Privacy Notice – CHARAL Challenge

1. Identity and Address of the Data Controller

Alexandr.ia AI Learning Systems (the "Data Controller"), in coordination with the designated Demo Showcase Chairs (Eugenio Salas Iturriaga, eugenio@alexandriads.com, and Arturo Gómez-Chávez, arturo.gomez-chavez@explearn.io), serves as the organizing and technical administrator for the CHARAL Challenge (hosted at https://charal-workshop-ai.com/), designates its official legal address at:

2. Legal Bases for Processing

In accordance with Article 6 of the GDPR and relevant provisions of the LFPDPPP, personal data is processed under the following legal bases:

• Consent: Voluntarily granted by the Data Subject upon submitting proposal forms, registering for the challenge, uploading project files, or consenting to secondary communications.
• Performance of a Contract / Pre-contractual Steps: Necessary to administer participation, conduct peer reviews, facilitate live prototype evaluations, assign showcase presentation slots, and provision sandbox environments.
• Legitimate Interest: Enforcing academic integrity, ensuring technical stability of evaluation platforms, preventing fraud, and producing aggregated research metrics.

3. Personal Data Collected

The Controller processes information submitted directly by participants, authors, and reviewers:

• Direct Registration & Identification Data: Timestamp, unique applicant identifier (ID), Full Name, Email Address (personal or institutional), Academic or Professional Institution, Professional Role/Title, and Selected Track (Track 1: AI Systems for Reviewers; Track 2: AI Systems to Stimulate Cognition).
• Proposal & Academic Content: Proposal Title, Draft Abstract, and related metadata.
• Prototype & Technical Submissions: Functional system prototype URLs, public or private GitHub codebase repository links, architecture documentation, 5-minute video demos, slide decks, and System Prompt/Governance Principle documents (including human-in-the-loop controls and mitigation policies).
• Live Interaction & Sandbox Evaluation Records: Technical performance logs, judge evaluation scores, structured feedback protocols designed by Alexandr.ia AI Learning Systems, and usage telemetry if provisioned access to the Alexandr.ia live sandbox environment.
• Exclusion of Sensitive Data: The Controller does not collect sensitive data (e.g., biometrics, health, political or religious beliefs). Participants must ensure their system prompts, datasets, and codebase submissions are stripped of personally identifiable test data.

4. Purposes of Data Processing

Primary Purposes (Necessary for challenge operation):

• Administering registration, track allocation, and identity verification for challenge participants.
• Coordinating the 5-criterion peer review process (Originality, Relevance & Pedagogical Impact, AI & Ethical Governance, Prototype Maturity, and Documentation Quality).
• Organizing logistics for accepted prototype presentations, showcase sessions, and live standardized interaction evaluations.
• Facilitating access, technical validation, and testing within the Alexandr.ia AI Learning Systems live sandbox environment for eligible teams.
• Generating and distributing aggregated evaluation summary reports, peer review scores, and improvement recommendations to participants.
• Managing award determinations, showcase recognition, and publication logistics.

Secondary Purposes (Optional):

• Sending invitations to subsequent editions of the CHARAL Challenge, academic workshops, hackathons, or webinars co-organized by Alexandr.ia.
• Communicating platform updates regarding Alexandr.ia AI Learning Systems initiatives.

Opt-Out Mechanism: You may opt out of secondary processing at any time without compromising your standing or participation in the challenge by writing to info@alexandriads.com.

5. Data Transfers and Processors

Submissions are stored and processed using secure cloud architectures (Google Cloud Platform, Firebase, and GitHub) primarily hosted in the United States and Mexico. Submissions will be accessible to designated peer reviewers, challenge judges, and showcase session organizers solely for evaluation purposes. The Controller does not sell, rent, or commercialize participant data.

6. Retention and Data Governance

Identifiable submission data, evaluations, and author contact details will be retained throughout the challenge lifecycle and for up to 12 months following the showcase conclusion to coordinate post-event publications, sandbox trials, and certificates. Following this period, project records will be permanently deleted or irreversibly anonymized for longitudinal academic benchmarking.

7. Rights of the Data Subject (ARCO & GDPR)

You may exercise your rights of Access, Rectification, Cancellation/Erasure, Objection, Restriction, or Portability by emailing info@alexandriads.com with the subject line "Data Subject Rights - CHARAL Challenge", specifying your request and attaching a valid government-issued ID. Requests are processed within statutory deadlines (20 business days under Mexican LFPDPPP; 30 calendar days under GDPR).

8. Security, Inquiries, and Amendments

The Controller enforces strict technical, organizational, and administrative controls over all challenge repositories and submission forms. For questions regarding submission handling or this notice, contact eugenio@alexandriads.com or info@alexandriads.com. Any future amendments to this policy will be published on https://charal-workshop-ai.com/.

Last updated: August 2026.