Privacy Policy

Last updated: 2026-06-26

1. Who we are

This website is operated by BotBrawl Events Inc. ("BotBrawl", "we", "us", or "our"), a Canadian organization that runs combat-robotics events, leagues, and rankings. We are responsible for the personal information collected through this site. This policy explains what we collect, why, how we protect it, and your rights — consistent with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

2. What information we collect

• Account information: email address, password (stored only as a salted hash — we never see your actual password), display name, and province/region.
• Team and robot information: team name, region, website, biography, logos, and the robots you register (names, specs, photos, descriptions).
• Event and league participation: registrations, check-in and safety-inspection records, weights, and match results.
• Waiver documents: signed liability waivers that you or your team upload. These may include the names and signatures of participants and, where a participant is a minor, the name and signature of a parent or guardian.
• Payment information: when you pay entry or pit-pass fees, payment is processed by Stripe. We never receive or store your full card number. We retain only a payment reference, amount, and status.
• Communications: emails we send you (verification, password resets, registration and event notifications) and any messages you send us.
• Technical information: a functional session cookie required to keep you logged in, plus standard server logs (such as IP address) used for security and reliability. We do not use third-party advertising or analytics trackers.

3. Why we collect it and your consent

We collect and use personal information to create and manage your account, register robots and teams for events and leagues, run safety checks, record results and rankings, process payments, verify waivers, and communicate with you about your participation. By creating an account and using the site you consent to these uses. You may withdraw consent at any time (see "Your rights"), though doing so may prevent you from using parts of the site.

4. Email and electronic messages

The emails we send are transactional — they relate to your account, registrations, and events. We do not send marketing or promotional email without your consent, consistent with Canada's Anti-Spam Legislation (CASL). You can adjust event/notification emails in your account settings.

5. Sharing and service providers

We do not sell your personal information. We share it only as needed with:

• Event organizers / affiliates you register with, so they can manage registrations, safety, and waivers for their events.
• Service providers who operate the platform on our behalf: Stripe (payments), SendGrid (email delivery), and our cloud hosting provider (application and database hosting).
• Authorities where required by law.

6. Storage outside Canada

Our hosting and service providers may store or process data on servers located outside Canada, including in the United States. While information is in another country it may be accessible to that country's courts, law enforcement, and regulators under their laws. By using the site you acknowledge this transfer. If you have questions about where your data is held, contact us using the details below.

7. Cookies

We use a single essential session cookie so you can stay logged in. It is marked Secure, HttpOnly, and SameSite. Because it is strictly necessary to operate the site, no separate cookie-consent banner is required. We do not use advertising, social, or analytics cookies.

8. How long we keep information

We keep personal information only as long as needed for the purposes above or as required by law. Account, team, robot, and historical match/ranking records are kept while your account is active and as part of the public competitive record. Signed waivers are retained for a defined period to cover the applicable legal limitation periods and are then reviewed for secure deletion; waivers involving minors are kept longer because the limitation period for a minor does not begin until they reach the age of majority.

9. How we protect information

We use industry-standard safeguards: encrypted connections (HTTPS), hashed passwords, access controls that limit waiver and personal data to authorized organizers and administrators, and reputable service providers. No system is perfectly secure, but we work to protect your information against loss, misuse, and unauthorized access.

10. Children and minors

Accounts are intended for adults (such as team owners and managers). Minors may compete at events; where a competitor is under the age of majority, a parent or guardian must sign the waiver. We rely on team owners and organizers to obtain that consent, and we apply extra retention protection to waivers identified as covering minors.

11. Your rights

Subject to law, you may:

• Access the personal information we hold about you;
• Ask us to correct inaccurate information;
• Update your email, name, and notification settings in your account;
• Withdraw consent or ask us to delete your account and associated personal information (we may keep limited records where required by law or for legitimate business purposes such as completed match history).

To exercise these rights, contact us using the details below.

12. Changes to this policy

We may update this policy from time to time. When we make material changes we will update the date above and may ask active participants to agree to the revised policy the next time they sign in.

13. Contact and complaints

Questions, access requests, or privacy concerns can be sent to info@botbrawl.ca. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.