Terms & Conditions

AISAT (AI Strategy, Automation & Transformation) is a UK community for people putting AI to work. We run in-person meetups in London and Leeds, online sessions, and the Women that Use AI chapter, and we publish the AI Directory at aisat.uk.

These terms are an agreement between you and the organisers of AISAT (“AISAT”, “we”, “us”).

AISAT is not a registered company. It is run by its organisers, and your agreement is with them. If you need a postal address to send a formal notice to, email hello@aisat.uk and we will give you one.

By using this site, applying for membership, registering for an event or joining our WhatsApp group, you accept these terms. If you do not agree with them, please do not use the site.

Three other documents sit alongside this one and form part of these terms: our Privacy Policy, our Cookie Policy and our Code of Conduct. The Code of Conduct is the one we care about most.

Membership is free. To apply you must be 18 or over and able to enter into a binding agreement.

The application asks for your name, email address, LinkedIn profile and a short explanation of why you want to join, plus your company, job title and city if you want to share them. A LinkedIn profile is required, because it is the main way we check that an applicant is a real person working in or around this field. If you do not have one, email us and we will talk about it.

• Every application is read by a person. There is no automated screening, scoring or profiling. An organiser reads what you have written and makes the decision.
• Approval is at our discretion. We may decline an application without giving a detailed reason, most often because we cannot verify who someone is, or because the application reads as a sales prospecting exercise. A decline is not a judgement on you or your work.
• We aim to review applications within a few days, but we are volunteers with day jobs, so please allow a couple of weeks before chasing.
• Membership is personal to you. Do not share your account, and do not apply on someone else’s behalf.

If your application is declined you are welcome to apply again later, particularly if your circumstances have changed. We delete declined applications six months after the decision. See how long we keep things.

You sign in with a magic link sent to your email address, or with Google. We never see or store a password. That means the security of your AISAT account is really the security of your email or Google account, so please protect those accordingly.

• Treat sign-in links as you would a password: they let anyone who has them into your account until they expire. Do not forward them.
• Keep your details accurate. If you change jobs, update your profile and your directory listing. An out-of-date listing is worse than no listing.
• Tell us at hello@aisat.uk straight away if you think someone else has got into your account.
• You can delete your account yourself, whenever you like, from your security settings. You type delete my account to confirm, and the deletion is then scheduled for 30 days later. We unpublish your directory listing straight away, so the public site stops showing you within the minute, and we email you the date the rest goes.
• Nothing else is final until those 30 days are up. Sign in at any point before the date and a banner offers you a Restore my account button that cancels the whole thing; your listing stays unpublished until you choose to publish it again. If you would rather we did it for you, email privacy@aisat.uk and we will. What is deleted, what is anonymised and the two things we keep are set out in the Privacy Policy.

Which organisers can see your account

Not all of them, and not by default. Access to the back of the site is granted one permission at a time, and a grant can be tied to a single chapter, so the organiser running Leeds can be given the Leeds door list without also being given London’s. Anyone granted that access has seven days to turn on two-factor authentication; miss the window and the grant lapses and holds nothing until it is granted again. Both rules are enforced in the database rather than only in the site, so a session that has not completed the second factor cannot read member data at all.

The AI Directory is a public listing of AISAT members and member companies. Anyone can read it, including people who are not members, and search engines index it. Only approved members can create a listing, and you may hold one listing at a time.

Accuracy is your responsibility

Everything you publish must be true, current and yours to publish. That includes your role and employer, your company’s size and registration number, the services you offer, your availability, and anything you say about past work.

• Do not claim clients, certifications, partnerships or results that you could not evidence if asked.
• Do not imply that AISAT has vetted, endorsed, accredited or recommended you. Being in the directory means an organiser checked that you are a real member; it is not a quality mark.
• Describe case study outcomes honestly, including where the results were modest. Anonymise clients where your contract requires it.
• Keep your availability current if you are listed as open to work.

