Columbus Robotics Privacy Policy

See also: Legal Notices

Last Review and Update:  January 22, 2022

Columbus Robotics takes your privacy seriously. As a nonprofit and a mission-driven youth-serving organization, we are compelled to understand who we are serving, how our programs are performing, and make improvements so that we can achieve our goals of making Columbus Robotics accessible to any youth who wants to be part of the fun, exciting and life-changing experience. Thus, we need to collect certain personal data from you to ensure we are meeting our goals and responsibilities as a youth-serving nonprofit organization.

This Columbus Robotics Privacy Policy describes how Columbus Robotics ("Columbus Robotics," "our," "we," "us,") collects and processes personal data that users (“user,” “your,” or “you”) provide to us at any of our web sites where this Policy is posted (the “Sites”). This Privacy Policy also applies to personal data which Columbus Robotics obtains by other means, as described below.

Treatment of Data for Minor Youth

Our treatment of youth data is governed by the United States Children’s Online Privacy Protection Act (COPPA) and the European Union’s General Data Protection Regulation (GDPR).

It is our policy to gain consent from parents/legal guardians when collecting data on anyone under the age of 18. Youth under the age of 13 are not permitted to create accounts or provide personal data on our Sites.

If we learn that we have personal data obtained directly from a child under 13 we will delete that data as soon as possible. If you believe we have collected data on a minor under age 13, notify us per section 19 of this policy and we will delete that data as soon as possible.

1.  Agreement to the Policy

By accessing or using any of our Sites, you agree to be bound by all of the Sites’ terms and conditions including this Privacy Policy. If you do not agree to any of the Sites’ terms and conditions or this Privacy Policy, please do not access or use any of our Sites.  In the event you believe data was collected without your consent please see section 19 for instructions on how to contact us.

2. What personal data does Columbus Robotics Collect:

In the instances and for the reasons outlined in sections 4 and 5 of this document, Columbus Robotics collects the following personal data categories:

Name, mailing address, email address, phone number, date of birth, gender, race, ethnicity, employer, your affiliations with Columbus Robotics Strategic Alliances, Columbus Robotics Alumni status, Columbus Robotics program history, secondary or emergency contacts, credit card or banking information, passport and national identification information, images (photos and video) and your Internet Protocol (“IP”) address.  For youth participants, we also collect data on free or reduced lunch eligibility, grade in school, graduation date, school name, and for certain awards, grade point average. We may also collect medical information (if filing a medical incident report). (Columbus Robotics does not collect race or ethnicity data from residents of the European Union.)

3. How does Columbus Robotics collect the data:

We collect data when you provide it to us directly or indirectly through a third party and by “cookies” (as described in section 9, below). You may provide certain data to us when you: (a) register for in person or virtual participation in any Columbus Robotics program or event; (b) apply for, or be nominated for, awards; (c) subscribe to our newsletter; (d) send e-mail messages; (e) submit forms; (f) transmit information by telephone or letter; (g) order products; (h) submit your credit card or other payment information; (i) access certain forms or request information on our Sites; (j) visit other points on the Sites that state that such information is being collected; (k) attend a Columbus Robotics event or a Columbus Robotics Program Delivery Organization activity; (l) apply for a grant through a third party vendor; (m) register for badging and housing for a Columbus Robotics official event or through a third party vendor; (n) complete a Columbus Robotics Consent and Release form; (o) complete a survey or evaluation; (p) make a donation to Columbus Robotics, or (q) complete forms relating to medical or non-medical incidents.  

When you engage in certain activities on any of our Sites, we may ask you to provide data by filling out and submitting an online form. Depending upon the activity, some of the data may be mandatory and some may be voluntary.  If you do not provide the mandatory data with respect to a particular activity, you may not be able to engage in that activity.

4. How does Columbus Robotics use the data:

By entering personal data into Columbus Robotics Sites or providing it to Columbus Robotics (directly or indirectly through third parties), you agree to allow Columbus Robotics to collect and use the data for the following purposes:

a. To improve our programs, products and services: Columbus Robotics uses data to evaluate and improve our programs, understand whom we are serving, assess program impact, report aggregate/de-identified data, monitor growth, improve the delivery of Columbus Robotics programs, improve our product and service-offerings, customize and improve our Sites’ content, layout, and services, diagnose problems with our servers and software, and administer our Sites, often with the assistance of our vendors. Columbus Robotics sometimes uses third parties to help implement, manage, and evaluate programs and efforts, and may share personal data with those third parties only for the purposes outlined in this Policy.

b. To improve quality and facilitate use of our Sites. Columbus Robotics may use your personal data, including the information gathered as a result of site navigation and electronic protocols and cookies, to help create and personalize website content, improve website quality, track marketing campaign responsiveness, evaluate page response rates, conduct usability testing, and facilitate your use of our Sites (for example, to facilitate navigation and the login process, enhance security, and preserve order information between sessions).

c. To assist with travel to Columbus Robotics events: We may provide assistance with travel arrangements to events, including to Columbus Robotics Championship.  Personal data including your name, gender, date of birth and passport number may be required to process visas and manage your travel arrangements to events.

d. For insurance purposes: Columbus Robotics is required to collect and share information including name, address, phone number, guardian/parent name, date of birth, and details about the nature of the injurious event and care provided with our insurance company if you are injured while participating in one of our Programs. 

