AI Policy

This AI Policy explains where and how Terrapinn uses artificial intelligence (AI) in its interactions with you, and sets out the choices available to you. It should be read together with our Privacy Policy and General Terms & Conditions. Where this policy uses "we", "our" or "us", this means Terrapinn Holdings Limited.

  1. 1. Our approach to AI

    We use AI to help us communicate more efficiently, personalise our services, and improve the quality of our events. In doing so, we commit to the following principles:

    1. (a) Transparency: where you are interacting with an AI system rather than a Terrapinn team member, we will tell you this at the start of the interaction, in plain language;
    2. (b) Human oversight: our use of AI is designed and reviewed by our employees, and we do not use AI to make decisions about you that produce legal or similarly significant effects without human involvement; and
    3. (c) Proportionality: we use AI to support and improve our services, not to replace the judgement of our people where that judgement matters most to you.

    This policy will be updated as our use of AI develops. We encourage you to check back periodically.

  2. 2. Where we use AI

    1. 2.1 WhatsApp messaging

      We use WhatsApp as a communication channel with attendees, speakers, sponsors, and customers. An AI system may draft, triage, or respond to messages you send us on WhatsApp. Where you are interacting with an AI system rather than our employees, we will tell you this at the start of the conversation.

    2. 2.2 Email marketing

      We use AI tools to help personalise, draft, or select the content of marketing emails sent to you. This is a one-way communication and does not involve a live interactive AI system, so no in-message AI disclosure is required; this policy, and the corresponding entry in our Privacy Policy, is how we disclose this use. You can manage your marketing preferences at any time via the "subscription preferences" link at the bottom of our emails or our website, or by contacting us using the details in Section 5 below.

    3. 2.3 Data enrichment

      We and our service providers use AI tools to supplement or verify personal information we hold about you, for example, job title, company name, or industry sector, using the sources described in our Privacy Policy. This helps us keep our records accurate and relevant. This is not an interactive AI system, so no real-time disclosure applies; it is disclosed here and in our Privacy Policy as a data processing activity.

    4. 2.4 AI voice calling agents

      Calls to or from us may in some cases be conducted in whole or in part by an AI voice system rather than a human. Where this is the case, you will be told at the start of the call, before any substantive conversation, that you are speaking with an AI system, for example: "This is an AI assistant calling from Terrapinn. Is now a good time to talk?". This applies to both outbound and inbound calls, regardless of whether you are contacting us in a personal or business capacity.

    5. 2.5 MIMI – our AI interview agent

      After you register for a an event, you may be invited to complete an interview with MIMI, our AI interview agent. MIMI will tell you at the start of the interview that you are speaking with an AI system, not one of our employees.

      Information you provide to MIMI may be used by us to:

      1. (a) curate event content, including session topics and speaker selection;
      2. (b) power matchmaking and networking recommendations between attendees at the event; and
      3. (c) share your details, and a summary of your interview, with sponsors and exhibitors at the event as part of our lead-generation services to them.

      Where your interview information is shared with a sponsor or exhibitor under (c) above, it will be used by that sponsor or exhibitor in accordance with applicable data protection law and their own Privacy Policy, in the same way as described for badge scanning in our Privacy Policy.

      If you do not wish to participate in a MIMI interview, you may decline when invited, or contact us using the details in Section 5 below to have any interview data already collected deleted.

    6. 2.6 Recording and AI analysis of sales and production calls

      Calls between you and our employees may be recorded and analysed using AI tools, for training, quality, and business improvement purposes. Where a call may be recorded, we will tell you this at the start of the call. Analysis may include identifying discussion topics and, where applicable, sentiment or tone.

      Call recordings and any AI-generated analysis are retained in accordance with our data retention practices and are accessible only to authorised employees.

  3. 3. What we do not use AI for

    We do not use AI to make decisions about you that produce legal or similarly significant effects (for example, decisions materially affecting your access to our services) without meaningful human review. If our use of AI changes in a way that affects this commitment, we will update this policy.

  4. 4. Third parties and vendors

    Where third-party providers power the AI tools described in this policy (including our WhatsApp, email marketing, data enrichment, voice calling, MIMI, and call analysis tools), we require appropriate data processing arrangements to be in place with those providers, consistent with our Privacy Policy.

  5. 5. Questions and how to contact us

    If you have any questions about our use of AI, wish to opt out of a specific AI-enabled channel, or want to exercise any of your rights in relation to information collected via an AI system, please email Andrew Ewer at [email protected] or write to him at Terrapinn Holdings Limited, Wren House, 43 Hatton Garden, London EC1N 8EL, United Kingdom.

    Should you wish to take any complaints or queries further, you have the right to contact the Information Commissioner’s Office (or, if you are located in the EU, your local supervisory authority) regarding such issues.