Privacy Policy

Impact Robotics League ("we," "our," or "us") respects your privacy. This Privacy Policy explains how we collect, use, and protect your information when you visit our website, participate in our programs, or communicate with us.

1. Information We Collect

Information you provide directly — such as your name, email address, phone number, school affiliation, and other details when you fill out forms, sign up for events, apply for programs, or contact us.

Automatically collected information — such as your IP address, browser type, operating system, pages visited, and time spent on our site. We use cookies and similar technologies to improve functionality and measure engagement.

Program participation data — such as team registration details, competition results, and media (photos, videos) from events.

2. How We Use Your Information

We use your information to provide, operate, and improve our programs and events; communicate with you about updates, opportunities, and relevant news; process registrations and applications; promote our programs (including the use of event photos and videos, with consent where required); and meet legal, regulatory, and safety requirements.

3. Data Retention

We retain your personal information for the following periods: registration and participation data for 5 years after program completion or account closure; marketing communications until you unsubscribe or request deletion; photos and videos from events for 7 years for promotional and historical purposes; safety and incident reports for 10 years as required by law; and financial records for 7 years for tax and audit purposes. We may retain some information longer if required by law or for legitimate business purposes such as resolving disputes or enforcing our agreements.

4. Third-Party Services and Data Sharing

We do not sell or rent your personal information. We share it only as described below:

With Placer Robotics (501c3)

Our nonprofit partner and joint operator of certain programs and events. We coordinate closely with Placer Robotics for purposes of program delivery, event management, and participant support. This may include sharing registration details, competition results, and approved media. Placer Robotics is committed to safeguarding participant information and does not sell or rent personal data.

Service Providers

We share personal information with the following categories of third-party service providers: registration platforms to process event registrations and manage participant databases; payment processors to handle registration fees and purchases (Stripe, PayPal); email and communication services to send updates and newsletters (Mailchimp, SendGrid); website analytics to understand site usage (Google Analytics); cloud storage providers to store and backup data (Google Cloud, AWS); and event management tools to coordinate tournaments and logistics.

Legal Requirements

We may share information when required by law or to protect our legal rights and the safety of participants, or with partners, sponsors, or media but only in aggregated or non-identifiable form unless you have given explicit consent.

5. California Consumer Privacy Act (CCPA) Rights

If you are a California resident, you have the following rights under the California Consumer Privacy Act:

Your Rights

Right to Know: You can request information about the categories and specific pieces of personal information we have collected about you in the past 12 months. Right to Delete: You can request deletion of your personal information, subject to certain exceptions. Right to Correct: You can request correction of inaccurate personal information. Right to Opt-Out: You can opt-out of the sale or sharing of your personal information. Right to Limit: You can limit the use and disclosure of sensitive personal information. Right to Non-Discrimination: We will not discriminate against you for exercising these rights.

How to Exercise Your Rights

To exercise these rights, contact us at [email protected]. We will respond to your request within 45 days. You may also designate an authorized agent to make requests on your behalf.

Categories of Personal Information

In the past 12 months, we have collected the following categories of personal information: identifiers (name, email, phone, IP address); demographic information (age, school grade level); commercial information (registration records, payment information); internet activity (website usage, preferences); audio/visual information (event photos, videos); and education information (school affiliation, grade level).

6. Data Breach Notification

In the event of a data breach that affects your personal information, we will investigate immediately and assess the scope and impact of the breach within 72 hours; notify appropriate regulatory agencies as required by law; contact you via email within 7 days of discovering the breach; explain what information was involved, steps we're taking, and actions you can take to protect yourself; and offer support such as credit monitoring or other protective services if appropriate. We maintain cyber security insurance and follow industry best practices to prevent data breaches.

7. Children's Privacy (COPPA Compliance)

We take special care to protect the privacy of children under 13 and comply with the Children's Online Privacy Protection Act (COPPA).

Information Collection from Children Under 13

We only collect personal information from children under 13 with verifiable parental consent, except in limited circumstances permitted by COPPA such as collecting a parent's email solely to provide notice and seek consent, or collecting information for immediate safety purposes.

Verifiable Parental Consent Process

Before collecting personal information from a child under 13, we obtain verifiable parental consent through one of these methods: signed consent form (physical or electronic signature on permission forms); credit card verification (small charge verification, immediately refunded); government ID verification (digital verification of parent identification); or video conferencing (live video chat with parent to confirm identity).

Parental Rights

Parents have the right to review their child's personal information; request deletion of their child's personal information; refuse to allow further collection of their child's information; and withdraw consent at any time.

Enhanced Protections for Ages 13-16

Under California law, we require opt-in consent from users aged 13-15 before selling or sharing their personal information. Users aged 16 and older may opt-out of such practices.

8. Photo and Video Consent

Our events may involve photography and videography for promotional and educational purposes.

Consent Requirements

For participants under 13, written parental consent is required before any photography/videography. For participants 13-17, both participant and parental consent is required. For participants 18+, direct consent from participant is required.

Use of Media

Photos and videos may be used for website and social media promotion; educational materials and presentations; news releases and media coverage; and program documentation and historical records.

Opt-Out Process

You may opt-out of photography/videography by requesting removal from our media consent list; wearing identification provided at events to indicate no photography; or contacting us to request removal of existing photos/videos.

9. Cookies & Analytics

We use cookies and analytics tools (such as Google Analytics) to understand how visitors use our site and to improve your experience. You can adjust your browser settings to block or delete cookies.

10. Data Security

We take reasonable measures to protect your information from unauthorized access, disclosure, alteration, or destruction. However, no internet transmission or storage method is 100% secure.

11. Your Choices

You can opt out of marketing emails by using the unsubscribe link in our messages; request access to or correction of your personal information; and request deletion of your personal information, subject to any legal or program obligations.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last Updated" date will always reflect the most recent version. We will notify users of material changes via email or prominent website notice.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

Impact Robotics League
Email: [email protected]

For COPPA-related inquiries or to exercise parental rights, please use the same email address with "COPPA Request" in the subject line.