PRIVACY POLICY

The RoboVisionär Organizing Committee at Sathyabama Institute of Science and Technology, Chennai, is responsible for the personal data collected through this website. Contact details for data requests are at the bottom of this page.

We collect only what registration and event operations require:

• Team name and institution (school or college) name, and institution type
• Team captain’s name, email address, and phone number
• For each team member: name, email address, phone number, and optional role
• Mentor or Guardian name and contact, where provided or required
• Your payment transaction reference (UTR) and the amount due
• The date and time you accepted these policies at registration

We do not collect card numbers, bank account details, UPI PINs, or any payment credentials. Payment happens entirely within your own UPI application. We only ever see the transaction reference you type in yourself.

• To register your team and allocate slots in each event
• To verify your payment against our records
• To contact you about your registration, schedule, and event-day logistics
• To manage check-in, participation, and certificates
• To share opportunities with sponsors, where you are eligible — see section 05

Access is restricted by role. Event organizers can see only the roster for the event assigned to them, and cannot modify it. Full access is limited to the Organizing Committee administrators. Our database enforces these limits directly, not merely through the interface.

RoboVisionär is supported by sponsors, some of whom recruit engineering talent. Where a sponsorship includes career or internship opportunities, we may share participant contact details — name, email, phone, institution, and the events entered — with that sponsor so they can approach you directly about those opportunities.

Participants registered under a school are excluded from sponsor sharing entirely. Data belonging to school teams is never included in any list provided to a sponsor.

Once shared, a sponsor holds your information under its own privacy policy and retention practices, which we do not control. If a sponsor contacts you and you would rather they did not, please raise it with them directly, and tell us so we can stop including you in future.

We do not sell personal data, and we do not share it with anyone other than sponsors as described here, except where required by law or by the institution.

Registration data is retained for up to six months after the Event, or until the next edition of RoboVisionär is conducted, whichever comes first. After that it is deleted, except where records must be retained for institutional accounting.

Information already shared with a sponsor is retained by that sponsor under its own terms, and cannot be recalled by us.

School students may participate. Where a team registers as a school team, a Mentor or Guardian must be nominated at registration and is responsible for supervision.

Data belonging to school participants is excluded from sponsor sharing, is not used for any promotional profiling, and is used solely to run the Event. A parent, guardian, or school may request deletion of a minor’s data at any time by writing to us.

This website runs no analytics, no advertising trackers, and no third-party tracking cookies. We do not profile visitors or track you across other websites.

Administrators who sign in to the organizing dashboard have a session cookie set, which is strictly necessary for them to stay signed in. Ordinary visitors and participants are not issued tracking cookies of any kind.

Registration data is stored in a managed PostgreSQL database (Supabase) and the site is served by Vercel. These providers process data on our behalf under their own security and privacy commitments. Uploaded images and documents are stored in the same managed storage.

Roster data is also mirrored into a spreadsheet held on an organizing-committee account, used for event-day operations.

Access to participant data requires authentication and is restricted by role at the database level. Public pages cannot read registration data. Administrative actions require a verified account. We take reasonable measures to protect your information, though no system can be guaranteed completely secure.

You may, at any time, ask us to:

• Tell you what data we hold about you
• Correct anything inaccurate
• Delete your data, subject to our accounting obligations
• Stop including you in any list shared with sponsors

Write to us using the contact address below and we will respond within a reasonable period. Please include your Reference ID so we can identify your registration.

We may update this policy. The version published here at the time of your registration applies to you, and material changes will be notified on this page. This policy forms part of our Terms & Conditions.