5. How do Columbus Robotics and its authorized Program Delivery Organizations use the data:

By entering personal data into Columbus Robotics Sites or providing it to Columbus Robotics (directly or indirectly through third parties), you agree to allow Columbus Robotics and its authorized Program Delivery Organizations to collect and use the data for the following purposes:

a. To register you as a Columbus Robotics program participant or volunteer.

b. To manage events: We use personal data to identify your region for program participation, event registration, badging, volunteer management and general event management. Columbus Robotics Volunteer Coordinators and Event Managers may use personal data to manage events.

c. To process and administer Program awards:  We may use your personal data to process and manage awards associated with the programs and events.  Award applications may require personal information such as name and contact information and may be submitted by an individual or on behalf of an individual in the case of nominated awards (e.g., Woodie Flowers Award, Dean’s List Award, Volunteer of the Year Award).

d. To communicate with you: We use personal data to communicate with you about Columbus Robotics information and related opportunities.

e. To conduct marketing, promotional activities, and outreach to support the Columbus Robotics mission.

f. To process transactions: We use personal data to engage in interactions with you including to communicate with you about your registration status, payment of team registration, processing of sponsorship information, event information and to process orders, mail program related materials and items, and to collect registration fees or donations.

g. To provide support or other services: We use personal data to provide you with support or other services that you have requested. We may use your data to respond directly to your requests for information including registering for newsletters, registering a Columbus Robotics team, registering for trainings, professional development or webinars and any other specific requests you make directly of Columbus Robotics or our authorized Program Delivery Organizations. We may pass your data along to the appropriate Program Delivery Organization to respond to your request.

h. To solicit donations for Columbus Robotics or Columbus Robotics Partner Delivery Organizations. We may use your personal data, including name, email and mailing address to solicit donations to support the Columbus Robotics mission.

i. To comply with the Columbus Robotics Youth Protection Requirements: Columbus Robotics contracts with certified background screening agencies to conduct background screening on volunteers and staff. We will share your personal data for the purpose of conducting background screening.

6. How long does Columbus Robotics retain data:

Columbus Robotics will retain your data for as long as needed to fulfill the purposes and uses described in this Policy. When we no longer need your data, and there is no need to keep it to comply with our legal obligations or protect our legal rights, we will either delete it from our systems or depersonalize it so we can’t identify you.

If you wish to understand how to request your personal data be deleted, please refer to section 13 for more information.

7. How does Columbus Robotics share data:

Columbus Robotics does not rent or sell data to others. We share personal data with Columbus Robotics Program Delivery Organizations, vendors, services providers, and other third parties (collectively, “Service Providers”) who are acting on our behalf to help operate our Sites, handle communications, implement, manage or evaluate Columbus Robotics programs and events, or complete transactions you request.  

Except as otherwise provided in this Privacy Policy, Columbus Robotics will keep your personal data private and will not share it with third parties, unless such disclosure is necessary to: (a) comply with the law or legal process served on us; (b) provide you the products, services and/or information that you may have requested; (c) protect our rights or property; (d) enforce our rights; (e) protect the interests of users of the Site or any other person; (f) operate or conduct maintenance and repair of our equipment; (g) detect, prevent and/or otherwise address fraud, security or technical issues, as authorized by law; and/or (h) otherwise comply with applicable laws.

8. How does Columbus Robotics protect information:

Columbus Robotics uses technical and organizational measures to protect data including, but not limited to: conducting third-party security audits, firewalls, maintaining security patches on external systems, a log auditing system to identify breaches, and ensuring that all web connections are over HTTPS.  Access to personal data is available through your user identification and password selected by you. This password is encrypted. We recommend that you do not divulge your password to anyone and no one at Columbus Robotics or who represents Columbus Robotics will ever ask for your password. In addition, your personal data resides on a secure server to which only select Columbus Robotics personnel and Service Providers have secure access.

9. Cookies:

When you use any of our Sites, we may store cookies on your computer in order to facilitate and customize the experience. A cookie is a small data text file, which a website stores on your computer's hard drive (if your Web browser permits) that can later be retrieved to identify you to us.

Our cookies store randomly assigned user identification numbers, the country where you are located, and your log-in name to welcome you back to a Site. Our cookies: (a) make your use of our Sites easier; (b) make our Sites run more smoothly; (c) track authenticated users visiting our Sites; and (d) help us to maintain secure Sites.

You may decline our cookies, but some parts of our Sites may not work properly as a result. You can at any time use your browser setting to delete our cookies from your system. We may use a third party to display information on our Sites. As part of the third-party service, they may place a separate cookie on your computer.  

