Privacy Policy

Welcome! Thank you for being part of Vibe Space.

Vibe Space is a community and free online AI accelerator operated by AI TECH SPACE LLC ("Vibe Space", "we", "us", or "our"). When you visit our website, register for one of our events, fill out one of our forms, join our community channels, subscribe to our newsletter, or otherwise interact with us, you trust us with your data and information. We are committed to maintaining that trust.

This Privacy Policy ("Policy") explains, clearly and accessibly, how your information is collected, used, shared, and stored when you interact with Vibe Space through any of our surfaces (together, the "Services"), including:

our website at vibespace.so and its subdomains;
our in-person and online events, workshops, hackathons, demo days, and programs;
our forms, such as event registrations, program and speaker applications, sponsor and partner inquiries, surveys, feedback forms, and waitlists, whether hosted by us or by a third-party form or event platform;
our newsletter and other emails;
our community channels and social media presence, such as our Discord, WhatsApp, Telegram, and Slack groups, our LinkedIn, YouTube, X, and Instagram pages, and our groups on event platforms like Meetup;
direct messages and other conversations with our team on any of these channels; and
the internal tools we use to run all of the above.

By accessing or using the Services you acknowledge that you have read this Policy and understand how we will use your information and data.

This Policy is divided as follows to facilitate your understanding:

What information Vibe Space collects
How Vibe Space uses the collected information
Third-party platforms and community channels
How, when, and with whom Vibe Space shares your information
What rights you have regarding the information we collect
How Vibe Space protects your information
Updates to this Privacy Policy
Applicable law

This document should be read together with our Terms of Use. If you have any questions or need to deal with any matter related to this Policy, contact us via email at contact@vibespace.so.

1. Information We Collect

1.1 Information You Provide to Us

Event registration. When you register for a Vibe Space event, directly or through an event platform such as Luma, Eventbrite, Sympla, Partiful, or Meetup, we receive the information you give in that registration: typically your name, email address, and your answers to the registration questions for that event (for example, company, role, or professional profile links).
Forms. When you fill out one of our forms, such as a program or speaker application, a sponsor or partner inquiry, a survey, a feedback form, a waitlist, or a newsletter signup, we collect the answers you give. Depending on the form, this may include your name, email address, phone number, company, role, location, professional profile links, project and team details, and any other information you choose to include.
Messages and content in our community channels. When you join or take part in our community channels (for example, our Discord, WhatsApp, Telegram, or Slack groups, or our pages on LinkedIn, YouTube, X, or Instagram), we receive the information those platforms make available to group administrators, such as your username, display name, profile photo, and, on messaging apps like WhatsApp and Telegram, your phone number. We also receive the messages, posts, comments, reactions, files, links, and other content you share there.
Communications with Vibe Space. When you contact us or reply to us by email, direct message, or any other channel, we collect the content of your message, any information you choose to provide, and metadata such as the date and time of the communication.
Programs and submissions. When you take part in a program, hackathon, or demo day, or propose a talk, you may provide us with project details, demos, code or repository links, pitch materials, team information, and feedback.
Sponsors and partners. When you represent a company that sponsors or partners with us, we collect your business contact details and the information needed to manage the partnership.

1.2 Information Generated When You Interact With Our Services

Attendance. Whether your registration was approved, whether you checked in at an event, and similar attendance records.
Community activity. When you joined or left a community channel, and your activity in it, such as messages sent, reactions, and participation in calls or live sessions.
Access logs. Our hosting providers automatically record access logs, including IP address, date, and time, used to operate and secure the website.
Usage data. Information about your interactions with the website, our forms, and our content, such as pages viewed, links followed, form submissions, and the viewing statistics that platforms such as YouTube or LinkedIn report to us.
Device characteristics. Data about your device, such as operating system, browser, and language.
Email and message interactions. When we send you an email or message, our providers may tell us whether it was delivered, opened, or clicked, whether you replied, and whether you unsubscribed.
Cookies and similar technologies. Cookies are small text files stored in your browser. We use them to keep the website working, remember your preferences, and understand how the website is used.