Review, editing and removal

Your first listing is reviewed by an organiser before it goes live. After that, edits you make publish immediately. We do not re-review every change, although we may look at any listing at any time.

We may make light-touch edits (formatting, obvious typos, tags filed under the wrong category), and we may unpublish or delete a listing that is inaccurate, misleading, promotional to the point of being spam, outside the scope of the community, or the subject of an upheld complaint. We will normally tell you first and give you a chance to put it right, unless leaving it up risks harm to someone.

We do not sell placement or ranking in the directory, and sponsoring an event does not buy a better listing. You can unpublish your own listing at any time from your dashboard, and there is a switch on the form that keeps a live listing out of search engines without taking it off the directory. Search engines may keep a cached copy for a while afterwards, which is explained in the Privacy Policy.

One label on a listing is not yours to give yourself. The Founder of AISAT badge is set by us, in the database, and the listing form will not offer it or accept it. There is exactly one founder, it is a claim about who built this, and a badge anybody could award themselves would mean nothing. It is not for sale, not part of any sponsorship, and not something an organiser will add on request.

You keep ownership of everything you submit: your listing text, images and logos, case studies, links and messages. Nothing here transfers your copyright to us.

By posting content you give AISAT a non-exclusive, worldwide, royalty-free licence to host, store, reproduce, resize, format, publish and display that content on aisat.uk and in communications that promote the community and its events. We may pass it to the service providers who run the site for us (our host, our database provider and our email provider) purely so that they can deliver it. We will not license your content to anyone else, sell it, or use it in advertising for a third party.

That licence lasts only as long as we are holding the content. It ends when you remove the content, and if you delete your account it ends in two steps, because the deletion happens in two steps: we unpublish your directory listing the moment you ask, so we stop publishing and displaying your content there and then, and the content itself is deleted with the account 30 days later. Either way the licence never covered copies that have already gone out (an email newsletter we have already sent, for example), copies held in routine backups until they age out, or copies made by search engines and other third parties that we do not control.

One kind of content comes down its own way, so the sentence above needs its own answer for it. Your own replies, and any thread you started yourself, each carry a Delete button, and the licence over one ends the moment you press it. If you cannot reach that button, because an organiser has already taken it down or you can no longer sign in to the account that posted it, the licence ends when you ask us to take it down, which we will do without asking you why, or when it is deleted with your account. Deleting a thread you started hides the replies other people wrote under it, because a reply is only public while its question is; those replies stay their authors’ own, and the licence you gave us over your question is what ends. That is the same promise the Privacy Policy makes, and it is what your consent to posting rests on, so the two documents are saying one thing rather than two.

When you post content you confirm that:

• it is yours, or you have permission to publish it;
• it does not infringe anyone’s copyright, trade marks or other rights;
• it does not contain confidential information belonging to your employer or a client;
• it does not contain other people’s personal data unless you have a proper basis for sharing it; and
• it is not unlawful, defamatory or deliberately misleading.

If you believe something on the site infringes your rights, email hello@aisat.uk with the page address and enough detail for us to identify the material. We will look at it promptly.

The AISAT name, logo, brand and the design and code of this site belong to us. Please do not reuse them without asking, although you are very welcome to link to us, and to say that you are a member.

When you use this site or take part in the community, do not:

• impersonate anyone, invent an employer, or use a false identity in your application or your listing;
• post anything unlawful, harassing, discriminatory, defamatory or deliberately deceptive;
• scrape, crawl or bulk-export the directory, member details or event listings, by hand or with software;
• harvest email addresses or contact details from the directory to build a marketing list, load people into a CRM, or feed a model or dataset without the permission of the people concerned;
• send unsolicited sales or recruitment messages to members you have found through AISAT (an enquiry about real, specific work is fine, mass outreach is not);
• probe, scan or test the security of the site, attempt to bypass access controls, or try to reach data that is not yours;
• upload malware, or use the site in a way that damages it or interferes with anyone else’s use of it;
• claim to speak for AISAT, or present your business as endorsed by or affiliated with us, without our written agreement; or
• resell or commercialise access to the community, the directory or our events.