10. Privacy Policies of Third-Party Sites:

We may maintain links to other websites on our Sites. Links to alliances and sponsoring organizations are examples of these links. This Privacy Policy only applies to Columbus Robotics.  Other sites accessible through our Site have their own privacy policies and data collection use and disclosure practices.  Please consult each site’s privacy policy.

11. How you can rectify incorrect information:

You have the ability to access and edit the personal data you provide to us. Data may be changed by logging into your Columbus Robotics user’s account, or by requesting a change in writing.  Requests in writing should be sent to This email address is being protected from spambots. You need JavaScript enabled to view it..

Please include your name, address, e-mail address, and/or phone number when you contact us regarding an update or correction to data.  We reserve the right to confirm your identity before updating or correcting personal data.  We encourage you to promptly update your personal data if it ever changes.

12. How you can object to certain uses of your data:

If you do not wish to receive email from Columbus Robotics you may “opt-out” of receiving these communications by exercising your right to “opt out” by using the unsubscribe feature in the email or sending us an e-mail at This email address is being protected from spambots. You need JavaScript enabled to view it..

13.  How you can exercise your right to be forgotten:

You may request that your personal data at Columbus Robotics be deleted, by emailing This email address is being protected from spambots. You need JavaScript enabled to view it.. You will need to complete a request form and provide information to confirm your identity at the time of your request.  We reserve the right to confirm your identity before taking any action to delete your data.  Columbus Robotics will assess each request to be forgotten on a case by case basis to determine the extent to which data can be deleted.  Columbus Robotics will comply with all requests to be forgotten except where Columbus Robotics has a legal obligation to retain your data.

14. How you can exercise your right to data portability:

You have the right to receive a copy of the personal data you have provided to Columbus Robotics by emailing This email address is being protected from spambots. You need JavaScript enabled to view it..

15. Transfer of data to other countries:

Columbus Robotics and its programs operate internationally. However, Columbus Robotics is a United States based organization with headquarters in Manchester, New Hampshire, United States of America.  Columbus Robotics stores data in the United States of America and inside the European Union within the member state of Germany. When you transfer data to Columbus Robotics it will be primarily transferred to, stored and processed in one of these locations.

Columbus Robotics may need to share your personal data with Columbus Robotics Program Delivery Organizations in other countries in order to carry out the activities specified in this Policy. By submitting your personal data to Columbus Robotics, through Columbus Robotics Sites, or in connection with your interactions with Columbus Robotics offline, you consent to such transfers and to the processing of this information in any country where Columbus Robotics operates.

16.  Special Notification for California Residents:

Users who reside in California and have provided their personal data to us may request information about our disclosures of certain categories of personal identifiable information to third parties for direct marketing purposes. Such requests must be submitted to us at This email address is being protected from spambots. You need JavaScript enabled to view it.. Within thirty days of receiving such a request, we will provide a list of the categories of personal identifiable information disclosed to third parties for use in direct marketing purposes during the immediately preceding calendar year, along with the names and addresses of these third parties. This request may be made no more than once per calendar year.

17.  Columbus Robotics Donor Privacy Policy:

This section applies to all donor-related information received by Columbus Robotics, both online and offline, from any donor.

Columbus Robotics collects and stores donor information including name, address, email address, phone number, alumni status, and donation amounts. Unless authorized by the donor, mandated by law or necessary for the processing and analyzing of donations, Columbus Robotics will not share donor information with any other entity. If the donor notified us that the donor's employer will match the donation and the donor requests that we reach out to obtain the matching gift, we may disclose the donor's contact information (name, postal address, email address and telephone number) and donation information (donation amount and supported projects) to the employer. We are not responsible for the privacy practices of donors' employers. For more information regarding the handling of information by an employer, please refer to the employer's privacy policies.  

18. Changes to this Privacy Policy:

We reserve the right to change this Privacy Policy at any time.  Such changes, modifications, additions, or deletions shall be effective immediately upon notice thereof, which may be given by means including, but not limited to, posting the revised Privacy Policy at any of our Sites. You acknowledge and agree that it is your responsibility to review the Site you are using and this Policy periodically, and to be aware of any modifications. Your continued use of a Site after any such modifications will constitute your; (a) acknowledgment of any modified Policy; and (b) agreement to abide and be bound by any modified Policy. To the extent that any modifications to this Policy materially alters how Columbus Robotics will use information collected under prior version of the Policy, Columbus Robotics will provide you notice by email using your email on file, and where required by law, will obtain your consent.

19.  How to contact us and how to lodge a complaint:

Columbus Robotics has a Data Governance Team who represents Columbus Robotics and will lead investigative action, complaint handling and data breach notification. If you have any questions about this Privacy Policy, the practices of any of our Sites, or your dealings with any of our Sites, contact us via email This email address is being protected from spambots. You need JavaScript enabled to view it. or by sending a letter to:

Columbus Robotics
000 Some Street
Columbus, IN, United States, 47201

Or you may call us at (555) 555-5555.