Terms & Conditions
Last updated: June 26, 2026
These terms govern your use of the West Hartford AI website and your attendance at our meetups, events, and workshops. By using the site or buying a ticket, you agree to them. If you have questions, email hello@westhartfordai.com.
1. Who we are
West Hartford AI ("we," "us," "WeHa AI") is a trade name of Whetstone Group LLC, based in West Hartford, Connecticut. We run a local AI community: free meetups, paid workshops, and related events.
2. Using the website
You may use the site for lawful, personal purposes. Please don't misuse it — no attempting to break, overload, scrape, or gain unauthorized access to the site or its systems, and no using it to harm others. We may suspend access if you do.
3. Signing up
When you sign up, you confirm the information you give is accurate and that you're old enough to consent (16+). Signing up means you agree to receive related emails from us; you can unsubscribe at any time using the link in any email.
4. Events, tickets, and workshops
- Tickets are sold through our ticketing provider (Pretix), whose terms also apply at checkout. Prices, dates, times, and locations are shown at the point of sale.
- Your ticket admits you to the event described and isn't transferable to another event. You're welcome to give your ticket to someone else for the same event — just let us know who's coming so we can plan.
- Workshops may have limited seats; a place is confirmed only once payment (if any) is complete.
- Conduct. We want these to be welcoming spaces. We may ask anyone being disruptive, harassing, or unsafe to leave, without a refund.
5. Refunds, cancellations, and changes
If you can't make it
We get that plans change. Tickets are refundable up to 7 days before the event. Within 7 days of the event, tickets are non-refundable, but you're welcome to transfer your ticket to someone else for the same event. To request a refund or transfer, email hello@westhartfordai.com.
If we change or cancel
If we cancel an event, you'll receive a full refund. If we significantly change the date, time, or location, we'll let you know and you can choose a full refund if the new details don't work for you. We're not responsible for incidental costs (travel, time off, etc.).
6. Payments
Payments are processed by our ticketing provider's payment processor. We don't see or store your full card details. You're responsible for any taxes or fees shown at checkout.
7. What we provide — and don't promise
Our events and workshops are educational. We share practical, real-world ways to use AI tools, but we can't guarantee specific results — outcomes depend on your own situation, effort, and the third-party tools involved. Nothing we share is legal, financial, tax, or other professional advice. AI tools can make mistakes; always review their output before relying on it.
8. Intellectual property
The site, our materials, branding, and content are owned by us or our licensors and are provided for your personal use. Please don't copy, resell, or redistribute our materials without permission. You keep ownership of anything you create or share with us, but by submitting a presentation or content you grant us permission to use it for running and promoting the event.
9. Third-party tools and links
We reference and demonstrate third-party tools (such as Claude, ChatGPT, and others) and may link to other sites. We don't control them and aren't responsible for their content, availability, terms, or pricing. Your use of those tools is governed by their own terms.
10. Liability
To the fullest extent allowed by law, West Hartford AI isn't liable for indirect, incidental, or consequential damages arising from your use of the site, our events, or any tools we discuss. Our total liability for any claim is limited to the amount you paid us for the relevant ticket or workshop. Nothing in these terms limits liability that can't be limited by law.
11. Privacy
Our Privacy Policy (below) explains how we handle your personal data and is part of these terms.
12. Changes to these terms
We may update these terms from time to time. The "last updated" date above shows the current version. Continuing to use the site or our events after a change means you accept the updated terms.
13. Governing law
These terms are governed by the laws of the State of Connecticut, USA, and any disputes will be handled by the courts located in Connecticut, without regard to conflict-of-law rules.
14. Contact
Questions about these terms? Email hello@westhartfordai.com.
Privacy Policy
Last updated: June 26, 2026
This policy explains what personal data West Hartford AI collects, why we collect it, who we share it with, and the choices and rights you have. We've tried to keep it plain. If anything is unclear, email us at hello@westhartfordai.com.
