Privacy & Cookies Notice
Effective date: 1 October 2026
1. Who we are
AI4DPI is a research and open-source innovation initiative hosted by the Asian Institute of Technology (AIT), Thailand. This Privacy Policy explains how AIT collects, uses, stores and discloses personal data through https://ai4dpi.ait.ac.th/ and related AI4DPI enquiries and proposal submissions.
AIT is the data controller for the activities described in this policy. The AI4DPI team administers these activities on behalf of AIT. We handle personal data in accordance with applicable data protection laws, including Thailand’s Personal Data Protection Act, B.E. 2562 (2019), where applicable.
2. Scope of this policy
This policy covers browsing this website, contacting our team, expressing interest in collaboration, and submitting an application to the AIT DPI University Grant Programme.
Research studies, pilots, identity verification demonstrations, digital wallets and other tools may involve different data processing. Where applicable, they will have separate privacy notices and participation or consent arrangements explaining their specific practices. This website policy does not itself authorise collection of research participants’ data or publication of personal data in open datasets.
3. Personal data we collect
Enquiries and collaboration requests. Our collaboration form collects your first name, email address and message. You may also provide your last name and telephone number. Emails and other correspondence may contain your institutional affiliation, role, research interests or additional information you choose to share.
Grant applications. The proposal form collects the applicant institution’s name, country and website; the primary contact’s name, title or position, email address and telephone number; the proposed project title, research pillar and summary; and application declarations. It also accepts proposal documents, budgets, letters of support and additional supporting documents. These files may contain personal data about investigators, team members, institutional representatives and other individuals, including names, professional backgrounds, contact details and signatures.
Technical information. Website infrastructure and security services may process your IP address, browser and device information, access times, pages requested, referring pages and technical or security logs. Cookies and related technologies are explained below.
Please provide only information relevant to your enquiry or application. Do not submit passwords, identity document copies, facial images, biometric templates, credential contents, health information or identifiable research datasets unless specifically requested through an appropriate secure process and accompanied by a separate privacy notice.
If you provide personal data about other people, ensure you are authorised to share it, inform them about this policy and obtain any permission required by law.
4. Why we use personal data and our legal bases
We use personal data for the following purposes:
| Purpose | Applicable legal basis |
|---|---|
| Responding to enquiries and discussing collaboration | Legitimate interests in managing the initiative and responding to requests; steps towards a contract where applicable |
| Checking eligibility, evaluating proposals, contacting applicants and administering selection | Legitimate interests in operating a fair grant programme; steps towards a contract where applicable |
| Administering awarded grants, monitoring delivery and meeting reporting or audit requirements | Performance of a contract where the individual is a party; legitimate interests for institutional representatives; legal obligations where applicable |
| Operating, maintaining and protecting the website and preventing spam or misuse | Legitimate interests in providing a reliable and secure website |
| Sending optional newsletters or promotional updates, if offered | Consent where required; subscription choices will be explained when collected |
| Meeting legal requirements, handling complaints and establishing or defending legal claims | Legal obligations or legitimate interests, as applicable |
Where we rely on legitimate interests, we assess those interests against your rights and reasonable expectations. Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect processing lawfully carried out before withdrawal.
Browsing the website or accepting this policy does not constitute consent to unrelated marketing or research participation.
5. Required and optional information
Fields marked with an asterisk are required for the relevant form. Without required contact information or application materials, we may be unable to respond, assess eligibility or process your submission. Optional information is voluntary. Choosing not to subscribe to optional updates does not affect consideration of your application.
6. Who may receive personal data
Access is limited to people and organisations that need the information for the purposes described in this policy. Depending on the activity, recipients may include:
- Authorised AI4DPI personnel and relevant AIT administrative, finance, legal and technical staff.
- Appointed proposal reviewers, selection committee members and advisers who need access to assess applications.
- Service providers supporting hosting, email, form processing, file storage, maintenance and security.
- Programme funders, auditors or implementation partners where disclosure is necessary for an identified programme, reporting or audit requirement and has a lawful basis.
- Courts, regulators or other authorities where disclosure is legally required or otherwise lawfully necessary.
We limit disclosures to relevant information and require appropriate confidentiality and data protection safeguards where applicable. We do not sell personal data.
