Privacy Policy

1. Introduction 

AI on the Ballot (“AOB,” “the Program,” “we,” “us,” or “our”) is a non-partisan program of Regulating AI, a 501(c)(3) organization headquartered in Reston, Virginia (“Regulating AI,” “the Organization”). This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website, engage with our content across our distribution platforms, subscribe to our newsletter, participate in our podcast and video series, or otherwise interact with the Program.

This Policy applies to all individuals who interact with AOB, including website visitors, newsletter subscribers, podcast and video listeners/viewers, and Program participants such as candidates, elected officials, policy experts, and other guests (collectively, “Participants”).

AOB does not engage in any campaign finance activity, political fundraising, voter targeting, or partisan advocacy. This Policy should be read alongside our editorial standards, which guarantee non-partisan, equal-access treatment to all candidates featured in a given race.

2. Information We Collect

2.1 Personally Identifiable Information 

When you participate in our Program, subscribe to our newsletter, submit an inquiry, or request to appear as a guest, we may collect personally identifiable information including your name, email address, mailing address, phone number, occupation, professional title, and other information you choose to provide. We do not request or require disclosure of political party affiliation as a condition of participation. If political affiliation is disclosed voluntarily — for example, as part of a guest’s publicly held office — it is treated as professional biographical information, not as data used for political targeting or profiling. 

2.2 Content and Recording Information 

If you appear on our Program as a guest, we collect and retain audio and video recordings of your participation, including your statements, appearance, and publicly available biographical information relevant to your role. This content may be edited, distributed across our platforms (including YouTube, Spotify, Apple Podcasts, LinkedIn, Instagram, and X), and made available to our audience, press, and the public. 

2.3 Passive and Technical Information 

When you visit our website or engage with our content, we and our service providers automatically collect certain technical information about your device, including IP address, browser type, operating system, referring URLs, pages visited, and time and date of visits. We use cookies and similar tracking technologies to collect this information, as described in Section 8 below. 

2.4 Categories Under State Privacy Law 

For purposes of applicable state privacy laws, including the California Consumer Privacy Act as amended by the California Privacy Rights Act (“CCPA”) and the Virginia Consumer Data Protection Act (“VCDPA”), the categories of personal information described above may constitute “personal information” or “personal data.” We do not knowingly collect or process “sensitive personal information” as defined under the CCPA (such as precise geolocation, government identification numbers, or health information) except where a Participant voluntarily discloses such information in the course of an on-the-record appearance. 

3. Use of Information 

We use the information we collect for the following purposes:

• To facilitate participation in our Program and related events 
• To produce, edit, and distribute content across our platforms
• To send newsletters, updates, and communications about our programs
• To analyze audience engagement and Program effectiveness
• To comply with legal obligations and enforce our policies
• To improve our platform, services, and user experience
• To conduct research related to AI governance and public policy

We do not use personal information to build political profiles, to support voter targeting or political advertising on behalf of any campaign, party, or political committee, or for any partisan fundraising purpose. 

4. Data Sharing and Disclosure

We do not sell your personal information, and we do not “share” personal information for cross-context behavioral advertising as that term is defined under the CCPA. We may share information with: 

• Third-party service providers who assist us in operating our website and platforms (e.g., hosting, email delivery, analytics) 
• Media distribution platforms (YouTube, Spotify, Apple Podcasts, LinkedIn, Instagram, X) for the purpose of publishing Program content 
• Analytics providers to help us understand audience engagement, on an aggregated or pseudonymized basis where feasible 
• Law enforcement or government agencies when required by law or legal process 
• Other parties with your explicit consent 

ELECTION AND CAMPAIGN DATA CLAUSE — AOB does not transmit, license, sell, or otherwise share Participant or audience personal information with any political campaign, candidate committee, political action committee (PAC), party committee, or political consulting firm for fundraising, voter contact, or political advertising purposes. Participation in the Program does not constitute, and is not contingent upon, any campaign finance transaction. Appearances on AOB do not constitute an endorsement by Regulating AI, by AOB, or by any guest of any other guest, candidate, or party, and AOB does not coordinate content with any campaign or political committee.

5. Content Publication and Participant Consent 

By participating in our Program as a guest, you consent to the recording, editing, publishing, and distribution of your likeness, voice, and statements across our platforms. Your participation may be promoted before and after your episode airs. We maintain the right to create short-form clips, promotional materials, and graphics from your appearance, consistent with the topic and format communicated to you in advance of recording. 