1.3 Information From Other Sources

Publicly available professional information. We may add publicly available professional information, such as your company, role, location, public professional profiles (for example, LinkedIn or GitHub), and your company's website, to the information we hold about you, so that we can understand our community and invite people to relevant events.
Data providers and professional networks. We may receive business contact and professional information from data enrichment, lead data, and email verification providers. We use it to complete or correct the information we hold, and to find professionals who may be interested in our community.
Partners, co-hosts, and other members. Partners and co-hosts of an event or program may share registrations or introductions with us, and other members may refer you to us.

If we obtain your business contact information from these sources before you have interacted with us, we may contact you about our events and programs. Every such message offers a simple way to opt out.

1.4 Automated Processing and AI

We use automated tools, including AI models from third-party providers, to process the information described above. For example, we use them to summarize registrations and applications, classify roles and seniority, match the same person across platforms, and prioritize invitations. These tools help our team but do not make decisions with legal or similarly significant effects on you. You can ask us to review any automated result, as described in section 5.

2. How We Use Your Information

We value your privacy. All data and information about you are treated as confidential, and we use them only for the purposes described here or authorized by you.

2.1 Authorized Uses

We may use your data to:

Run our events and programs: manage registrations, applications, approvals, capacity, check-in, and event communications;
Operate and moderate our community channels, answer your messages, and enforce our community rules;
Review forms you send us, such as program and speaker applications and sponsor inquiries, and follow up on them;
Recognize the same person across the different platforms they registered on, so that we do not count, message, or invite you more than once;
Share your event registration with the sponsors, partners, and advertisers of that event, as described in section 4;
Communicate with you by email, our newsletter, or our community channels about future Vibe Space events, programs, opportunities, and community news that may interest you. Every such email includes a way to unsubscribe, and you can leave any channel at any time;
Introduce members to sponsors, partners, and opportunities that match their interests;
Prepare aggregated statistics about our community (for example, its size, roles, and engagement) for our sponsors and partners;
Send you messages regarding support or service, such as alerts, notifications, and updates;
Analyze traffic and engagement to improve our website, content, events, and channels;
Develop new services, programs, and features for our community;
Detect and prevent fraud, spam, and security incidents;
For any purpose that you authorize at the time of data collection;
Comply with legal obligations.

We will not use your data for purposes that are incompatible with the ones above without your prior authorization.

2.2 Data Deletion

All collected data will be deleted from our systems when you request it, through a free and simple procedure (email contact@vibespace.so), or when it is no longer necessary to provide our Services to you, unless there is another reason for its retention, such as a legal obligation or the need to protect the rights of Vibe Space. When you ask us to delete your data, we will complete the deletion within 30 (thirty) days and keep only the minimum record needed to honor your request (for example, so we do not email you again).

2.3 Monitoring

Vibe Space reserves the right to monitor the website and its applications, primarily to ensure that the rules described in our Terms of Use are being observed, and to prevent any violation or abuse of applicable laws.

3. Third-Party Platforms and Community Channels

We publish our events on third-party event platforms, including Luma, Eventbrite, Sympla, Partiful, and Meetup. When you register through one of these platforms, that platform's own terms and privacy policy also apply, and the platform shares your registration with us as the event organizer. We access these platforms only through accounts we own, and only for the events and groups we organize. Some of our tools connect to these platforms through their APIs; for example, our tools use the Meetup API to manage the Vibe Space Meetup group, but are not verified or endorsed by Meetup. Data we receive from any platform is handled as described in this Policy.

Our community channels are hosted on third-party platforms, such as Discord, WhatsApp, Telegram, Slack, LinkedIn, YouTube, X, and Instagram, and the forms we use may be hosted by third-party form providers. Each platform's own terms and privacy policy also apply when you use it. Content you post in a group space is visible to the other members of that space, and Vibe Space is not responsible for what other members do with it. We may moderate or remove content that breaks our Terms of Use.

We do not sell your personal data.