How you behave at meetups, in online sessions and in the WhatsApp group is governed by the Code of Conduct, which goes into a good deal more detail and is worth five minutes of your time.

Our events are free to attend unless the event page says otherwise. Booking a place requires an approved AISAT membership, which is also free. Places booked before that rule took effect are unaffected: we have not cancelled anybody’s registration because the rules changed after they made it.

Booking, capacity and waiting lists

• Most events have a capacity set by the venue. Once it is reached, further registrations join a waiting list.
• If a place frees up we offer it to people on the waiting list in the order they joined. A waiting-list place is not a confirmed place, so please do not travel on the strength of one.
• Your registration is for you. If you cannot come and a colleague would like your place, ask them to register in their own name so that their badge and the attendee list are right.

Cancelling

There is no cancel button yet, so cancelling is a message rather than a click: reply to your confirmation email, or write to hello@aisat.uk, and we will free the place. You do not need to give a reason and it is never too short notice to bother.

Please do tell us if your plans change. Venues and sponsors pay per head for food and drink, and a no-show is a wasted place that someone on the waiting list would have taken. Repeatedly booking and not turning up may mean we decline future registrations.

Changes and cancellation by us

We may change the date, time, venue, speakers or format of an event, move it online, or cancel it, occasionally at short notice, because a venue or a speaker has fallen through. We will email everyone who has registered as soon as we know. We cannot reimburse travel, accommodation or time, so please do not book anything non-refundable purely in order to attend a free meetup.

Badges and the attendee list

When you register you are asked to agree to the following, and it is worth reading rather than ticking past:

The list covers that event only, and contains name, company and job title. It never includes your email address, your phone number, or any accessibility or dietary notes you have given us. The simplest way to stay off it is to leave the second tick-box unticked when you register: your place is confirmed either way. If you have already registered and changed your mind, email privacy@aisat.uk before the event or tell an organiser on the day, and we will leave you off.

The third question is separate again. Tick it and your name, company and job title appear on the public page for that event to say you are coming, with a link to the LinkedIn profile on your membership, where anyone can read them. Leave it unticked and you are counted on that page but not named. You can untick it yourself at any time from your bookings page and your name comes off at once. The full explanation is in the Privacy Policy.

At the venue

• Venues have their own rules. Some require photo ID or signing in at reception, and their security and fire procedures apply while you are in the building.
• Our in-person events are for people aged 18 and over, because most of our venues are licensed premises.
• We often take photographs and sometimes record talks. Tell an organiser if you would rather not appear. See the Code of Conduct.
• Speakers give their own views. A talk at an AISAT event is not advice, and is not endorsed by AISAT.

Most of the day-to-day conversation happens in our WhatsApp group. We send the invite link once your application is approved. Joining is entirely optional, and you can leave at any time.

• WhatsApp is run by Meta, not by us. Using it means accepting Meta’s own terms and privacy policy, and Meta will process your data under those. We explain what that means in the Privacy Policy.
• Other people in the group can see your phone number and your WhatsApp display name and photo. If you would rather not share a number with the whole group, the community works perfectly well without it.
• The Code of Conduct applies in the group exactly as it does in a room. Organisers act as admins and can remove messages or participants.
• Messages in the group are written by the people who send them. We do not monitor the group around the clock, we do not endorse what is posted there, and nothing posted there is advice from AISAT.
• Do not use the group for bulk marketing or job spam, or to direct message members with a pitch they did not ask for.
• We may archive, replace or reset the group, for example if an invite link leaks.

If someone breaks these terms or the Code of Conduct, gives us false information, or puts other members at risk, we may (depending on how serious it is) remove content, unpublish a directory listing, remove someone from the WhatsApp group, decline future event registrations, or suspend or end their membership.

