Last updated: September 1, 2026

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Spartan Robotics ("we," "us," "our team") uses an internal application ("RosterManager") to manage team membership, safety compliance, and communications for our FIRST Robotics Competition program. This statement explains what personal information we collect, why, and the choices and rights you have over it.

What we collect

• Contact information: name, email address, phone number

• Student-specific information: MVLA student ID, guardian/parent contact details, emergency contact information, medical notes relevant to team activities, and a safety/consent status flag confirming FIRST Dashboard consent forms are on file with FIRST (we do not store the consent forms themselves — those are held by FIRST)

• Team activity information: membership history and season participation, mentor district-approval status, tool training and safety-test records, and identifiers linking your account to team-used third-party services (Slack, Onshape, GitHub) where you've connected them

We do not collect financial account numbers, government IDs, or payment credentials through this application.

Why we collect it

• To run team operations: rosters, communications, safety compliance, and event eligibility

• To meet FIRST Robotics Competition program requirements (e.g. confirming required consent forms are on file with FIRST)

• To coordinate access to team tools (Slack, Onshape, shared Drive folders, GitHub)

Who can see it

Access is role-based. Team admins and designated mentors can see full records needed for their role. Sensitive fields (e.g. medical notes) are restricted to a smaller admin/mentor set than general roster information. Students and guardians can see and update their own information through their personal portal login.

Third parties we share data with

Google Workspace (email, shared Drive, Google Groups), Slack, Onshape, and (for team members who opt in) GitHub. We do not sell personal information, and we do not share it with third parties for advertising purposes.

How long we keep it

We retain active-member and mentor records for the duration of participation and a reasonable period after (e.g. for alumni tracking and program continuity). You can request earlier removal at any time — see below.

Your rights

You (or, for a minor, your parent/guardian) have the right to:

• Access the personal information we hold about you

• Correct inaccurate information

• Request removal of your personal information from RosterManager — on request, your record is permanently deleted from our system

To exercise any of these rights, contact contact@spartanrobotics.org. We will confirm and act on removal requests within a reasonable time.

Contact

Questions about this statement or your data: contact@spartanrobotics.org.