Privacy Policy

1. Organiser and contact
RobotHack is organised by the association Windhackers (the "organiser", "we" or "us"). We are responsible for the personal data we process in connection with RobotHack.
This policy applies to robothack.co and RobotHack registration, participation and communications.
Privacy enquiries: info@windhackers.com
Event enquiries: robothack@windhackers.com

2. Information we collect
Depending on how you participate, we may collect:
  • Your name, email address, phone number, organisation, educational institution, role, skills and interests.
  • Registration and eligibility information, including age, student status, team membership, EU citizenship or valid EU residence permit status.
  • Project submissions, team information, mentoring bookings, attendance, evaluation results and certificates.
  • Communications, survey responses and feedback.
  • Photos or recordings from event activities.
  • Technical data needed to operate and secure the website and platform, such as IP address, browser information and access logs.
  • Information necessary to administer prizes, including payment or tax details where applicable.
We collect this information from you, through the event platform, and from people involved in administering the event. Please do not include unnecessary personal data or confidential information in public project descriptions.

3. How and why we use information
We process personal data to:
  • Manage registration, verify eligibility, organise teams, provide mentoring, evaluate projects and communicate event information. Our legal basis is the participation agreement or steps requested before entering it (GDPR Article 6(1)(b)).
  • Manage prizes and meet applicable accounting, tax and reporting requirements. Our legal bases are performance of an agreement and legal obligations (Articles 6(1)(b) and 6(1)(c)), as applicable.
  • Answer enquiries, maintain security, resolve disputes, gather feedback and improve future events. Our legal basis is our legitimate interests (Article 6(1)(f)).
  • Document the event through appropriate photography, video and event reporting, based on legitimate interests or consent where required (Articles 6(1)(f) or 6(1)(a)).
  • Send newsletters or other optional promotional messages only when you have consented (Article 6(1)(a)).
Information required for registration or eligibility is identified when collected. If you do not provide it, we may be unable to process your participation or prize eligibility. Promotional communications are optional.

4. Who can access information
We share personal data only where necessary with authorised organisers, event staff, mentors, judges, challenge partners, and service providers supporting the event. This includes the HackTribe event platform and services used for email, online sessions and surveys. Riga Technical University and other event partners may receive information required for their specific event responsibilities or applicable reporting obligations.
Access to project information depends on the platform section. Some project descriptions, presentations, team details and competition results may be visible to other participants, judges or the public. Private registration information, eligibility evidence and payment details are not intended for public display.
We do not sell personal data or provide participant contact lists to sponsors for their marketing without separate permission. Where an event partner processes information independently, that partner is responsible for its own processing and applicable privacy information.
Some service providers may process data outside the European Economic Area. Where this occurs, appropriate safeguards required by GDPR apply.

5. Photos, video and online sessions
RobotHack activities may be photographed, filmed or livestreamed for event documentation, reporting and promotion. We provide information about planned coverage through event communications or at the venue.
If you have concerns about appearing in photos or recordings, contact robothack@windhackers.com before the event or speak to an organiser on site. We will consider reasonable requests to avoid or remove identifiable coverage. Private mentoring sessions are not routinely recorded by the organiser.
Public presentations and project demonstrations should not contain confidential information or personal data that you are not authorised to disclose.

6. Cookies
The website and event platform may use cookies needed for functionality, authentication and security. If optional analytics or marketing cookies are used, we request consent where required and provide a way to change or withdraw it. You can also manage cookies through your browser settings, although blocking necessary cookies may affect functionality.

7. Retention and security
We keep personal data only for as long as necessary to administer RobotHack, handle reasonable follow-up enquiries, maintain event records and meet legal or funding obligations. Registration and routine participation records are generally retained for up to 24 months after the event, unless a longer period is necessary. Accounting, prize and funding records are kept for the periods required by applicable law or funding arrangements. Published event reports, project results and media may remain available for event documentation, subject to applicable rights and reasonable removal requests.
We use appropriate access restrictions and security measures to protect personal data. No online system can guarantee complete security.

