Privacy Policy

This Privacy Policy explains how AIONS – Artificial Intelligence Organization for the Next Generation of Surgeons (“AIONS”, “we”, “our”, “us”) collects, uses, stores, and protects personal data when you visit our website https://www.aions.ai, subscribe to our newsletter, or engage with our activities.

We are committed to protecting your privacy and complying with the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

Data Controller

The data controller is:

AIONS Secretariat
MI&T Srl – Centro Direzionale Bologna
Via Guelfa, 5 – 40138 Bologna, Italy
Email: secretariat@aions.ai
Phone: +39 051 220427

On behalf of AIONS, represented by the President.

Personal Data We Collect

We may collect and process the following categories of personal data:

  1. Contact Information – such as name, surname, email address, phone number, and organization, when you fill out forms on our website or subscribe to our newsletter.

  2. Membership Information – data provided when joining the AIONS Society, including professional details related to your field of expertise.

  3. Communication Data – content of emails or messages you send us.

  4. Website Usage Data – information on your interaction with our website collected through cookies and analytics tools (Google Analytics and Matomo).

  5. Newsletter Interaction Data – information on engagement with newsletters managed via Brevo.

Purposes of Processing

We process your personal data for the following purposes:

  • To manage your subscription to our newsletter and send relevant updates.

  • To provide access to our services, events, and membership benefits.

  • To analyze and improve our website and user experience through analytics.

  • To communicate with you in response to inquiries.

  • To comply with legal obligations and administrative requirements.

Legal Basis for Processing

The processing of personal data is based on:

  • Consent (Article 6(1)(a) GDPR) – for newsletter subscriptions, optional communications, and analytics cookies.

  • Contractual necessity (Article 6(1)(b) GDPR) – when you apply for membership or register for an event.

  • Legitimate interest (Article 6(1)(f) GDPR) – to ensure proper functioning of our website and internal administration.

  • Legal obligations (Article 6(1)(c) GDPR) – to comply with applicable regulations.

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, unless a longer retention period is required by law.

  • Newsletter data will be retained until you unsubscribe.

  • Analytics data is anonymized and stored only for statistical purposes.

  • Membership and event-related data are stored for the duration of your involvement and as required for administrative purposes.

Sharing of Data

We may share your personal data with:

  • Service providers such as Brevo (newsletter services) and analytics providers (Google Analytics, Matomo).

  • Event partners and organizers, only when necessary to manage registrations and logistics.

  • Regulatory or legal authorities when required by law.

We do not sell or rent your personal data to third parties.

International Transfers

Some of our service providers (such as Google and Brevo) may process data outside the European Economic Area (EEA). In such cases, we ensure that adequate safeguards (such as Standard Contractual Clauses) are in place to protect your personal data.

Your Rights

Under the GDPR, you have the following rights:

  • Right to access your data.

  • Right to rectification of inaccurate or incomplete data.

  • Right to erasure (“right to be forgotten”).

  • Right to restrict processing.

  • Right to data portability.

  • Right to object to processing.

  • Right to withdraw consent at any time (without affecting prior lawful processing).

To exercise these rights, please contact us at secretariat@aions.ai.

Data Security

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, loss, or misuse.

Updates to This Policy

We may update this Privacy Policy from time to time. Changes will be published on this page with a revised “Last Updated” date.

Contact Us

If you have any questions about this Privacy Policy or the processing of your data, you may contact:

AIONS Secretariat
MI&T Srl – Centro Direzionale Bologna
Via Guelfa, 5 – 40138 Bologna, Italy
Email: secretariat@aions.ai
Phone: +39 051 220427