Privacy and Cookies Policy

1. Status and scope of this notice

This notice covers the Ethical AI Macedonia website, correspondence, participation requests and related initiative activities. The initiative is coordinated by its founders and is not presented as an already registered association.

Contact and participation forms are operational. Survey administration, optional communications and future activities may involve separate arrangements, which should be explained with the relevant activity.

2. Who is responsible for processing

Ethical AI Macedonia is an initiative founded and coordinated by Vladimir Boshnjakovski and Angela Angjelovska. They coordinate website enquiries and participation requests through the initiative mailbox, info@aimacedonia.org.

The founders’ law offices support the initiative. This does not mean that a website enquiry creates a lawyer–client relationship. If the organizational form or the responsibility for an activity changes, this notice will be updated.

3. Contact and correspondence address

Correspondence address: DTC Paloma Bjanka, Dame Gruev 16/10, 1000 Skopje, North Macedonia. This is the initiative’s correspondence address.

For correspondence, privacy questions or requests concerning personal data, email info@aimacedonia.org.

4. Data-protection principles

When the website becomes operational, personal data should be handled lawfully, fairly and transparently; collected for specified purposes; limited to what is necessary; kept accurate; retained only for an appropriate period; and protected through proportionate technical and organizational measures.

Access should be limited to people who need the information for the relevant initiative activity. New services should be reviewed before use so that the public notice reflects what actually happens.

5. Categories of information

Depending on how a person engages with the initiative, information may include:

• name, email address, telephone number and preferred means of contact;
• organization, professional role, sector and areas of expertise;
• the content of enquiries, feedback, correspondence and submitted documents;
• survey responses and research-related information;
• event invitations, attendance, speaker information and organizational requirements voluntarily provided;
• approved biographies, photographs, affiliations and contribution credits;
• technical information generated when a website or external service is accessed, such as device, browser, security and server-log data.

Please provide only the information needed for the relevant purpose.

6. How information may be collected

You provide information when you send a website message, request participation, correspond by email, answer the company questionnaire or discuss collaboration. Hosting and email services also process the technical information needed to provide and protect those services.

7. How the website forms work

The contact form collects your name, email address, optional organization, enquiry category, optional principle group and message. Participation requests collect your name, email address, optional organization and note, and your agreement to event-related processing. The page language, page address and campaign source may accompany the submission.

Forms are processed on our Hostinger hosting and delivered through Hostinger Mail to info@aimacedonia.org. A copy is kept in the mailbox’s sent folder. The website does not publish submissions or keep a separate database of message contents.

Short-lived technical records help prevent spam and duplicate messages. They contain submission references, hashes, timestamps and a pseudonymized connection identifier, rather than message contents. Records older than 24 hours are removed when the form service next processes a request.

8. Contact, collaboration and feedback enquiries

We use your contact details and message to respond, consider feedback, discuss collaboration or handle the activity you requested. Comments on the principles remain within the initiative team unless publication is separately agreed.

A participation request does not confirm a place at the event. The team will contact you separately about attendance.

9. Company questionnaire and research

The company questionnaire is hosted by Google Forms. Visitors may open it directly or choose to load it on the Research page. The form currently requires Google sign-in. Its email-collection, response-access, export, storage and retention settings remain to be confirmed by the survey administrators.

Before findings are published, the initiative should determine whether reporting is anonymous, aggregated or attributable and should avoid publishing information that could identify a respondent or organization unintentionally. A survey-specific notice should accompany each future research round.

10. Events, speakers and participants

For invitation-only or public events, the initiative may need contact details, organization, role, attendance response, speaker biography, photograph and practical arrangements. Information would be used to issue invitations, coordinate the programme, communicate changes and document the event.

Photography, recording, participant lists and publication of speaker materials should be addressed in the relevant invitation or event notice. Accessibility, dietary or other potentially sensitive information should be requested only when necessary and retained no longer than needed.

11. Team, contributors and public profiles

The website may publish the name, role, professional biography, photograph, affiliation and defined contribution of founders, team members, advisers, speakers or project contributors. Publication should be agreed with the person concerned and should accurately distinguish an ongoing team role from a project-specific contribution.

Requests to correct or remove a profile will be assessed in light of the reason for publication, applicable rights, archival value and any legal obligation.

12. Purposes of processing

Information may be used to:

• answer enquiries and maintain correspondence;
• receive and assess comments on the principles;
• conduct and report company research;
• organize events, discussions and working groups;
• manage collaborators, speakers, contributors and partner relationships;
• publish agreed profiles, acknowledgements and materials;
• operate, secure, diagnose and improve the website;
• prevent misuse and protect the initiative, visitors and third parties;
• comply with applicable legal obligations and lawful authority requests;
• maintain appropriate records of the initiative’s work.

13. Legal grounds

The applicable legal ground depends on the activity. It may include consent for a defined optional use; steps taken at a person’s request; performance of an agreed arrangement; compliance with a legal obligation; or a legitimate interest in administering the initiative, responding to correspondence, safeguarding systems and documenting its work, where that interest is not overridden by the person’s rights.