8. Your rights
Under GDPR, you may have the right to access, correct, delete, restrict or receive a copy of your personal data. You may object to processing based on legitimate interests and withdraw consent at any time where consent is the legal basis. Withdrawal does not affect processing carried out lawfully before it.
To exercise your rights, email info@windhackers.com. We normally respond within one month, subject to extensions allowed by law.
You may also submit a complaint to Latvia's Data State Inspectorate (dvi.gov.lv) or another competent EU supervisory authority.

9. Age requirements and updates
RobotHack 2026 participants must be at least 18 years old. If we discover an ineligible registration by a minor, we will take appropriate action and remove data we do not need to retain.
We may update this policy to reflect changes in the event or legal requirements. The latest version will be published on the website.

Last updated: 26 October 2026

Terms of Service

1. Organiser and scope
These Terms apply to RobotHack and its website and event services, provided by the association Windhackers.
Event contact: robothack@windhackers.com.
By registering, participants agree to these Terms, the RobotHack 2026 Participant Guidelines, and the Code of Conduct, available through robothack.co and the event platform. The Participant Guidelines govern event-specific competition rules if they differ from these general Terms.

2. Participation and competition
RobotHack 2026 takes place 24 to 28 November 2026, with online activities and in-person events in Riga, Latvia. Participation is free.
Participants must be at least 18 years old and meet the published eligibility requirements. Teams, submissions, use of AI, evaluation, attendance, finalist selection, prizes and deadlines are governed by the Participant Guidelines. Registration does not guarantee a place in the finals, a prize or access to a particular mentor.
Participants must provide accurate information and follow the published schedule, safety instructions and event rules. The organiser may verify eligibility and take appropriate action where the rules are not met.

3. Accounts and conduct
Participants are responsible for keeping their account information secure and for the content they submit. Do not use the website or platform to infringe rights, harass others, publish unlawful material, distribute malware or interfere with the service.
All participants must follow the Code of Conduct, venue requirements and organiser instructions. Hardware and robot demonstrations must follow applicable safety rules and be arranged in advance where required.
The organiser may restrict access or disqualify participants for serious rule breaches, misconduct or safety risks, in accordance with the Participant Guidelines.

4. Intellectual property and confidentiality
Participants retain ownership of the code, designs, prototypes and other work they create, subject to third-party rights and any agreements between team members. Participation does not transfer ownership of a project to the organiser, sponsors or challenge partners.
Participants are responsible for having the right to use any external code, data, images, AI services or other materials included in their projects. Teams should agree among themselves how they manage ownership and contributions.
Project submissions may be viewed and assessed as part of the event. Public pitches, demonstrations and published project information are not confidential. Any additional commercial use of a project by a third party requires a separate agreement with the relevant rights holders.

5. Third-party services and expert advice
Participants may use third-party tools and services subject to those providers' own terms and privacy policies. Mentors and experts provide guidance, but participants remain responsible for their decisions, prototypes and project outcomes.
The organiser does not guarantee continued access to third-party tools, funding, investment or commercial results after the event.

6. Programme changes and cancellation
The organiser may make reasonable changes to the programme, speakers, mentoring, venue or format where necessary. Material changes will be communicated through the website, event platform or registered contact details.
If the event is postponed or cancelled, registered participants will be informed as soon as reasonably possible. Travel, accommodation and other personal expenses remain participants' responsibility unless otherwise agreed.

7. Responsibility and liability
Participants are responsible for their own equipment, materials, submissions and safe use of prototypes. We take reasonable care in organising RobotHack, but cannot guarantee uninterrupted access to third-party services or outcomes beyond our control.
Nothing in these Terms excludes liability that cannot legally be excluded, or limits mandatory consumer or data protection rights.

8. Applicable law and contact
These Terms are governed by Latvian law, subject to mandatory protections under applicable law. Disputes are handled by the competent courts.
Questions about participation or these Terms: robothack@windhackers.com.
Privacy requests: info@windhackers.com.

Last updated: 26 October 2026