Roswell Robo Squad

Website Privacy Policy

Serving Students in Kindergarten through 12th Grade

Effective Date: August 13, 2026
Last Updated: August 12, 2026

Roswell Robo Squad respects the privacy of our students, parents, guardians, volunteers, mentors, staff, donors, sponsors, and website visitors.

Because Roswell Robo Squad serves students from Kindergarten through 12th grade, including children under the age of 13, we take children's privacy and the protection of personal information seriously.

This Privacy Policy explains what information Roswell Robo Squad may collect through its website and online services, how that information may be used, when it may be shared, and the choices available to parents and guardians.

This Privacy Policy applies to the Roswell Robo Squad website and online services operated by or on behalf of Roswell Robo Squad.

1. Information We May Collect

Depending on how you use our website, Roswell Robo Squad may collect information such as:

Name
Parent or guardian name
Email address
Telephone number
Mailing address
Student grade level
Student age or date of birth when reasonably necessary
Emergency contact information
Registration information
Competition information
Volunteer information
Internship information
Donation information
Messages submitted through contact forms
Information provided through registration forms
Information provided through applications
Information necessary to process payments or donations

We only intend to request information that is reasonably necessary for the purpose for which it is collected.

2. Children's Privacy

Roswell Robo Squad serves students in Kindergarten through 12th grade.

We recognize that information relating to children requires additional care and protection.

Roswell Robo Squad does not intentionally ask children under 13 to provide unnecessary personal information through public website forms.

When Roswell Robo Squad knowingly collects personal information online from a child under 13 in circumstances covered by the Children's Online Privacy Protection Act (COPPA), we will follow applicable COPPA requirements, including applicable requirements concerning parental notice and verifiable parental consent.

COPPA generally provides special protections for children under 13 and may require parental consent before covered websites collect, use, or disclose personal information from children.

Parents and guardians may contact Roswell Robo Squad with questions regarding their child's information.

3. Information Provided by Parents and Guardians

Parents and guardians may provide information to Roswell Robo Squad when they:

Register a student
Complete a permission form
Complete a medical or emergency form
Complete a travel authorization
Complete a photography or media release
Contact the organization
Register a student for a competition
Volunteer
Apply for an internship or program
Make a donation
Request information

Parents and guardians are responsible for providing accurate information and notifying Roswell Robo Squad when important information changes.

4. How We Use Information

Roswell Robo Squad may use information to:

Register students for programs
Communicate with parents and guardians
Organize robotics activities
Organize competitions
Arrange travel
Maintain emergency contacts
Support student safety
Provide accommodations
Communicate schedule changes
Process donations
Process payments
Respond to questions
Recruit and manage volunteers
Manage internships
Maintain organizational records
Improve website functionality
Protect website security
Meet legal or organizational requirements

Roswell Robo Squad will not use personal information for purposes that are materially different from the purposes for which it was collected without appropriate notice or authorization when required.

5. Information We Do Not Sell

Roswell Robo Squad does not sell student personal information.

We do not sell children's personal information to advertisers or data brokers.

We do not provide confidential student information to sponsors simply because they sponsor or donate to Roswell Robo Squad.

6. Website Forms

The Roswell Robo Squad website may contain forms such as:

Contact forms
Registration forms
Volunteer forms
Internship forms
Donation forms
Event registration forms
Newsletter or communication forms

Visitors should provide only information that is reasonably necessary for the purpose of the form.

Parents and guardians should not submit unnecessary medical information, Social Security numbers, financial-account information, passwords, or other highly sensitive information through ordinary website contact forms.

7. Medical Information

Roswell Robo Squad may collect limited medical or emergency information when a parent or guardian voluntarily provides it for student safety or participation.

Medical information will be treated as sensitive information and should only be accessed by individuals who reasonably need the information for legitimate safety, emergency, program, or administrative purposes.

Medical information should not be submitted through a general website contact form unless Roswell Robo Squad specifically instructs a parent or guardian to do so through an appropriate secure process.

8. Photography, Video & Student Media

Roswell Robo Squad may photograph or record students during team activities, competitions, demonstrations, educational events, or other program activities.

Student photographs, videos, voices, names, or accomplishments may be used on:

The Roswell Robo Squad website
Social media
Team publications
Promotional materials
Competition materials
Educational materials
Community presentations
News or public-relations materials

Roswell Robo Squad may use a separate parent or guardian media authorization form.

