Hills Road Robotics Data Protection Policy

Last updated 2018/10/18

Data Protection Principles

We (Hills Road Robotics) are committed to processing the data that you give us in accordance with our responsibilities under the GDPR. We have checked that our interests in your data are legitimate and understand our responsibility to protect your interests. We only use your data in ways you would reasonably expect, unless we have very good reason.

What we use your data for

We hold's personal data so that we can contact you about information concerning RoboCon, as well as being able to provide support over the website. We also collect data about what device you use and when you accessed the website to enable us to spend our time making the website as useful to you as possible. We use the registration codes that you type into this site to verify identity and we use cookies to track your views through the site, to enable us to develop content where it is required. Your data may also be used to help with event planning of RoboCon.

Data accuracy & retention

We entrust you to sign up with accurate data, and will try and validate that we hold the correct data. We will hold your data for a minimum of 15 months to allow us to contact you about RoboCon next year (unless you withdraw consent for us to maintain that data).

If you wish for any of your data to be removed from our systems please contact us and we will remove it from all active processes. We cannot remove your data from backups. After accepting the cookies prompt on the website you agree to us using your data for better maintaining the site. By login into the site you are expressing consent for us to use your data to help you use the features of the site, requiring login. If data which we hold about you is incorrect please contact us via email and we will correct it. Both removal and rectification of data will be carried out in less than a month.

Your rights

As out lined in the Data Accuracy section you may request for your data to be removed. By contributing to the site you agree to us using your data for any purpose concerning RoboCon and irrevocably give us rights to use and modify it without credit, however you retain ownership of the content. Under the GDPR you are given a set of rights. We will work to ensure that all of these rights are given to you. If you feel that a right has been violated and would like to lodge a complaint please contact us.

Third parties & foreign law

We share your data with Google for analytics and authentication purposes. In order for Google to process this data it may be sent to the United States of America. We will ensure that we comply with both legalisation for the UK and USA.

Your requirements to provide data

Using the website requires us to provide you with a service. This service cannot and will not be provided unless all data which is requested is given to Hills Road Robotics, with the exception of usage data of the site. We will be unable to allow you to use the site unless you provide this data.

Automated decision making

We automatically deduce which the group which you come from based on the registration code which you use. By entering the registration code and having agreed to this privacy statement you are explicitly agreeing to us deducing this information.

Data Security

We are committed to ensuring that your data is kept secure. We will use modern and secure standards of data encryption for storing sensitive data such and passwords. However any data that you post publically to the site will be publically accessible.

Processing Minors information

We are aware that a large percentage of the users of this site are minors and as such we monitor posts closely to ensure that we are able to protect their interests. We design our processing with children in mind from the outset, and use a data protection by design and by default approach. When relying on 'necessary for the performance of a contract', we consider the child's competence to understand what they are agreeing to, and to enter into a contract. When relying on consent, we make sure that the child understands what they are consenting to, and we do not exploit any imbalance of power in the relationship between us. When relying upon 'legitimate interests', we take responsibility for identifying the risks and consequences of the processing, and put age appropriate safeguards in place.

Data Protection Officer

As we are not an incorporated entity we are not legally required to have a DPO or a data controller. However you may contact us with any queries and we will attempt to resolve the role of a DPO.