1. Who we are
West Hartford AI ("we," "us," "WeHa AI") runs a local AI community in West Hartford, Connecticut — free meetups, paid workshops, and related events. For the purposes of the EU/UK General Data Protection Regulation (GDPR), the data controller is:
- Whetstone Group LLC, d/b/a West Hartford AI
- PO Box 370021, West Hartford, CT 06137
- Email: hello@westhartfordai.com
2. The data we collect
Information you give us
- Signing up: your name, email address, optional phone number, which session(s) you're interested in, and any answers you give to our short survey.
- Buying a ticket or registering for a workshop: your name, email, and billing details. Ticketing is handled by our ticketing provider (Pretix) and payments by their payment processor; we never see or store your full card number.
- Submitting a presentation or contacting us: your name, email, and whatever you choose to include in your message.
Information collected automatically
- Usage and device data: when you visit the site we (and our analytics provider) may collect your IP address, browser and device type, pages viewed, and referring page, via cookies and similar technologies. See Cookies below.
3. Why we use your data, and our legal basis
Under the GDPR we must have a lawful basis for processing your data. Here's how that maps to what we do:
| What we do | Legal basis (GDPR Art. 6) |
|---|---|
| Send you meetup updates, event details, and workshop news you signed up for | Consent |
| Sell you a ticket and deliver the event/workshop | Performance of a contract |
| Run the community and send you relevant updates and offerings | Our legitimate interests in running and growing a local community |
| Keep the site secure and working, and keep basic records | Legitimate interests / legal obligation |
Where we rely on consent, you can withdraw it at any time (see your rights below). Where we rely on legitimate interests, we've weighed those interests against your rights, and you can object at any time.
4. Who we share it with
We don't sell your personal data. We share it only with service providers ("processors") who help us operate, and only as needed:
- Cloudflare — website hosting, the database that stores signups, and security.
- Resend — sending transactional and update emails.
- Pretix (and its payment processor) — ticketing and payments for events and workshops.
- Google — website analytics (Google Tag Manager / Google Analytics).
We may also disclose data if required by law, or to protect our rights, safety, or property.
5. International transfers
We are based in the United States, and several of our providers are in the US. If you access our services from the EU, UK, or elsewhere outside the US, your data will be transferred to and processed in the United States. Where required, these transfers are covered by appropriate safeguards such as the European Commission's Standard Contractual Clauses.
6. How long we keep it
We keep signup and community data for as long as you remain part of the community or until you ask us to delete it. We keep ticketing and payment records for as long as needed to meet tax and accounting obligations. When data is no longer needed, we delete or anonymize it.
7. Cookies and analytics
We use cookies and similar technologies to make the site work and to understand how it's used. These fall into two groups:
- Essential — needed for the site to function.
- Analytics — Google Analytics (via Google Tag Manager), which helps us see which pages are useful. These aren't strictly necessary; you can opt out using the controls below.
You can control cookies through your browser settings, and you can opt out of Google Analytics using Google's opt-out tool.
8. Your rights
Depending on where you live, you have some or all of the following rights over your personal data:
- Access — get a copy of the data we hold about you.
- Rectification — correct data that's wrong or incomplete.
- Erasure — ask us to delete your data ("right to be forgotten").
- Restriction — ask us to pause processing in certain cases.
- Portability — receive your data in a portable format.
- Objection — object to processing based on our legitimate interests.
- Withdraw consent — at any time, without affecting earlier processing.
- Unsubscribe — every email we send includes a one-click unsubscribe link.
To exercise any of these, email hello@westhartfordai.com. We'll respond within the time the law requires (generally one month under the GDPR). If you're in the EU or UK and believe we've mishandled your data, you also have the right to lodge a complaint with your local data protection supervisory authority.
9. Children
Our services are intended for adults. We don't knowingly collect personal data from anyone under 16. If you believe a child has given us their data, contact us and we'll delete it.
10. Changes to this policy
We may update this policy from time to time. When we do, we'll change the "last updated" date above, and for significant changes we'll let you know by email or a notice on the site.
11. Contact
Questions, requests, or concerns about your data? Email hello@westhartfordai.com and we'll help.