Privacy Policy

1. Information We Collect

Depending on how you use the Platform, we may collect the following categories of information.

1.1 Account Information

When you create an account, we may collect:

• Full name
• Email address
• Phone number
• Password or authentication information
• Profile information
• Account type or role
• Other information necessary to operate your account

1.2 Team and Competition Information

When you register a team or competition entry, we may collect:

• Team name
• Team captain or representative information
• Team member names
• Team member contact information
• Institution, university, school, club, or organization
• Team category
• Competition category
• Robot information
• Technical specifications
• Registration information
• Competition results and rankings
• Some of this information may be displayed publicly as part of competition administration and results.

1.3 Payment Information

If you make a payment through the Platform, payment information may be processed by our payment service providers.

We may receive information such as:

• Transaction ID
• Payment status
• Amount paid
• Payment date
• Payment method or provider
• Limited billing information
• We generally do not store complete credit/debit card numbers, CVV numbers, UPI PINs, passwords, or other sensitive payment authentication credentials on our own systems.
• Payment information may be handled by third-party payment providers according to their own privacy policies and terms.

1.4 Communications

If you contact us, submit a support request, participate in a discussion, or communicate with the IRCL team, we may collect:

• Your name
• Contact information
• Messages
• Attachments
• Support requests
• Other information you voluntarily provide

1.5 Content You Submit

You may voluntarily submit:

• Team photographs
• Robot photographs
• Videos
• Robot designs
• Technical documents
• Project descriptions
• Team logos
• Social media links
• Competition submissions
• Other User Content
• Please do not submit confidential or sensitive information unless it is necessary for the relevant IRCL activity.

1.6 Technical Information

When you use the Platform, certain technical information may be automatically collected, such as:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Approximate usage information
• Date and time of access
• Error and diagnostic information
• Security and authentication logs
• We may use this information to operate, secure, maintain, and improve the Platform.

1.7 Cookies and Similar Technologies

We may use cookies, local storage, session technologies, and similar technologies to:

• Keep you signed in
• Maintain session security
• Remember preferences
• Understand how the Platform is used
• Improve functionality
• Detect fraud or abuse
• Maintain Platform security
• Where required by applicable law, we will obtain appropriate consent before using non-essential cookies or similar technologies.

2. How We Use Personal Information

We may process personal information for the following purposes:

Providing the Platform

To:

• Create and manage accounts
• Provide member functionality
• Process registrations
• Manage teams
• Administer competitions
• Publish rankings and results
• Provide customer support
• Operate the IRCL Platform

Competition Administration

We may use participant information to:

• Verify eligibility
• Organize matches
• Manage teams
• Conduct technical inspections
• Communicate schedules
• Record competition results
• Maintain rankings
• Issue certificates or awards
• Maintain historical competition records

Communications

We may use your information to send:

• Registration confirmations
• Account notifications
• Competition schedules
• Rule updates
• Safety notices
• Event announcements
• Administrative messages
• Support responses
• Other communications necessary to operate IRCL

Security

We may process information to:

• Detect unauthorized access
• Prevent fraud
• Protect accounts
• Investigate security incidents
• Prevent abuse
• Protect the integrity of competitions

Improvement

We may use information to understand how the Platform is used and to improve its features, reliability, security, and user experience.

Legal and Regulatory Compliance

We may process or disclose information where reasonably necessary to:

• Comply with applicable law
• Respond to lawful requests
• Protect legal rights
• Investigate suspected unlawful activity
• Enforce our Terms of Service
• Protect participants, organizers, or the public

3. Legal Basis for Processing

We process personal information only for lawful purposes.

Depending on the circumstances, processing may be based on:

• Your consent
• Your request to provide a service
• A legitimate or legally recognized use
• Compliance with applicable legal obligations
• Protection of our rights or the rights of others
• Other lawful grounds available under applicable law
• Where consent is required, we will seek consent in an appropriate manner.
• Consent should be voluntary, specific, informed, and unambiguous, consistent with applicable Indian data protection requirements.

4. Public Competition Information

IRCL is a public-facing robotics competition.

To operate and promote the league, certain information may be publicly displayed, including:

• Team names
• Team logos
• Participant names
• Institution or organization names
• Competition categories
• Rankings
• Scores
• Match results
• Awards
• Publicly submitted photographs
• Publicly submitted videos
• Other competition-related information
• Please consider this before submitting information or media that you do not want publicly associated with your participation.
• We will make reasonable efforts to avoid unnecessarily publishing private contact information such as personal phone numbers, passwords, or private email addresses.

5. Photographs and Videos

IRCL events may be photographed, recorded, livestreamed, or otherwise documented.

By attending or participating in an IRCL event, your image, voice, team, robot, or participation may appear in event-related photographs, videos, livestreams, social media posts, promotional materials, or competition records.

Where required by applicable law, WAVLOZ will provide appropriate notices or obtain necessary permissions.

If you have a specific concern about an image or video featuring you, you may contact us using the contact information provided below.