Submitting an application does not, by itself, authorise public release of the full proposal, budget or personal contact details. Any publication of award information or project profiles will be addressed in the applicable programme notice or grant arrangements.
7. Cookies and third-party services
Cookies are small files stored on your device. The website and its service providers may use cookies or similar technologies to support essential functions, security and form submissions.
The proposal submission page integrates Google reCAPTCHA to help prevent spam and automated abuse. Google may process technical information, such as IP address, browser or device information and interactions with the page, and may use cookies or similar technologies. For details, see Google’s Privacy Policy and Terms of Service.
You can manage or delete cookies through your browser settings. Blocking some cookies or third-party services may affect form submission or other functions. Where optional cookies require consent, we will request that consent before activating them and provide a way to change your choice.
External websites linked from this site operate under their own privacy policies. Please review those policies before providing information to them.
8. International transfers
As AI4DPI works across the Asia-Pacific region, information may need to be accessed by authorised reviewers or partners outside Thailand. Hosting, email, storage or security providers may also process information in other countries.
Where personal data is transferred internationally, we will use the safeguards or other lawful transfer mechanisms required by applicable law. Further details about transfers relevant to your information can be requested using the contact details below.
9. How long we retain personal data
We retain personal data only for as long as needed for the purpose for which it was collected and for applicable legal, contractual, reporting, audit or dispute-resolution requirements.
Enquiry records are retained for the period needed to resolve the enquiry and manage relevant follow-up. Unsuccessful application records are retained for the applicable selection, review and audit period. Successful application and grant records are retained for the grant lifecycle and the subsequent period required by the grant agreement, applicable law and AIT’s records-retention requirements. Technical and security logs are retained according to the operational and security needs of the relevant system.
When information is no longer required, we delete it securely or anonymise it. Backup copies are removed through the applicable backup-retention cycle and are protected from ordinary use in the meantime. You may contact us for the retention period or criteria applicable to a particular record.
10. How we protect personal data
We use appropriate organisational and technical measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures are proportionate to the nature of the information and the risks involved, and include limiting access to authorised personnel and managing service-provider access.
No internet transmission or storage system is completely secure. If a personal data breach occurs, we will assess it and make notifications required by applicable law.
11. Your rights
Subject to applicable law and relevant exceptions, you may request access to and a copy of your personal data; correction of inaccurate or incomplete data; deletion or anonymisation; restriction of processing; and data portability where applicable. You may also object to certain processing, withdraw consent where processing relies on consent, and complain to the competent data protection authority, including Thailand’s Personal Data Protection Committee where applicable.
To exercise a right, contact us using the details below. We may request information reasonably necessary to verify your identity and locate your records. We will respond within the time required by applicable law. If we cannot fulfil a request, we will explain the reason where required. Withdrawing consent or requesting deletion may affect an activity that depends on that information, but does not remove records we must lawfully retain.
12. Research, biometrics and AI
AI4DPI’s research includes AI for DPI, face verification and liveness detection, verifiable credentials and regional research collaboration. Describing these subjects on this website does not mean that ordinary visitors are enrolled in research or that their faces or credentials are collected.
Any activity involving biometric identification, identifiable research datasets, credential information or use of personal data to train or evaluate AI models requires its own appropriate legal basis, safeguards and notice, and any necessary ethics review or consent. Open-source publication does not remove these requirements.
13. Children and minors
This website is intended primarily for universities, researchers, professionals and institutional partners. It is not designed to collect personal data from children. Activities involving minors will require appropriate safeguards and any consent required by applicable law. If you believe a child has provided personal data inappropriately, please contact us.
14. Changes to this policy
We may update this policy to reflect changes in the website, programme activities or legal requirements. The current version and its effective date will appear on this page. Where a change requires additional notice or consent, we will provide it as required by law.
15. Contact us
For privacy questions or requests concerning this website, contact:
AI4DPI Project Team
Asian Institute of Technology
58 Moo 9, Km. 42, Paholyothin Highway
Klong Luang, Pathum Thani 12120, Thailand
Email: dpi@ait.asia
Grant application enquiries: ai4dpi@ait.ac.th
Please use the subject line “AI4DPI Privacy Request”. Privacy requests will be referred to the responsible AIT office where appropriate.
