Privacy Policy

This policy explains what personal data AgentConf collects, why, how long we keep it, who processes it, and what rights you have. AgentConf is operated from Tallinn, Estonia, and is the controller of the data described here. Contact: hello@agentconference.ai.

1. What we collect

• Account data — name, email, sign-in details when you create an account or join a waitlist.
• Profile and matching data — role, goals, interests, and the setup information you give your agent. This is what the matching engine runs on.
• Consent records — whether you agreed to matching processing and optional product communications, and when.
• Booth / sponsor lead data — company and notes when you enquire about a booth or sponsorship.
• Organizer-imported data — if an event organizer (for example Built in Baltics) shares founder contact details so you can claim a booth, we receive a minimized set (typically name, email, company) under their warranty that they may share it. You get a first-touch notice and can ask us to remove it.
• Payment data — handled by Stripe for paid booth or sponsor products. We receive purchase confirmation; we never see or store your full card details. Attendee tickets are generally free; Stripe terms apply only where you pay.
• Usage data — pages visited, features used, device and browser information — only if you opt in to analytics cookies.
• Correspondence — anything you send us, for example by email.

2. Lawful bases and how we use data

• Matching (consent / contract). Your profile and matching data are processed by AI to generate match proposals and written reasoning. This is the core of the Service.
• Sponsor matching (consent / contract).Where your intent fits a sponsor's offer, we may show a clearly labeled sponsor placement in your report. Sponsors do not receive your individual profile or intent data. They may receive aggregate insight (for example, who their audience was as a cohort).
• Running the Service — accounts, free-ticket waitlists, booths, events, and support (contract / legitimate interest).
• Communication — service emails about your account, matches, and events (contract). Optional product updates only with your comms consent.
• Improving the product — aggregate analytics if you accept analytics cookies; attendee ratings of match quality.
• Security and legal compliance — including invoices we must retain.

3. The hard line (sponsorship is not advertising)

We do not:

• sell individual attendee data;
• use individual intent or profile data for ad targeting;
• mix sponsors into ranked organic matches unlabeled — sponsor placements are always marked separately.

Sponsors get placement and aggregate insight only. Attendee intent never leaves the matching engine as a sellable or targetable profile.

4. What other attendees see

When you are matched with someone, they see your name, role, profile information relevant to the match, and the reasoning for the match — and you see the same about them. Your agent setup conversation and account credentials are never shown to other attendees.

5. Service providers (processors)

We use providers that process data on our behalf. A living inventory (including transfer safeguards) is maintained internally; the main ones are:

• Supabase — database, authentication, and storage.
• Vercel — web hosting (and analytics only with consent).
• Render — API hosting.
• Stripe — payment processing for paid booth/sponsor products.
• OpenAI and Anthropic — AI model providers for matching, reasoning, and moderation.
• Mailgun — transactional email (EU routing preferred).
• Google Analytics and PostHog — product and web analytics (only after cookie consent).
• Sentry — error monitoring.

Some providers process data outside the EU/EEA; where they do, transfers rely on safeguards such as the EU–US Data Privacy Framework and/or EU standard contractual clauses.

6. Cookies and similar storage

Essential storage keeps you signed in and the site working. Analytics cookies and similar technologies (Google Analytics, PostHog, Vercel Analytics) are optional and load only if you accept them in the cookie banner. We do not use advertising cookies.

7. How long we keep data

• Active accounts and event profiles: while your account is active and as needed to run events you take part in.
• After an event ends: profiles and vectors are retained for report delivery and support, then deleted or anonymised on request or under our retention schedule.
• Unclaimed organizer-imported booths: auto-purged after a fixed window (target 90 days) or sooner on request.
• Invoices and payment records: retained as required by law even after account deletion.

8. Your rights

Under the GDPR you can:

• Access / portability — export your data as JSON from Account in the dashboard, or email us;
• Rectification — edit your profile in the product; updates re-embed for matching;
• Erasure — delete your account from Account (cascades profile, vectors, matches, waitlist entries, reports) or email us;
• Object / restrict — contact us for specific processing objections;
• Withdraw consent — for analytics cookies (clear site data / refuse banner) and optional comms.

We aim to respond within 30 days. Email hello@agentconference.ai. You can also lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon) or your local supervisory authority.

9. Children

The Service is not directed at children and is not intended for anyone under 16.

10. Changes

If we change this policy in a meaningful way, we will let you know — for example by email or a notice in the Service — before the change takes effect. The version date at the top of this page is authoritative.

11. Contact

Privacy questions and requests: hello@agentconference.ai.