Website use or acceptance of a general policy will not be treated as blanket consent for every purpose. Where consent is required, it should be specific, informed, demonstrable and capable of withdrawal.

14. Cookies, browser storage, analytics and technical logs

The initiative’s code does not currently add analytics, advertising or social-media tracking cookies. The informational notice uses the browser’s local storage only to remember that the visitor closed it, under the key ethical-ai-macedonia-cookie-notice-v1. Clearing browser data removes that preference.

Hostinger provides the website hosting and email service. It may process essential technical storage, security and server-log information needed to deliver and protect these services.

If optional analytics or marketing tools are added later, they should be identified here and blocked until any legally required choice is obtained. A preference panel should then provide equally clear accept and reject options and allow the choice to be changed.

15. External websites and embedded services

Links to the company questionnaire, partner institutions, professional profiles, maps and other resources open external services. Those services determine their own processing and provide their own privacy information.

The Contact page includes a Google map for the correspondence address. The questionnaire connects to Google only after a visitor chooses to load it. These services may process technical information under Google’s own policies. More information is provided in the Google services section below.

16. Recipients and service providers

Authorized initiative team members may access submissions to handle enquiries and events. Hostinger provides the website hosting and Hostinger Mail services used to process and deliver them. Website forms do not send your submission to a public comments service or an advertising platform.

Other research or event providers and partners may receive relevant information where necessary for the activity and explained to the person concerned. Personal data are not sold.

17. Public authorities and legal disclosures

Information may be disclosed where required by applicable law, a binding court or administrative order, or a lawful request from a competent authority. It may also be used or disclosed where reasonably necessary to establish, exercise or defend legal claims or to protect the rights, safety and security of the initiative, visitors or third parties.

Only information relevant to the lawful purpose should be disclosed.

18. International transfers

Hosting and email are provided by Hostinger. Google provides the separate map and questionnaire services described below. These providers may process data outside North Macedonia under their service arrangements and privacy information. No promise is made that all processing takes place exclusively in North Macedonia.

You may contact info@aimacedonia.org for information about the arrangements relevant to your enquiry or activity.

19. Retention and deletion

Messages are held in the initiative mailbox for handling enquiries, feedback, collaboration and participation requests. The team should review and delete correspondence when it is no longer needed, subject to any applicable recordkeeping or legal requirements. The website does not automatically delete correspondence from the mailbox.

Technical records used by the form service expire after 24 hours and are removed on subsequent use. Survey data, event materials, profiles and contribution permissions may need different retention periods appropriate to their purpose.

20. Security

The website uses HTTPS. The form handler validates submissions, limits repeated requests, uses a spam-detection field and prevents duplicate delivery of the same accepted request. Mailbox credentials and technical records are kept outside the publicly accessible website directory.

No online system can be guaranteed completely secure. Confidential client material, passwords, identification documents, health information or other highly sensitive information should not be sent through a general initiative form.

21. Children and sensitive information

The website is intended for professionals, organizations, researchers and members of the public interested in responsible AI; it is not designed as a service directed to children. If a future activity involves minors, a specific notice and appropriate safeguards should be prepared.

The initiative does not seek special-category or other sensitive personal data through the general contact route. If such information is genuinely required for an event, research or accessibility purpose, the collection and legal basis should be considered separately.

22. Individual rights

Subject to the circumstances and applicable law, a person may request information about processing and access to personal data; correction of inaccurate or incomplete data; erasure; restriction; data portability; or objection to processing based on legitimate interests or direct marketing.

Where processing relies on consent, you may withdraw it for the future without affecting processing that was lawful before withdrawal. For requests concerning your personal data, contact info@aimacedonia.org. Reasonable identity verification may be needed where appropriate.

23. Direct communications and marketing

The initiative does not currently operate a marketing mailing list through this prototype. If newsletters, event updates or similar optional communications are introduced, the subscription method, provider, frequency, legal ground and unsubscribe route should be explained before collection begins.

Operational replies to an enquiry or information necessary for an activity requested by the recipient are distinct from optional direct marketing.

24. Automated decision-making and profiling

The initiative does not currently use the website to make decisions producing legal or similarly significant effects solely through automated processing, and it does not intentionally profile visitors for advertising.

If future research or services introduce automated classification or scoring involving personal data, the purpose, logic, consequences and available safeguards should be addressed before use.

25. Questions, requests and complaints

For privacy questions or requests, contact info@aimacedonia.org. Identify the relevant activity and provide enough information to locate the record, without sending unnecessary identity documents or sensitive data.

Guidance is available from North Macedonia’s Agency for Personal Data Protection. The Agency also provides information about submitting a request to determine a violation of personal-data protection rights.

26. Updates and effective date

This notice was updated on 2 November 2026 when the website forms were connected to the initiative mailbox. It will be revised when the organization, providers, processing or activities change.

The effective date and significant changes should remain identifiable. Earlier versions should be retained where appropriate for accountability.

Contact the initiative →→