Privacy Policy

1. Who we are

Society AI is a membership platform at society-ai.org. Here you can create an account, complete a profile, use the forum, join events, show a member card, and issue or check e-certificates.

The platform operator is responsible for processing data on this site. For questions about data, write to privacy@society-ai.org.

2. Who this policy covers

This policy applies to site visitors, account holders, paying members, event organizers, and anyone who uses the public verification page. Using Society AI means you have read this policy.

3. Data we collect

We only collect data needed for the service to run.

• Account data: name, email, hashed password, institution, system role, and account status.
• Profile data: titles, job title, city, province, address, bio, expertise, public links, photo, banner, and academic IDs such as NIDN, ORCID, SINTA, or Scopus if you add them.
• A WhatsApp number, if you provide one. It is stored encrypted and is not shown on public pages.
• Membership data: plan, billing cycle, 16-digit member number, start date, and end date.
• Payment data: amount, status, vouchers, transfer proof, and references from the payment provider. We do not store full card numbers.
• Event data: registration, e-tickets, check-in, and e-certificates.
• Forum data: posts, replies, likes, saves, and reports.
• Technical data: session cookies, security tokens, IP address, device type, and access logs needed for security.

We do not buy contact lists from outside parties to import into Society AI.

4. How the data is used

Data is used to run accounts, show profiles, issue cards and e-certificates, process dues, send sign-in codes and service notices, moderate the forum, manage events, prevent abuse, and meet legal duties, including financial records.

Processing is based on your consent, the need to perform the service agreement, legal duties, and the operator’s legitimate interest in keeping the system safe. We do not use legitimate interest to override rights that must be protected.

We do not sell personal data. We do not use your data for third-party advertising.

5. Cookies

Cookies are small files in your browser. Society AI uses:

• Required cookies: sign-in session, security token, and the cookie-choice record. Without these the site cannot run safely.
• Optional cookies: only if you press Accept. We do not currently run third-party analytics or ads. If we add them later, those cookies will run only after you agree.

You can choose Accept or Necessary only. That choice is stored for up to 180 days. Required cookies stay on even if you choose Necessary only. Clearing cookies in your browser brings the banner back, and may sign you out.

6. Data other people can see

The public verification page shows membership status that is meant to be checked by others: name, member number, status, and organization role, if there is one. WhatsApp, address, and other private data are not opened on that page.

The member directory is only for signed-in users who meet the rules. The name, photo, institution, and a profile summary can appear there, depending on profile settings. Organizers can feature or hide a profile from the directory if that is needed for community order.

The member card, QR code, and verification link are designed to be shared by the owner. If you share them, other people can open that verification page.

7. WhatsApp between members

WhatsApp numbers are not written on the profile page. Eligible members can be sent into a WhatsApp chat without seeing the number on the site. Society AI does not control, store, or take responsibility for the content of WhatsApp conversations.

8. Payments

Dues can be processed through a payment gateway, currently Midtrans, or through a bank-transfer confirmation reviewed by organizers. Card data, OTPs, and payment channels are handled by the provider under its own policy. Society AI only receives the status and references needed to activate or reject a payment.

9. Other parties who help us

We use other parties only as needed: hosting and databases, email delivery, payment gateways, and icon libraries on the page. They may use data only for the work we ask them to do. We do not give them permission to sell member data.

10. Storage and security

Data is kept while the account is alive, plus a reasonable time afterwards for security, disputes, and legal duties. Payment records may be kept longer to meet bookkeeping rules.

Passwords are stored as hashes. WhatsApp numbers are encrypted. Staff access is limited by role. No system is perfect. If an incident creates a high risk to your data, we will notify you as required.

11. Your rights

You can view and correct data on the profile page. You can ask for a copy of your data, a restriction, or account deletion. Deletion is requested from the profile, then reviewed by organizers. An account with active membership cannot be deleted until that membership ends or is cancelled under the membership rules.

Some data cannot be deleted at once, for example dues records that must be kept, e-certificates already circulating on verification pages, or security logs. Requests that break the law, harm other people’s rights, or damage the integrity of the system can be refused, with a clear reason.

To withdraw optional cookie consent, choose Necessary only on the banner after optional cookies are cleared, or write to privacy@society-ai.org.

12. Children

Society AI is for people aged 18 and over. We do not knowingly collect data from children under 18. If that happens, we will delete the related account once we know.

13. Changes

We may update this policy if the service or the law changes. The version that applies is the one on this page. If a change is important, we may post a notice on the site. Using Society AI after an update means you accept the latest version.

14. Contact us

For personal-data questions, email privacy@society-ai.org. For account or dues questions, use the channels inside the member space. The main law we follow is the law of the Republic of Indonesia, including the Personal Data Protection Law.