Privacy Policy

Effective Date: June 6, 2025
Last Updated: June 6, 2025

1. Who We Are

Our website address is: https://equilibria.ngo

This website is operated by Equilibria NGO (hereinafter referred to as “Equilibria,” “we,” “us,” or “our”), an organization dedicated to developing a Humane Welfare Ecosystem.

Our contact information for privacy-specific concerns is: privacy@equilibria.ngo

2. What Personal Data We Collect and Why We Collect It

This section outlines the personal data we collect from visitors and users of this specific website, primarily through our “Pioneer Interest Form,” and our reasons for collecting it.

a. Pioneer Interest Form Submissions:

When you voluntarily submit our “Pioneer Interest Form,” we collect the following personal data that you provide:

• Contact Information: Your Full Name, Email Address, Country of Residence, and optionally, links to your online profiles.
  • Why we collect it: To identify you, communicate with you regarding your interest in Equilibria, send you project updates (if you consent), and understand the geographic distribution of potential Pioneers. The legal basis for this is your consent (provided by submitting the form) and our legitimate interest in engaging with potential contributors.
• Your Interest in Equilibria: Information on how you heard about us and your primary motivations for joining as a Pioneer.
  • Why we collect it: To understand our outreach effectiveness and your alignment with our mission. The legal basis is your consent and our legitimate interest in understanding our community.
• Envisioned Contributions: Your selections regarding how you primarily envision contributing (e.g., offering skills/Human Resources, providing capital contributions, sharing ideas, etc.), and any details you provide if you select “Other.”
  • Why we collect it: To understand your potential role and areas of contribution within the future Equilibria ecosystem. The legal basis is your consent and our legitimate interest in matching potential Pioneers with relevant opportunities.
• Skills & Expertise Details (If you indicate interest in offering Human Resources): Your selected broad skill categories and any specific skills or experience you elaborate on.
  • Why we collect it: To understand the pool of expertise available within our potential Pioneer community for future Equilibria-Led Initiatives (ELIs) and platform development. The legal basis is your consent and our legitimate interest.
• Availability (Optional): Your estimated time commitment.
  • Why we collect it: To gauge potential engagement levels for future planning (this is non-binding). The legal basis is your consent.
• Consent & Communication Preferences: Your explicit consent to be contacted and your preference for newsletter subscriptions.
  • Why we collect it: To comply with communication regulations and respect your preferences. The legal basis is your consent.

We retain submissions from the “Pioneer Interest Form” for the purpose of building our Pioneer community, communicating project updates, and inviting interested individuals to participate in future platform activities. We will retain this data for as long as it is relevant to these purposes or until you request its deletion, subject to any legal obligations. We do not use this information for marketing purposes unrelated to the Equilibria project itself without your explicit further consent.

b. Cookies:

Our website https://equilibria.ngo uses minimal cookies for essential functionality and to enhance your browsing experience. By default, WordPress sets certain cookies for commenters and logged-in users. However, as this initial informational website does not have user registration or a comment system enabled publicly, the primary cookies will be those related to:

• Session Cookies: Temporary cookies may be used to ensure the proper functioning of the website during your visit and are typically deleted when you close your browser.
• Plugin-Specific Cookies: Some of the plugins active on our site (e.g., for security or theme functionality) may set their own cookies. We aim to use plugins that respect user privacy.

(Future – Cookie Consent Banner): We plan to implement a cookie consent banner to provide you with more granular control over non-essential cookies.

A detailed Cookie Policy will be provided when our full interactive platform launches. For now, you can manage cookie preferences through your browser settings.

c. Analytics:

By default, our website does not collect analytics data. We may use a privacy-respecting analytics tool (e.g., a self-hosted Matomo instance or a GDPR-compliant version of Google Analytics with IP anonymization) to collect anonymous aggregate data about website traffic to help us understand how visitors use our site and to improve it. This data does not personally identify you. We will provide details and opt-out mechanisms if and when such tools are fully implemented.

d. Embedded content from other websites:

Articles or pages on this site may, in the future, include embedded content (e.g. videos from YouTube/Vimeo, maps). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website. We advise you to review the privacy policies of these third-party websites.

e. AI Chatbot Interaction:

When you interact with our AI Pioneer Assistant (the “Chatbot”), we collect the information you provide during the chat session. This may include:

• Email Address (if provided): We may request your email address to initiate a chat session and maintain conversation context for a limited period (e.g., 24 hours), or to follow up on your inquiries if necessary.
• Conversation History: The contents of your conversation with the Chatbot, including your questions and the AI’s responses.