6. Sharing of Personal Information

We may share personal information with trusted third parties where reasonably necessary to operate IRCL.

These parties may include:

• Hosting and cloud service providers
• Authentication providers
• Database and infrastructure providers
• Payment processors
• Email and communication providers
• Analytics providers
• Security providers
• Event and venue partners
• Competition partners
• Professional advisers
• Legal or regulatory authorities where required
• Other service providers acting on our behalf
• Where third parties process personal information for us, we will take reasonable steps to require appropriate confidentiality and security protections.
• We do not sell your personal information as a standalone commercial product.

7. Third-Party Services

The Platform may use or link to third-party services.

Examples may include services used for:

• Authentication
• Payments
• Hosting
• Analytics
• Communications
• Embedded content
• Social media
• Event management
• Other Platform functionality
• Your use of those services may be subject to the third party's own terms and privacy policy.
• WAVLOZ is not responsible for the privacy practices of independent third-party services.

8. Data Security

We take reasonable technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, loss, misuse, or destruction.

Security measures may include:

• Access controls
• Authentication mechanisms
• Encryption where appropriate
• Secure infrastructure
• Monitoring and logging
• Backup procedures
• Security reviews
• However, no online service can guarantee absolute security.
• You are also responsible for protecting your account credentials and should not share your password or authentication information with others.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

• Provide Platform services
• Maintain competition records
• Resolve disputes
• Prevent fraud and abuse
• Meet legal obligations
• Maintain financial records
• Protect our legal rights
• Different categories of information may have different retention periods.
• When personal information is no longer required, we may delete, anonymize, or otherwise securely dispose of it, subject to applicable legal and operational requirements.

10. Your Privacy Rights

Subject to applicable law, you may have rights relating to your personal information, including the ability to:

• Request information about the personal data we process about you
• Request correction of inaccurate or incomplete personal information
• Request deletion or erasure of personal information where applicable
• Withdraw consent where processing is based on consent
• Request information about how your personal information is processed
• Raise a grievance regarding our handling of your personal information
• Exercise other rights provided under applicable law
• India's DPDP framework provides individuals with rights concerning access-related information, correction, erasure, consent withdrawal, and grievance redressal, subject to applicable conditions and exceptions.
• Some requests may not be immediately fulfilled where retention or processing is required by law, necessary for legal claims, required for competition records, or otherwise permitted under applicable law.

11. Withdrawing Consent

Where we rely on your consent to process personal information, you may withdraw that consent where permitted by applicable law.

Withdrawal of consent will not affect processing that occurred lawfully before the withdrawal.

Withdrawal may also affect our ability to provide certain services or allow continued participation in certain activities where the information is necessary for those services.

To withdraw consent or exercise a privacy right, contact us using the details in Section 17.

12. Children's Privacy

IRCL may be accessible to students and young participants.

Where an IRCL activity involves individuals under the applicable age threshold for children under Indian data protection law, WAVLOZ will take appropriate steps required by applicable law, including obtaining verifiable consent from a parent or lawful guardian where required.

We do not knowingly seek unnecessary personal information from children.

If you believe that a child has provided personal information to us in circumstances where appropriate consent was not obtained, please contact us.

13. Accuracy of Information

We expect participants and account holders to provide accurate and up-to-date information.

You may contact us to request correction of inaccurate information associated with your account or participation.

We may take reasonable steps to verify requests before making changes to personal information.

14. Data Breach and Security Incidents

If WAVLOZ becomes aware of a personal data breach that requires notification under applicable law, we will take appropriate steps to investigate, contain, remediate, and provide notifications as required by law.

Notifications may be provided to affected individuals, regulators, or other authorities where required.

15. International Data Transfers

Some service providers used by the Platform may process or store information in locations outside India.

Where personal information is transferred or processed outside India, WAVLOZ will take steps required by applicable law and applicable contractual or security requirements.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes to the Platform
• Changes to our data practices
• Changes to third-party services
• Changes in applicable law
• Other operational or security requirements
• When material changes are made, we may provide appropriate notice through the Platform or another reasonable communication method.
• The updated policy will be effective from the date stated at the top of the policy.

17. Privacy Requests and Contact

If you have questions about this Privacy Policy or want to exercise an applicable privacy right, please contact the WAVLOZ team through the official contact channels provided on the Wavloz IRCL website.

When making a privacy request, we may ask for information reasonably necessary to verify your identity and protect your account from unauthorized requests.

Please include:

• Your name
• Email address associated with your account
• Nature of your request
• Any relevant information needed to locate the applicable data
• We will handle requests in accordance with applicable law.

18. Relationship With the Terms of Service

This Privacy Policy should be read together with the Wavloz IRCL Terms of Service and applicable competition rules.

The Terms of Service govern your use of the Platform and participation in IRCL, while this Privacy Policy explains how we handle personal information.

19. Contact

WAVLOZ

India Robotics Combat League

Engineered in India.

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