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GENERAL PROVISIONS

  1. The privacy policy of the “robotsintellect.ktu.edu“ website (hereinafter – the Privacy Policy) identifies natural persons, personal data, collects and sells the website, processing conditions, legal basis, purpose, retention period, publication and statement, accuracy, safeguards and legal conditions for the use of data subject.
  2. The Privacy Policy does not apply to the processing, publication, provision and protection of data of legal entities.
  3. Abbreviations and terms used in the text with special meanings:
    • Organizers of the event – institutions organizing the event “Robots Intellect 2024” – Kaunas University of Technology and Students’ Association of Kaunas University of Technology.
    • A team – is a group of natural persons consisting of two to five members, unless otherwise specified in the specific rules of the competition and formed only for the duration of the event, for the task of the selected competition.
    • A team member – a natural person, one of the team members, together with other team members participating in the competition during its execution and performing the task of the selected match.
    • An individual participant – a natural person who participates in the competition and competes equally with other individual participants or teams in performing tasks of the selected competition.
    • A participant of the event – a natural person participating in other activities offered by the event or as a spectator of the competition.
    • A robot – a work of an individual participant or a team that meets the requirements specified in the competition rules, with which participates and competes in the selected competition.
    • A representative body – a legal entity with which the participant has an educational, work or voluntary relationship and in whose honour, he chooses to participate in the competition.
    • A represented country – the country from which the participant comes to the competition.
  4. Data Controller – Kaunas University of Technology, legal form: public institution, legal entity code: 111950581, registered address: Donelaičio St. 73, 44249 Kaunas. The structural unit responsible for implementing the Privacy Policy is the data controller’s division administering this website: KTU Student Scientific Society, address: Tunelio St. 60-021, Kaunas, phone number: +370 67042011, email: liutauras.karosas@ktu.edu, and KTU Student Union, address: K. Donelaičio St. 73, Kaunas, phone number: +370 65486217, email: prezidentas@ktusa.lt. The chairperson of the KTU Student Scientific Society, Liutauras Karosas, and the president of the KTU Student Union, Justas Čėsna, are responsible for data security and confidentiality.
  5. The general principles for the processing of personal data shall be laid down in April 27 Regulation (EU) 2016/679 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EB (General Data Protection Regulation).
  6. Basic principles of personal data processing:
    • Personal data shall be collected for specified and legitimate purposes.
    • Personal data shall be processed accurately and fairly.
    • Data subjects shall have unrestricted access to correct inaccurate personal data. Personal data shall be kept for no longer than is necessary for the purposes for which they are processed, as specified for each specific purpose of the processing.
    • Personal data shall be processed only by employees who have been granted such a right.
    • All information concerning personal data processed shall be confidential in so far as its publication is not necessary for the purposes of the organization and administration of the competition.

COLLECTION AND PROCESSING OF PERSONAL DATA

7. The collection and processing of personal data is described in the table below:

 

