GDPR

What is personal information?

Personal information is any kind of data that could be used to identify you as an individual. This includes the obvious kinds, such as your name, but also less obvious kinds such as e-mail addresses.

The type of personal information we collect

Student Robotics collects various types of personal information for various purposes.

For anyone involved in Student Robotics (including competitors and volunteers), the following personal information might be collected;

• Names

• E-mail addresses

• Usernames

• Age

• Ethnicity

For Student Robotics volunteers, including members, the following other types of personal information might be collected;

• Address

• Phone number

How we get the personal information and why we have it

Most personal information we collect is provided directly by you.

In some cases, it is possible that competitor information may be supplied by their team supervisor.

We also receive some data from third parties through you interacting with our services provided by them, e.g. GitHub, Discord, etc.

How we store your personal information

Personal information is typically stored either digitally, or on paper.

Digitally; personal information is stored privately on servers managed by Student Robotics. Access to this information is restricted to a minimal number of Student Robotics volunteers. This will include the the volunteers processing it, the committee overseeing it, and the Trustees.

Paper copies will be scanned and stored digitally where possible. When this is not possible, the paper copy will be stored in a secure manner by the Trustees.

How long we store personal information

Personal information is stored in accordance with our data retention policy. This is separated into a separate policy as it includes a number of edge cases.

As a rule of thumb data is kept for about 4-6 years.

Disposal of personal information

Once the personal information is no longer required by our data retention policy it will be disposed of. Digital data will be deleted. Paper copies will be shredded and the waste put into local waste management facilities.

The disposal of personal or sensitive data will be confirmed by a two people, including the person doing the disposal and a member of the relevant committee/Trustees. Confirmation of the destruction will be e-mailed to [e-mail] referencing only a case number, the SR year or event name.

Sharing of personal information

We use third party organisations or individuals to enable us to provide our services. These may, for example, provided virtual storage or computing services, or manage e-mails. Student Robotics verifies that these third parties state how they use the information. These privacy policies will be made available on request.

Your rights

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information.

• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

• Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at [e-mail] if you wish to make a request.

Any concerns?

If you have any concerns or questions about our use of your personal information, you can make a complaint to us at [e-mail].

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk# GDPR Policy