Privacy notice

Who is responsible

The controller of the personal data described here is Vandri Robotics, razvoj fizične inteligence, d.o.o., Gubčeva ulica 8, 3210 Slovenske Konjice, Slovenia (VAT ID SI53181573), organiser of the Global Humanoid Species Summit.

For anything in this notice, including any of the requests described below, write to info@vandri-robotics.com.

What we collect, and why

Delegate applications.The application form asks for your organisation’s details; the names, roles, email addresses and telephone numbers of a primary and a technical contact; technical data about the robot; links to a demonstration video and photographs; and travel information, including how many people will travel, their nationalities and whether a Schengen visa is needed. We use it to run the open call, score applications, compose the floor, and — for selected delegations — to plan the venue, freight, power and visa letters.

Enquiries. If you write to us about press accreditation, sponsorship or anything else, we process what you send in order to answer.

This website. The site sets no cookies, runs no analytics and embeds no tracking. Our hosting provider processes standard server request logs, including IP addresses, to deliver and secure the pages.

Our legal bases

• Steps prior to a contract, and the contract itself (Article 6(1)(b) GDPR) — reviewing your application, issuing a decision, preparing the participation agreement, and, for a delegation that takes a seat, publishing the delegate material and the autonomy classification and filming the participation. Those are the terms on which a seat is held, not an optional extra, which is why the form asks you to confirm you understand them rather than asking for a consent we would then have to let you withdraw while keeping the seat.
• Legitimate interests (Article 6(1)(f)) — running the event safely, keeping the permanent public record of what was said and by which machine, answering enquiries, and securing this website. You may object to any of these.
• Consent (Article 6(1)(a)) — one thing only: being introduced to Summit sponsors who may support your participation. It is a single optional tick, it has no effect on how your application is scored, and you may withdraw it at any time by writing to us.

What becomes public

If your delegation is selected, the following is published: the organisation name, description and logo; the robot’s name, bio and photographs; and the autonomy classification under the Ljubljana Disclosure Standard, which also appears on the placard, in the printed programme and is read aloud before the first press question. This is a term of holding a seat, and the form asks you to confirm you understand it before you submit.

Contact names, telephone numbers, travel details, nationalities, opening positions on the motions and any request to be introduced to a sponsor are never published.

Do you have to answer?

Giving us this information is voluntary, but the questions marked required in the form are the ones the review panel scores against. Without them an application cannot be assessed, so in practice leaving them blank means it cannot be reviewed. Questions marked optional are exactly that, and skipping them costs you nothing.

If a question is a barrier for you rather than a choice — including the online form itself — write to us and we will take your application another way.

Who else sees it

• Members of the Organising Committee’s review panel, who score applications. At least two people read each application.
• Google Ireland Limited— the application form, the response spreadsheet it feeds, and our email and file storage all run on Google Workspace, as our processor. Both the form and the spreadsheet sit on the organisation’s shared drive, not a personal account.
• Vercel Inc. — hosting for this website, as our processor.
• Resend — delivery of the messages sent through the sponsorship and press forms on this site, as our processor. Nothing from the delegate application passes through it.
• The organiser of the IMPULZ Forum, for badging the human team members of confirmed delegations. Attendance registration for everyone else is made directly with the Forum, under the Forum’s own privacy notice.
• Summit sponsors, only if you tick the optional consent for an introduction.

Transfers outside the EEA

Our processors may process data outside the European Economic Area, in particular in the United States. Those transfers are covered by the European Commission’s Standard Contractual Clauses and the providers’ own supplementary measures. You can ask us for details.

How long we keep it

Applications and the correspondence around them are kept for 24 months after the edition they were submitted for, so that we can answer questions about a decision and run the next edition, and are then deleted or reduced to anonymous statistics. If you are invited and confirm, contract and accounting records are kept for the periods Slovenian law requires.

Material that was published as part of the Summit record — the delegate list, the disclosure register, the Ljubljana Declaration and its signatories, and the recordings of the panels — is intended to stay online permanently. That permanence is the point of the record, and it is what your publication and filming consents cover.

Your rights

You may ask us for access to your personal data, for it to be corrected or erased, for processing to be restricted, for a copy in a portable format, and you may object to processing based on our legitimate interests. You may withdraw the sponsor-introduction consent at any time, with no effect on your application and none on what was lawfully done before. Publication of the delegate material and filming of the session are terms of taking a seat rather than consents, so a delegation that does not want them should tell us instead of taking the seat — and can withdraw from the Summit at any point up to the day.

Write to info@vandri-robotics.com. We answer within one month.

You may also complain to the Slovenian supervisory authority: Informacijski pooblaščenec, Dunajska cesta 22, 1000 Ljubljana, gp.ip@ip-rs.si.

No automated decisions

Applications are scored and decided by people. There is no automated decision-making and no profiling within the meaning of Article 22 GDPR.