you applied to.

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7. Data Security

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We implement appropriate technical and organizational measures to safeguard your data, including HTTPS encryption, secure access controls, and limited data retention.

While we take all reasonable precautions, no online service is completely risk-free. We continuously monitor and improve our security measures to protect your data against unauthorized access, loss, or misuse.

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8. Your Rights (GDPR & CCPA)

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Depending on your location, you may have the following rights:

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For EU residents (GDPR):

• Access: Obtain a copy of personal data we hold.
  
• Correction: Request correction of inaccurate or incomplete data.
  
• Deletion: Request deletion (“right to be forgotten”).
  
• Restriction: Limit how we process your information.
  
• Objection: Object to processing based on legitimate interests.
  
• Portability: Request your data in a machine-readable format.
• Complaint: Lodge a complaint with your local data protection supervisory authority.
• Withdraw consent: Where processing is based on consent, withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.
  
  

For California residents (CCPA):

• Know what categories of personal data we collect and the purposes.
  
• Request deletion of your personal data.
  
• Opt-out of data sales (we do not sell personal data).
  

To exercise your rights, contact us at hi@brainhackathon.ai.

We respond to verified requests within one month, as required by applicable data protection law.

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9. International Data Transfers

Data may be processed on servers within the EU or, when necessary, in other jurisdictions (e.g., Calendly, Google Sheets, HubSpot, Webflow, and Google Tag Manager/Analytics). Transfers outside the EU through these tools are safeguarded using Standard Contractual Clauses approved by the European Commission or equivalent measures to ensure GDPR compliance.

Data submitted to the AI platforms listed in Section 5 may also be transferred outside the EU. These transfers are governed by each provider's own terms of service and data protection practices. Providers associated with marketing cookies may also transfer data outside the EU; these providers are identified in the cookie declaration accessible through the Cookiebot banner.

By using our Services, you consent to these transfers as necessary to provide the platform.

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10. Children’s Privacy

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Services are intended for individuals aged 16 and older (or as allowed by local law).

We do not knowingly collect personal data from minors.

If you believe that a child has provided us with personal information, please contact us at hi@brainhackathon.ai, and we will promptly delete such data in accordance with applicable laws.

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11. Updates to This Policy

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We may update this Privacy Policy to reflect changes in practices or laws.

Updated versions will be posted here with a new Effective Date.

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12. Contact Us

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For questions, concerns, or data requests:

Email: hi@brainhackathon.ai
Website: https://brainhackathon.ai

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