Consistent with our editorial standards, all Participants are provided the topic and themes of their conversation in advance of recording. We do not use ambush interview techniques or undisclosed topics. If a Participant identifies a factual inaccuracy in a published clip or transcript excerpt (for example, a misattributed quote or an editing error that materially changes the meaning of a statement), they may request a correction by contacting us using the details in Section 14. We will review such requests in good faith; corrections to underlying editorial content are made at our discretion consistent with journalistic standards and accuracy obligations, and this provision does not entitle a Participant to require removal of accurate, on-the-record statements. 

6. Data Security 

We implement appropriate technical and organizational measures to protect personal information from unauthorized access, disclosure, alteration, and destruction. However, no method of transmission over the Internet or method of electronic storage is completely secure, and we cannot guarantee the absolute security of information. 

In the event of a data breach affecting personal information in a manner that triggers notification obligations under applicable law, we will notify affected individuals and any required regulators in accordance with the timelines and methods required by applicable state and federal law. 

7. Retention of Information

We retain personal information for as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required or permitted by law. As a general guideline:

• Newsletter and inquiry contact information is retained for the duration of an active subscription or relationship, and for a reasonable period thereafter for legal and administrative purposes, after which it may be deleted upon request or as part of routine data minimization.
• Audio and video recordings of Program participants are retained indefinitely for archival, distribution, journalistic, and research purposes, consistent with the public-interest and historical-record nature of election-related programming.
• Technical and analytics information is retained in accordance with the retention practices of our analytics service providers, typically no longer than twenty-six (26) months from collection.

8. Cookies and Tracking Technologies 

We use cookies and similar technologies to operate our website, remember preferences, and understand how visitors engage with our content. These may include strictly necessary cookies (required for basic site functionality), analytics cookies (to help us understand site usage), and, where applicable, advertising cookies used for retargeting on third-party platforms. 

Where required by applicable law, we will present a cookie consent mechanism allowing you to accept or decline non-essential cookies prior to their use. You may also control cookies through your browser settings. Declining cookies may affect certain website functionality.

9. Your Privacy Rights

9.1 General Rights

Subject to applicable law, you may have the right to: 

• Access the personal information we hold about you
• Correct inaccurate personal information 
• Request deletion of your personal information, subject to legal and archival exceptions described in Section 7 
• Opt out of marketing communications at any time 

9.2 California Residents (CCPA/CPRA) 

If you are a California resident, you have the right to know what personal information we collect, to request deletion or correction of that information, to opt out of the sale or sharing of personal information (we do not sell or share personal information as defined under the CCPA), and to not be discriminated against for exercising these rights. You may submit a verifiable request using the contact details in Section 14. 

9.3 Virginia Residents (VCDPA) 

If you are a Virginia resident, you have the right to confirm whether we process your personal data, to access and correct that data, to request deletion, to obtain a copy of your data in a portable format, and to opt out of the processing of personal data for targeted advertising, the sale of personal data, or certain profiling. You may appeal a decision regarding your request by contacting us using the details in Section 14. 

9.4 European Economic Area, UK, and Other International Visitors (GDPR) 

If you are located in the European Economic Area, the United Kingdom, or another jurisdiction with similar data protection law, we process personal information on the basis of your consent (for example, newsletter subscription), our legitimate interests (for example, operating and improving our website and distributing public-interest journalistic content), or as necessary to comply with legal obligations. You have the right to access, correct, delete, or restrict the processing of your personal data, to data portability, and to object to processing based on legitimate interests. You also have the right to lodge a complaint with your local data protection authority. 

10. Children’s Privacy

Our Program and platforms are not directed to, and not intended for use by, individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18 without appropriate consent, we will take steps to delete such information promptly. Parents or guardians who believe their child has provided us with personal information may contact us using the details in Section 14.

11. International Users

Our Program is operated from the United States. If you are located outside the United States, your information will be transferred to, stored in, and processed in the United States, which may have data protection laws that differ from those of your country of residence. Where required by applicable law, we rely on appropriate safeguards for such transfers and will provide additional information about those safeguards upon request.

12. Third-Party Links and Platforms 

Our platforms may contain links to third-party websites and services, and our content is distributed on third-party platforms (including YouTube, Spotify, Apple Podcasts, LinkedIn, Instagram, and X). This Privacy Policy does not apply to third-party websites, services, or platforms, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of those platforms before providing your information to them.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the updated Policy on our website and revising the effective date above. Material changes affecting Participants’ previously recorded content will be communicated directly where feasible.

14. Contact Information

If you have questions about this Privacy Policy, our privacy practices, or wish to exercise any of the rights described above, please contact us at: 

Regulating AI 

AI on the Ballot Program 

Reston, Virginia, United States 

Email: John@knowledgenetworks.org 

We aim to respond to all verifiable privacy requests within the timeframes required by applicable law (generally within 45 days for CCPA and VCDPA requests, with available extensions as permitted by law).