We try to act proportionately, and to talk to people first. In serious cases, particularly anything involving someone’s safety, we will act immediately and talk afterwards. If you think we have got it wrong, email hello@aisat.uk and an organiser who was not involved will review the decision.

You can leave at any time, and you do not have to ask us: the button is in your security settings. It takes your directory listing off the site immediately and schedules everything else for deletion 30 days later, which you can cancel by signing in before the date. What is deleted, what is anonymised and what we keep is set out in the Privacy Policy.

AISAT is a free community run by volunteers in their own time. The site and the events are provided “as is” and “as available”. We do our best, but we do not promise that:

• the site will be available without interruption or free of errors;
• information on the site, including directory listings, is accurate, complete or current (most of it is written by members, and we do not verify their claims);
• any member, company, supplier or candidate you find through AISAT is competent, solvent, insured or suitable for what you need; or
• a listing, a talk or a sponsorship will produce leads, hires or business of any kind.

Please do your own due diligence before engaging anyone you meet through AISAT. Any contract you enter into is between you and them; we are not a party to it and cannot mediate it.

Nothing on this site, and nothing said at our events, is professional advice (legal, financial, technical or otherwise). Links to other websites are there for convenience and are not an endorsement of their content.

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited or excluded. If you are a consumer, these terms do not affect your statutory rights.

Subject to that, we are not liable for:

• indirect or consequential loss, or loss of profit, business, revenue, goodwill, opportunity or anticipated savings;
• loss or corruption of data, or content you posted that has been removed;
• anything arising from your dealings with another member, a speaker, a sponsor or a venue;
• costs you incur because an event is changed, moved or cancelled; or
• failures of the third-party services we rely on, such as WhatsApp, our host, our database provider or our email provider.

Because we charge you nothing, our total liability to you for all claims arising in any twelve-month period is limited to £100.

We may update these terms, for example if we add a feature, change how events work, or move to a different provider. The date at the top of this page always shows when they last changed.

If a change materially affects your rights we will give members at least 14 days’ notice, by email or with a notice on the site, before it takes effect, unless we have to act sooner for legal or security reasons. Continuing to use the site after a change means you accept the updated terms. If you would like a copy of an earlier version, just ask.

These terms, and any dispute arising out of them, are governed by the law of England and Wales.

If something goes wrong, please email us first. Almost everything is fixable with a conversation. If it cannot be resolved that way, the courts of England and Wales will have exclusive jurisdiction, except that if you are a consumer resident in Scotland or Northern Ireland you may also bring proceedings in the courts there.

The points below are the ones every agreement is expected to settle. They are short because they are only worth reading if something has already gone wrong.

• If one part fails, the rest stands. Should a court decide that any part of these terms cannot be enforced, that part is treated as removed and everything else carries on unaffected.
• These documents are the whole agreement. These terms, together with the Privacy Policy, the Cookie Policy and the Code of Conduct, are the whole of what is agreed between us about the site and the community, and they replace anything said beforehand. Nothing here limits our liability for anything we have told you dishonestly.
• Letting something go once is not giving it up. If we do not enforce a term straight away, or at all on one occasion, we can still enforce it later.
• Your membership is yours; ours may move. You cannot transfer your membership or your rights under these terms to anyone else. We may transfer ours if AISAT is incorporated, merged or taken over, and if that happens your rights are not reduced by it. What that would mean for your data is set out in the Privacy Policy.
• Nobody else can enforce this. A person who is not a party to these terms has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any part of them. That does not affect any right somebody has independently of that Act.

For anything about the community, the site or these terms: hello@aisat.uk.

For anything about your personal data (access, correction, deletion, or coming off the attendee list): privacy@aisat.uk. Deleting your whole account is the one thing you do not need to ask for, because there is a button for it in your security settings.

To report a Code of Conduct problem, see how to report something. You can also speak to any organiser at an event.