Privacy Policy
Privacy Policy
Effective Date: 12/1/2025
This Privacy Policy explains how the Robo Roscos Robotics Team (the "Team") collects, uses, shares, and protects information gathered from our members, parents/guardians, website visitors, and supporters. We are committed to protecting the privacy of our youth members and their families.
1. Information We Collect
We only collect information necessary for the operation, safety, and promotion of the Team.
Personally Identifiable Information (PII) This information is primarily collected during team registration and parent/guardian consent processes.
- For Youth Members: Name, Grade Level, School, Emergency Contact Information (Name, Phone, Relationship), and relevant Medical Information (allergies, specific conditions, etc., with parent/guardian consent).
- For Parents/Guardians & Mentors: Name, Phone Number, Email Address, and Signature for consent forms.
B. Media Information (Photos, Videos, and Quotes)
We may collect and use media solely for promotional and educational purposes, but only with explicit written consent from a parent/guardian.
- Examples of Use: Team website, social media (Instagram, Facebook), press releases, and competition submissions.
C. Website Usage Information
We do not use sophisticated tracking tools. Our website, hosted on GoDaddy, may automatically collect basic, non-personally identifiable information:
- IP address, browser type, pages viewed, and access times. These data are used to maintain the functionality of the website.
2. How We Use the Information
The information collected is used exclusively for the following purposes:
- Team Operation & Safety: To register members for First Lego League competitions, manage team rosters, communicate logistics, and address emergency situations.
- Communication: To send team updates, meeting schedules, and urgent notifications to parents/guardians and mentors via email and/or text.
- Promotion & Outreach: To showcase the team’s achievements, recognize sponsors, and recruit new members, using only media for which we have explicit consent.
- Sponsorship & Fundraising: To provide non-identifying statistics (e.g., "Our team has 8 members in grades 7-8") to potential sponsors.
3. Disclosure of Information
We do not sell or rent personal information to third parties. Information is only shared as necessary for the Team's operation:
- Competition Organizers: Name, age/grade, and school are shared with the First Lego League for required event registration and eligibility verification.
- Emergency Situations: Emergency contact and medical information may be shared with event staff, medical professionals, or law enforcement in the event of an emergency.
- Sponsors: We may share general, non-PII data (e.g., team statistics) but never individual names, contact information, or images without a separate, explicit agreement.
4. Media Consent Policy (Photos, Videos, and Quotes)
Protecting the images and voices of our students is a high priority.
- The Team and First Lego League operate under an Opt-In Consent model for all media.
- A parent/guardian must sign a separate release form before any photo, video, or quote featuring a student is used for public promotion.
- If consent is not granted, the Team will take reasonable steps to ensure the member is not photographed or videotaped in a recognizable manner for public use.
- Parents/Guardians may revoke consent at any time by contacting the Team Leader. We will remove the students’ image/media from future publications but may not be able to recall media already published (e.g., in a competition archive or yearbook).
5. Data Security
We take reasonable measures to protect the information we collect.
- Storage: PII is stored securely on the password protected First Inspires website accessible only to the Team Leader and Lead Mentor(s).
- Retention: We retain PII only as long as the student is an active member of the Team. At the official end of the First Lego League season, their PII is no longer accessible on First Inspires, except for competition records retained for historical team reference.
6. Parent/Guardian Rights
Parents and guardians have the right to:
- Review the personal information the Team has collected about their child.
- Request that their child’s information be corrected or updated.
- Request that their child’s information be deleted from our records (subject to competition organizer requirements).
- Revoke media consent at any time.
To exercise any of these rights, please contact the Team Leader via email or phone.
We only collect information necessary for the operation, safety, and promotion of the Team.
Personally Identifiable Information (PII) This information is primarily collected during team registration and parent/guardian consent processes.
- For Youth Members: Name, Grade Level, School, Emergency Contact Information (Name, Phone, Relationship), and relevant Medical Information (allergies, specific conditions, etc., with parent/guardian consent).
- For Parents/Guardians & Mentors: Name, Phone Number, Email Address, and Signature for consent forms.
B. Media Information (Photos, Videos, and Quotes)
We may collect and use media solely for promotional and educational purposes, but only with explicit written consent from a parent/guardian.
- Examples of Use: Team website, social media (Instagram, Facebook), press releases, and competition submissions.
C. Website Usage Information
We do not use sophisticated tracking tools. Our website, hosted on GoDaddy, may automatically collect basic, non-personally identifiable information:
- IP address, browser type, pages viewed, and access times. These data are used to maintain the functionality of the website.
2. How We Use the Information
The information collected is used exclusively for the following purposes:
- Team Operation & Safety: To register members for First Lego League competitions, manage team rosters, communicate logistics, and address emergency situations.
- Communication: To send team updates, meeting schedules, and urgent notifications to parents/guardians and mentors via email and/or text.
- Promotion & Outreach: To showcase the team’s achievements, recognize sponsors, and recruit new members, using only media for which we have explicit consent.
- Sponsorship & Fundraising: To provide non-identifying statistics (e.g., "Our team has 8 members in grades 7-8") to potential sponsors.
3. Disclosure of Information
We do not sell or rent personal information to third parties. Information is only shared as necessary for the Team's operation:
- Competition Organizers: Name, age/grade, and school are shared with the First Lego League for required event registration and eligibility verification.
- Emergency Situations: Emergency contact and medical information may be shared with event staff, medical professionals, or law enforcement in the event of an emergency.
- Sponsors: We may share general, non-PII data (e.g., team statistics) but never individual names, contact information, or images without a separate, explicit agreement.
4. Media Consent Policy (Photos, Videos, and Quotes)
Protecting the images and voices of our students is a high priority.
- The Team and First Lego League operate under an Opt-In Consent model for all media.
- A parent/guardian must sign a separate release form before any photo, video, or quote featuring a student is used for public promotion.
- If consent is not granted, the Team will take reasonable steps to ensure the member is not photographed or videotaped in a recognizable manner for public use.
- Parents/Guardians may revoke consent at any time by contacting the Team Leader. We will remove the students’ image/media from future publications but may not be able to recall media already published (e.g., in a competition archive or yearbook).
5. Data Security
We take reasonable measures to protect the information we collect.
- Storage: PII is stored securely on the password protected First Inspires website accessible only to the Team Leader and Lead Mentor(s).
- Retention: We retain PII only as long as the student is an active member of the Team. At the official end of the First Lego League season, their PII is no longer accessible on First Inspires, except for competition records retained for historical team reference.
6. Parent/Guardian Rights
Parents and guardians have the right to:
- Review the personal information the Team has collected about their child.
- Request that their child’s information be corrected or updated.
- Request that their child’s information be deleted from our records (subject to competition organizer requirements).
- Revoke media consent at any time.
To exercise any of these rights, please contact the Team Leader via email or phone.
7. Changes to This Policy
We may update this policy periodically to reflect changes in our practices or competition rules. We will notify parents/guardians of any significant changes via email and post the updated policy on our website.