Event sponsors, partners, and advertisers. Our events are free because companies sponsor them. When you register for a Vibe Space event, we may share your registration with the sponsors, partners, and advertisers of that event: your name, email address, company, role, professional profile links, your answers to the event's registration questions, and whether you attended. They may use this information to contact you about their products, services, and opportunities, under their own privacy policies. This applies to registrations from every platform we use. If you do not want your registration shared, email contact@vibespace.so before the event and we will leave you out of the lists we share.

Aggregated information. We may share aggregated or de-identified statistics about our community, such as its size, roles, companies, and engagement, with sponsors, partners, and prospective sponsors. This information does not identify you.

Other members. Content you post in our community channels, and the information you choose to show on those platforms, is visible to the other members of that channel.

Service providers. Vibe Space may share the information it collects with service providers that help us operate the Services, for example hosting and database, email delivery and newsletters, forms, event and community platforms, CRM, data enrichment and email verification, analytics, and AI model providers. These providers are located in countries including Brazil, the United States, Portugal, Canada, and the United Kingdom. These providers may use your information only to provide their services to us. The sharing of information will occur anonymously whenever possible, aiming to preserve your privacy.

If Vibe Space is involved in a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction, and this Policy will continue to apply to it.

Vibe Space may also provide your data if legally required to do so by a court order, if necessary to comply with applicable laws, or if you expressly authorize it.

5. Rights of Data Subjects

You always have the option not to disclose your data to us, but some of this data may be necessary to register for our events or use our Services. Regardless, you always have rights regarding privacy and the protection of your personal data, including under the laws of the United States, the European Union (GDPR), and Brazil (LGPD) where they apply.

Below we summarize the rights you have under data protection laws:

Right of access. You can request and receive a copy of the personal data we hold about you.
Right of rectification. You can request the correction of your personal data at any time if you find that some of it is incorrect. To make the correction effective, we may need to verify the data you provide to us.
Right of deletion. You can request the deletion of the personal data we hold about you, as described in section 2.2.
Right to object to processing. You can object to where and in what context we process your personal data. In certain situations, we may show that we have legitimate reasons to process your data that override your rights, for example when they are essential to provide our Services.
Right to request anonymization, blocking, or elimination. You can ask us to suspend the processing of your personal data: (a) if you want us to establish the accuracy of the data; (b) when you need the data to be retained even if we no longer need it, to establish, exercise, or defend legal claims; or (c) if you have objected to the use of your data and we need to verify whether we have legitimate reasons to use it.
Right to data portability. We will provide you, or a third party you choose, with your personal data in a structured and interoperable format.
Right to withdraw consent. You can withdraw your consent at any time, including by unsubscribing from our emails. This does not affect the lawfulness of processing carried out before the withdrawal.
Right to review automated decisions. You can request a review of decisions made solely by automated processing of your personal data that affect your interests.

We may need to request specific information from you to confirm your identity before acting on a request. This ensures that personal data is not disclosed to anyone who does not have the right to receive it.

We strive to respond to all legitimate requests within 5 business days. Occasionally it may take longer if your request is particularly complex or you have made multiple requests. In that case, we will keep you updated on the progress of your request.

To exercise any of these rights, contact us at contact@vibespace.so.

6. Information Security

All your data is confidential, and only authorized members of the Vibe Space team have access to it. Our systems require authentication, and access is limited to the people who need it to run our events and community. Data is encrypted in transit and at rest with our hosting providers, and credentials for third-party platforms are stored encrypted. If a security incident affects your data, we will notify you and, where required, the platforms the data came from.

At any time, you may request a copy of your data stored in our systems. We keep data only for as long as it is necessary for the purposes described in this Policy, for periods required by law, or to protect the legitimate interests of Vibe Space.

7. Updates to This Privacy Policy

Vibe Space may change this Policy when necessary to provide you with more security and convenience and to improve your experience. We indicate the date of the last update at the beginning of this document. If we make significant changes that require new authorizations from you, we will publish a new Policy and ask for your consent again.

8. Applicable Law

This document is governed by and must be interpreted in accordance with the laws of the State of Delaware, United States of America. The competent jurisdiction for resolving any issues arising from this document is the courts located in Dover, Delaware, with express waiver of any other jurisdiction, however privileged it may be.