Last updated: 12 August 2026

Our Commitment to Privacy

Robotics Coding Challenge (RCC) handles personal information in accordance with applicable Australian privacy requirements. Because many participants are children, RCC minimises public identifying information and requires an authorised adult, participant, parent/guardian, teacher or school representative to provide the permissions required for a submission.

What We Collect

• participant name, year or grade level, school, category and team information;
• participant, parent/guardian, teacher or school contact information;
• registration, consent, payment and award-delivery information;
• optional Project Note text, code files and presentation or robot-operation videos;
• account, submission, security and audit records needed to operate the competition; and
• technical information normally produced when using a website, such as IP address, browser and server logs.

Payment card details are handled by the applicable payment provider and are not stored in full by RCC.

How We Use Information

• to register participants, manage individual and school accounts, and accept submissions;
• to confirm participation and Robotics Finals qualification, conduct judging and evaluation, manage appeals, and issue certificates or awards;
• to communicate competition instructions, results and operational notices;
• to protect the integrity, security and availability of RCC services; and
• to improve future RCC education and competition programs.

RCC does not sell participant personal information or share it with third parties for their independent marketing.

YouTube Publication and Public Gallery

Every valid finalised submission video is uploaded by RCC to the official RCC YouTube channel using YouTube API Services. It is set to Unlisted and displayed in the public RCC participant gallery for participation confirmation, qualification, judging and evaluation.

An Unlisted video is not normally shown in YouTube search results, but anyone with the link can watch and share it. Public video metadata may include the RCC submission number, category, year or grade level, school, team name and project title. RCC does not intentionally place a student’s full name, email address, date of birth, parent/guardian details or teacher contact details in YouTube titles or descriptions.

By finalising a submission, the authorised submitter confirms the required permissions and accepts this publication. A person who does not agree should not finalise the submission. An authorised person may later request removal; removing the required video may withdraw the entry or make it ineligible for continued judging, qualification, awards or gallery display.

YouTube’s handling of information is governed by the Google Privacy Policy and the YouTube Terms of Service. The RCC upload service uses only the permissions needed to upload videos and confirm their processing status. It does not read participant viewing histories, subscriptions or private YouTube account activity. The organiser can review or revoke RCC’s Google account authorisation through Google security permissions.

Storage, Processing and Disclosure

RCC uses contracted service providers to operate the competition, including website and infrastructure providers, Cloudflare R2 for private temporary submission storage, Google/YouTube for Unlisted video hosting, email providers and payment processors. Judges and authorised RCC staff may access submission materials only for competition operations. These providers may process or store information outside Australia under their own security and privacy arrangements.

RCC may also disclose information where required or authorised by law, to investigate misuse or security incidents, or to protect participants and the competition.

How Long We Keep Information

• After YouTube processing and Unlisted publication are confirmed, the R2 copy of a video is retained for a 14-day safety period and then automatically deleted unless an authorised hold is required.
• Code files are retained through judging and the 30-day appeal period, then become eligible for deletion unless a legitimate operational, safeguarding or legal hold applies.
• YouTube videos and the public gallery record remain available as part of the competition publication unless RCC removes them following an authorised request, policy decision or legal requirement.
• Registration, consent, judging, award, financial, security and audit records are kept only for as long as reasonably required for competition administration, accountability and legal obligations.

When information is no longer required, RCC takes reasonable steps to delete it or de-identify it.

Protecting Young Participants

RCC collects only the participant information reasonably needed to run the competition. For entrants under 18, the person finalising the submission must be authorised and must have obtained any required parent/guardian or school permissions. Public metadata is deliberately limited, and direct contact and account information is kept out of YouTube metadata and the public gallery.

How We Protect Information

RCC uses role-based access, private object storage, time-limited signed upload and download links, audit records, restricted service credentials and automated retention controls. No online service can guarantee absolute security, but RCC takes reasonable technical and organisational steps to protect information from misuse, interference, loss and unauthorised access, modification or disclosure.

Access, Correction and Removal Requests

A participant, parent/guardian or authorised representative may request access to or correction of personal information, ask a privacy question, make a complaint, or request removal of a submission video or associated YouTube API data. Contact [email protected] and identify the participant or submission. RCC may request reasonable evidence of identity and authority before acting, particularly where a child is involved.

RCC will respond within a reasonable period. Where a request cannot be fulfilled because of a legal, safeguarding, integrity or recordkeeping obligation, RCC will explain the reason and available next steps.

Changes to This Policy

RCC may update this policy when services or legal obligations change. The current version and update date will remain published on this page. Material changes affecting a finalised submission will be communicated where reasonably practicable.