Why we collect it: We collect this data to provide you with information about Equilibria, to understand common questions, and to analyze chatbot performance in order to improve its accuracy and helpfulness. The legal basis for this is our legitimate interest in providing effective support and improving our service. We do not use conversation data for marketing purposes without your explicit consent. Please do not share sensitive personal information within the chat window.

3. Who We Share Your Data With

Equilibria NGO does not sell your personal data. We only share your data in very limited circumstances:

• Service Providers: We may use third-party service providers for website hosting, email delivery (for form submissions and newsletters if you opt-in), and potentially future analytics. These providers are contractually bound to protect your data and only use it for the services they provide to us.
• Legal Requirements: We may disclose your information if required by law or in response to valid legal processes.

• AI and Chatbot Service Providers: We use a third-party service called **MXChat** to power our AI Pioneer Assistant. Your conversation history and any information you provide in the chat are processed by MXChat and their underlying AI model providers (such as OpenAI) in order to provide the chat functionality. We choose partners who adhere to strong privacy and security standards. You can review MXChat’s privacy policy for more details on their data handling.

Our website itself does not share any personal data with anyone by default.

4. How Long We Retain Your Data

Information submitted through the “Pioneer Interest Form” will be retained for as long as the Equilibria project is active and your interest is relevant for potential engagement, or until you request its deletion (see “What rights you have over your data” below).

If you subscribe to our newsletter, your email address will be retained until you unsubscribe.

Anonymous analytics data (if collected) may be retained for a longer period for statistical analysis.

5. What Rights You Have Over Your Data

You have certain rights regarding the personal data we hold about you. Depending on your jurisdiction, these may include:

• The right to access: You can request a copy of the personal data we hold about you.
• The right to rectification: You can request that we correct any inaccurate personal data or complete any incomplete data.
• The right to erasure: You can request that we delete your personal data, subject to certain legal or operational retention needs.
• The right to restrict processing: You can request that we limit how we use your personal data.
• The right to object to processing: You can object to our processing of your personal data (e.g., for direct marketing).
• The right to data portability: You can request that your data be provided to you or another controller in a machine-readable format.
• The right to withdraw consent: Where we rely on your consent to process data (e.g., for newsletters), you can withdraw that consent at any time.

To exercise any of these rights, please contact us at privacy@equilibria.ngo.

6. Where Your Data Is Sent

Our website is hosted on servers that may be located in various countries. Information submitted via the Pioneer Interest Form is processed by our team, which may also be distributed geographically. By submitting your information, you consent to the transfer, storage, and processing of your data in accordance with this policy.

If data is transferred outside of your region (e.g., outside the European Union for EEA residents), we will take appropriate steps to ensure your data is treated securely and in accordance with this Privacy Policy and applicable data protection laws. This may include using Standard Contractual Clauses or relying on adequacy decisions where applicable.

By submitting your information, you consent to the transfer, storage, and processing of your data in accordance with this policy. **This includes the potential processing of your chat interactions by our chatbot provider, MXChat, and their sub-processors like OpenAI, whose servers may be located internationally.**

7. How We Protect Your Data

We take the security of your personal data seriously and implement reasonable technical and organizational measures to protect it against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Using secure HTTPS connections for our website.
• Restricting access to personal data to authorized personnel only.
• Regularly reviewing our information collection, storage, and processing practices.

However, no method of transmission over the Internet or electronic storage is 100% secure, so we cannot guarantee its absolute security.

8. Data Breach Procedures

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we have procedures in place to assess the breach, mitigate its impact, and notify relevant authorities and affected individuals as required by applicable law.

9. Third Parties We Receive Data From

Currently, for this informational website and Pioneer Interest Form, we do not receive personal data about you from third parties, other than potentially anonymous aggregated data from analytics providers (if used).

10. Automated Decision Making and/or Profiling

We do not currently use your personal data submitted via the Pioneer Interest Form for automated decision-making or profiling that would have a legal or similarly significant effect on you. Future platform features may involve algorithmic processes (like the Reputation System), which will be detailed in an updated Privacy Policy at that time.

11. Children’s Privacy

Our Site and services are intended for a general audience and are not directed to anyone under the age of 18 (“Children”). We do not knowingly collect personally identifiable information from anyone under the age of 18.

If you are a parent or guardian and you become aware that your child has provided us with Personal Data without your consent, please contact us immediately at privacy@equilibria.ngo. If we become aware that we have collected Personal Data from children without verification of parental consent, we will take steps to remove that information from our servers and records promptly.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date at the top of this Privacy Policy. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

13. Contact Us

If you have any questions about this Privacy Policy, please contact us:

• By email: privacy@equilibria.ngo