What personal data is collected? For what purpose are they collected? How long will they be sorted? Where will they be sorted?
Name of the individual participant It is necessary to identify each participant of the event and competition during them. The data will also be used in the event of a victory during congratulations and awards – to announce the winner and write the name on the diploma – or to greet and present prizes in another way determined by the organizers. During the event, July 1, 2024 – November 24, 2024. The collected data is stored in the content management system of Kaunas University of Technology website robotuintelektas.ktu.edu
Names and surnames of the team members It is necessary to identify each team member to ensure the fairness of the competition and the integrity of the team throughout the event the data will also be used in case of victory during congratulations and awards – to announce the winner and write the name on the diploma – or to greet and present prizes in another way determined by the organizers. During the event, July 1, 2024 – November 24, 2024. The collected data is stored in the content management system of Kaunas University of Technology website robotuintelektas.ktu.edu
The team’s name Needed to identify the teams of individual team members to ensure the fairness of the competition and the integrity of the team throughout the event. The title will also be used in the event of a victory at the awards ceremony or in the awarding of prizes in any other manner determined by the organizers. During the event, July 1, 2024 – November 24, 2024. The collected data is stored in the content management system of Kaunas University of Technology website robotuintelektas.ktu.edu
The contact telephone number and e-mail address of the individually registered participant It is necessary to distinguish the person to whom only relevant information related to the event will be provided. During the event, July 1, 2024 – November 24, 2024. The collected data is stored in the content management system of Kaunas University of Technology website robotuintelektas.ktu.edu
The contact telephone number and e-mail address of the person registering the team It is necessary to distinguish the person who will only be provided with relevant information related to the event in order for the information to reach all team members. During the event, July 1, 2024 – November 24, 2024. The collected data is stored in the content management system of Kaunas University of Technology website robotuintelektas.ktu.edu
The date of birth Necessary to ensure that the registered participant meets the requirements of the age groups set in the competition rules and can compete in the selected competition and age category. During the event, July 1, 2024 – November 24, 2024. The collected data is stored in the content management system of Kaunas University of Technology website robotuintelektas.ktu.edu
The name of the match in which the individual participant or team is going to participate Necessary to ensure the smooth running of the competition and the planning of the event. During the event, July 1, 2024 – November 24, 2024. The collected data is stored in the content management system of Kaunas University of Technology website robotuintelektas.ktu.edu
The name of the robot It is necessary to identify during the event to ensure the smooth running of the competition and the fairness of the competition. The title will also be used in case of victory during congratulations and awards – to announce the winner and write the name of the robot on the diploma – or to greet and present prizes in another way determined by the organizers. During the event, July 1, 2024 – November 24, 2024. The collected data is stored in the content management system of Kaunas University of Technology website robotuintelektas.ktu.edu
Institution represented Collected for statistical and analytical data processing to find out the popularity and awareness of the event. Aggregated and anonymous data will be used to improve the publicity plans for next year’s event, and to create a cooperation proposal for sponsors. During the event and exactly one year after the event, July 1, 2024 – November 24, 2025. The collected data is stored in the content management system of Kaunas University of Technology website robotuintelektas.ktu.edu and in the cloud data storage belonging to the KTU Students’ Scientific Society (Tunelio str. 60-021, Kaunas).
Country represented Collected for statistical and analytical data processing to find out the popularity and awareness of the event. Aggregated and anonymous data will be used to improve the publicity plans for next year’s event, and to create a cooperation proposal for sponsors. During the event and exactly one year after the event, July 1, 2024 – November 24, 2025. The collected data is stored in the content management system of Kaunas University of Technology website robotuintelektas.ktu.edu and in the cloud data storage belonging to the KTU Students’ Scientific Society (Tunelio str. 60-021, Kaunas).

PUBLICATION AND PROVISION OF DATA

8. No personal data will be made public without the consent of the data subjects. Information – the name and surname of the individual participant or the name of the team, the name of the robot can be published in the competition promotion articles or social media posts (on the social network Facebook, KTU SMD account). If the owner of the personal data makes a claim after the publication, the information will be removed.

9.Prior to the publication of the photos, the consent of the persons regarding the publication of these photos will be obtained.

10. Personal data shall be provided only in case and in accordance with the procedure established by law.

DATA PROTECTION MEASURES

11. The controller shall implement the following basic data protection measures:

    • Access to the personal data is granted only to those employees of the data controller who need the data for the performance of their work functions (following the “need to know” principle). Access shall be terminated when the employment relationship of the controller with the employee to whom access has been granted is terminated or when the nature of the employee’s work function changes;
    • The power to process data shall be vested in a defined number of employees of the controller. The authorization shall be terminated when the employment relationship of the controller with the employee to whom the authorization has been granted is terminated or when the nature of the employee’s job functions changes.

      CONDITIONS FOR THE EXERCISE OF RIGHTS BY DATA SUBJECTS

12. Individuals have the right to access their personal data which is being processed, to request the rectification of inaccurate data, as well as the right to withdraw their consent to the processing of data, as well as other rights established by law.

13. The controller shall provide information on the processing to the data subject in a concise, transparent, comprehensible and easily accessible form, in clear and simple language, in the manner in which the data subject’s request was received, unless the data subject request otherwise.

14. Information on the processing of personal data shall be provided and other reasonable request of the data subject shall be executed free of charge.

15. Where the data subject’s requests are manifestly unfounded or disproportionate, in particular because of their repetitive content, the controller shall have the right to refuse to act on the request.

FINAL PROVISIONS

16. Issues of personal data processing not covered by the Privacy Policy shall be addressed in accordance with personal data processing and taking into account the legal basis of data processing and the purposes of data processing.

17. Employees of the Data Controller who are authorized to process personal data or become aware of them in the course of their duties must comply with the general principles of personal data processing and the Privacy Policy. The employees of the data controller shall be liable for the violations in accordance with the procedure established by legal acts.