Last Updated: November 2, 2025

Quick Summary (Not Legally Binding)

We collect: Your WhatsApp ID, messages, and search queries
We use it for: Helping you find events, improving the service, and analytics
We don’t: Sell your data or share it without good reason
You can: Request your data or ask us to delete it anytime
Fair use: Don’t spam or abuse the service

By using this chatbot, you agree to these terms.

1. Introduction

Welcome to the Portugal Tech Week Assistant (“the Service”), an AI-powered WhatsApp chatbot designed to help you discover events, workshops, talks, and networking opportunities at Portugal Tech Week.

By using this Service, you agree to these Terms & Conditions and Privacy Policy. If you do not agree, please do not use the Service.

2. Service Description

The Portugal Tech Week Assistant is a conversational AI chatbot that:
– Helps you find events at Portugal Tech Week
– Provides event details, schedules, and registration information
– Answers questions about the festival program
– Offers personalized event recommendations based on your interests

The Service is provided free of charge to all Portugal Tech Week participants.

3. Data We Collect

To provide and improve the Service, we collect and store the following information:

3.1 User Information
– WhatsApp ID: Your unique WhatsApp identifier (phone number is not stored)
– Platform source: The messaging platform you’re using (WhatsApp)
– Registration date: When you first used the Service
– Terms acceptance: Date and time you accepted these terms

3.2 Message Data
– Message content: All text messages you send to and receive from the chatbot
– Timestamps: Date and time of each interaction
– Message direction: Whether messages are from you (inbound) or from the bot (outbound)

3.3 Search Analytics
– Search queries: Your event search terms and keywords
– Search filters: Date ranges and filters you apply
– Search results: Number of events found for each search

3.4 Technical Data
– Response times: Time taken to process your requests
– Usage patterns: Frequency and timing of your interactions
– Error logs: Technical errors encountered (if any)

4. How We Use Your Data

We use the collected data for the following purposes:

4.1 Service Delivery
– Process your event search queries
– Provide accurate and relevant event information
– Maintain conversation context during your session
– Personalize responses based on your interests

4.2 Quality Monitoring
– Monitor chatbot performance and accuracy
– Identify and fix technical issues
– Improve response quality and relevance
– Test new features before release

4.3 Analytics and Trends
– Understand popular events and topics
– Identify common user questions and needs
– Analyze usage patterns to optimize the service
– Generate aggregate statistics (anonymized)

4.4 Safety and Moderation
– Detect and prevent abuse or misuse
– Identify spam or malicious activity
– Ensure fair usage across all users
– Protect the Service infrastructure

4.5 Fair Usage Enforcement
– Monitor message volume per user
– Enforce rate limits to prevent spam
– Ensure equitable access for all users
– Detect unusual usage patterns

5. Data Retention

– Message logs: Retained for the duration of Portugal Tech Week plus 90 days for quality improvement
– User profiles: Retained for 1 year after last interaction
– Search analytics: Retained indefinitely in anonymized, aggregated form
– Error logs: Retained for 90 days

You may request deletion of your data at any time (see Section 9).

6. Data Sharing and Disclosure

We DO NOT sell, rent, or trade your personal data.

We may share data only in the following limited circumstances:

6.1 Event Organizers
– Anonymized, aggregate statistics about popular searches and interests
– No personally identifiable information is shared

6.2 Service Providers
– Technical infrastructure providers (database hosting, AI services)
– These providers are contractually bound to protect your data

6.3 Legal Requirements
– When required by law or valid legal process
– To protect our rights, safety, or property
– To prevent fraud or abuse

7. AI and Automated Processing

The Service uses artificial intelligence (OpenAI GPT models) to:
– Understand your questions and search intent
– Generate natural language responses
– Recommend relevant events

Important Notes:
– AI responses are generated automatically and may occasionally be inaccurate
– Event information comes from official Portugal Tech Week sources
– We do not make up or fabricate event details
– If you notice incorrect information, please verify with official sources

8. Fair Use Policy

To ensure fair access for all users, we enforce the following limits:

– Message limits: Reasonable usage per user per day
– Rate limiting: Automatic throttling of excessive requests
– Abuse prevention: Blocking of spam or malicious activity

Users who violate fair use policies may be temporarily or permanently restricted.

9. Your Rights

You have the following rights regarding your data:

9.1 Access
Request a copy of all data we hold about you

9.2 Correction
Request correction of inaccurate information

9.3 Deletion
Request deletion of your account and all associated data

9.4 Opt-out
Stop using the Service at any time

9.5 Portability
Request your data in a machine-readable format

To exercise any of these rights, contact us at the email below.

10. Data Security

We implement industry-standard security measures:
– Encrypted database connections (SSL/TLS)
– Secure cloud infrastructure
– Access controls and authentication
– Regular security audits
– Automated backups

However, no system is 100% secure. Use the Service at your own risk.

11. Children’s Privacy

The Service is intended for users aged 18 and above. We do not knowingly collect data from children under 18. If you believe a child has used the Service, please contact us immediately.

12. Third-Party Services

The Service integrates with:
– OpenAI (GPT language models)  Privacy Policy

This third party has its own privacy policies and terms.

13. Changes to This Policy

We may update these Terms & Privacy Policy from time to time. Changes will be effective immediately upon posting. Continued use of the Service constitutes acceptance of the updated terms.

Major changes will be communicated via the chatbot.

14. Limitation of Liability

The Service is provided “as is” without warranties of any kind. We are not liable for:
– Inaccurate or outdated event information
– Technical failures or downtime
– Lost messages or data
– Decisions made based on chatbot responses

Always verify critical information with official Portugal Tech Week sources.

15. Governing Law

These terms are governed by the laws of Portugal. Any disputes shall be resolved in Portuguese courts.

16. Contact Information

For questions, concerns, or data requests:

Email: team@351.community

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This document is effective as of the date listed above and applies to all users of the Portugal Tech Week Assistant WhatsApp chatbot.