Privacy Policy for the RoboCup Germany Portal

This privacy policy informs you about the personal data we process in the RoboCup Germany Portal (portal.robocup.de), the purposes for which we process it, and the rights you have.

1. Controller

The controller responsible for the processing of your personal data within the meaning of the General Data Protection Regulation (GDPR) is:

European RoboCup Association e.V.
Hochschulstraße 10
64289 Darmstadt
Germany

Further details about the controller can be found in our legal notice.

2. Data We Process

Account Credentials

Using the portal requires a Keycloak account. We store your email address and your encrypted password. Technical log data (IP address, timestamps) is also processed during sign-in.

Coach and Contact Data

If you register as a coach or contact person for a school or university, we process:

First name and last name
Email address
Phone number
Associated school / institution

Participant Data (entered by coaches)

Coaches enter their team members' data into the portal. The following personal data of participants is processed:

First name and last name
Date of birth
Gender
Team affiliation

The date of birth is required to verify eligibility in age-dependent leagues and competitions.

Team and Institution Data

The following information is collected when registering for a competition:

Team name
League and discipline
School / university / institution
Location of the qualifying tournament

3. Purposes of Processing and Legal Basis

Competition Registration and Administration

The collected data is used to manage registrations for qualifying tournaments, the RoboCup Junior Finale, and the German Open, to verify eligibility, and to ensure the organisation of events.
Legal basis: Art. 6(1)(b) GDPR (performance of a contract)

Publication of Results

Team names and school names are published together with the competition results and documented on a permanent basis. Personal data of individual participants (e.g. names, dates of birth) is not published.
Legal basis: Art. 6(1)(f) GDPR (legitimate interest in transparent competition documentation)

Voting Rights in the RoboCup Committee Germany (RKD)

Registered coaches and participants may be eligible to vote when the RKD holds elections for league representatives. Your data will be used to determine your voting eligibility and to inform you about upcoming elections.
Legal basis: Art. 6(1)(f) GDPR (legitimate interest in democratic participation within the association)

Mailing List

Upon registration in the portal, you are automatically added to the season-specific mailing list (e.g. Season 2026/2027). Via this list you will receive exclusively topic-related information concerning your registration, the competition schedule, and organisational updates.

If you qualify for the RoboCup Junior Finale, you will additionally be added to the mailing list for that event.

You may unsubscribe from the mailing list at any time by sending an email to kontakt@robocup.de. Please note that after unsubscribing you will no longer receive information via the mailing list and will need to check the website independently for updates.
Legal basis: Art. 6(1)(f) GDPR (legitimate interest in communicating with participants)

4. Disclosure to Third Parties

Personal data is not disclosed to third parties as a general rule. Exceptions apply only in the following cases:

Qualification for international competitions (World Championship, European Championship): If a team registers for the RoboCup World Championship or European Championship, it is necessary to transmit the required registration data to RoboCup International. This transfer only takes place if the team has previously explicitly confirmed that it wishes to accept the place.
Statutory obligations: If we are legally required to provide information, we will disclose data to the competent authorities.

5. Minor Participants

Many participants — particularly in RoboCup Junior — are minors. Their data is entered into the portal exclusively by the responsible coach. By entering the data, the coach confirms that they are authorised to do so and that, where applicable, the consent of the participant's legal guardians has been obtained.

6. Photos and Videos at Events

At events from the RoboCup Junior Finale and the German Open onwards, photos and videos may be taken and published on our website and on social media. Participants and coaches will be separately informed about this. If you do not consent to publication, participation in these events is unfortunately not possible; participation in qualifying tournaments is not affected by this.

7. Retention Period

Your data is retained for the duration of your use of the portal and beyond, for as long as this is necessary for the documentation of past competitions and for compliance with statutory retention obligations. Data that is no longer needed is reviewed regularly and deleted.

8. Your Rights

You have the following rights with respect to us at any time:

Access to the data stored about you (Art. 15 GDPR)
Rectification of inaccurate data (Art. 16 GDPR)
Erasure of your data, provided no retention obligations apply (Art. 17 GDPR)
Restriction of processing (Art. 18 GDPR)
Objection to processing (Art. 21 GDPR)
Data portability (Art. 20 GDPR)
Withdrawal of consent previously given, with effect for the future

To exercise your rights or if you have questions about data protection, please contact us at: kontakt@robocup.de

9. Right to Lodge a Complaint

You have the right to lodge a complaint with the competent data protection supervisory authority. As a rule, this is the authority of the federal state in which you have your habitual residence. For the European RoboCup Association e.V., headquartered in Hesse, the competent authority is the Hessian Commissioner for Data Protection and Freedom of Information (Hessischer Beauftragter für Datenschutz und Informationsfreiheit, HBDI).

As of: October 2026