Parents and guardians may contact Roswell Robo Squad regarding questions or concerns about their student's photograph, video, or other media.

Roswell Robo Squad will make reasonable efforts not to publish unnecessary sensitive personal information together with student photographs or videos.

9. Website Analytics and Technical Information

The website may automatically receive certain technical information when visitors access the website.

Depending on the website's hosting and services, this may include:

IP address
Browser type
Device type
Operating system
General website usage information
Pages visited
Date and time of visits
Referring website
Security-related information

This information may be used for purposes such as:

Website security
Troubleshooting
Website performance
Understanding general website traffic
Improving the website

Roswell Robo Squad will not intentionally use technical information to identify a child or create a profile of a child for advertising purposes.

10. Cookies and Similar Technologies

The Roswell Robo Squad website may use cookies or similar technologies provided by the website platform, hosting provider, analytics services, security services, or other third-party services.

Cookies may be used to:

Keep the website functioning
Remember certain preferences
Improve website performance
Protect the website
Understand general website traffic

Visitors may be able to control cookies through their web browser or device settings.

Disabling certain cookies may affect website functionality.

11. Third-Party Services

Roswell Robo Squad may use third-party services to operate portions of the website or organization.

These services may include providers for:

Website hosting
Website building
Online registration
Payment processing
Donations
Email communication
Website analytics
Security
Forms
Scheduling
Event management

Third-party services may collect or process information according to their own privacy policies.

Roswell Robo Squad will seek to use reputable services and will take reasonable steps to limit the information provided to third parties to information reasonably necessary for the service being provided.

12. PayPal and Donations

Roswell Robo Squad may use PayPal or another third-party payment provider to accept donations.

When a visitor selects a donation button, the visitor may be directed to the payment provider's website.

Payment information may be collected and processed by the payment provider rather than directly by Roswell Robo Squad.

Roswell Robo Squad does not need to receive or store a donor's complete credit-card number simply because the donor makes a donation through a third-party payment provider.

Donors should review the applicable payment provider's privacy policy and terms before completing a transaction.

13. Information Sharing

Roswell Robo Squad may share information when reasonably necessary to operate the program or fulfill a legitimate purpose, including with:

Authorized volunteers
Coaches
Mentors
Staff members
Competition organizers
Event organizers
Transportation providers
Lodging providers
Website service providers
Payment processors
Registration providers
Professional service providers
Government agencies when legally required
Emergency responders when necessary for safety

Access to student information should be limited to individuals who reasonably need the information for their responsibilities.

Roswell Robo Squad will not intentionally disclose confidential student information to unrelated third parties for their own marketing purposes.

14. Legal and Safety Disclosures

Roswell Robo Squad may disclose information when it reasonably believes disclosure is necessary to:

Protect the safety of a student or another person
Respond to an emergency
Comply with applicable law
Respond to a lawful request from a government authority
Investigate suspected abuse or misconduct
Protect the rights, property, or safety of Roswell Robo Squad
Prevent fraud or misuse
Protect the security of the website

15. Parent Rights Regarding Children's Information

Parents and guardians may contact Roswell Robo Squad to ask about personal information collected online from their child.

Subject to applicable law and verification of the parent's or guardian's identity and authority, parents may request to:

Review their child's personal information
Ask how the information is being used
Request correction of inaccurate information
Request deletion of information when applicable
Withdraw consent where applicable
Ask that additional collection or use of the child's information stop where required

Federal children's privacy rules provide parents with rights concerning children's personal information in circumstances covered by COPPA.

16. Data Retention

Roswell Robo Squad will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, legitimate organizational purposes, safety requirements, legal requirements, accounting requirements, or other applicable obligations.

When information is no longer reasonably necessary, Roswell Robo Squad may delete, destroy, anonymize, or otherwise dispose of it using reasonable measures.

For information collected from children under 13 in circumstances covered by COPPA, Roswell Robo Squad will follow applicable requirements concerning data retention and deletion.

17. Data Security

Roswell Robo Squad takes reasonable measures to protect personal information from unauthorized access, disclosure, alteration, or destruction.

However, no website, electronic communication system, database, or method of transmitting information over the Internet can be guaranteed to be completely secure.

Parents and guardians should avoid sending highly sensitive information through ordinary email or public website forms unless Roswell Robo Squad specifically provides a secure method for doing so.

18. Student Names and Achievements

With appropriate authorization when required, Roswell Robo Squad may publicly recognize students for accomplishments such as:

Robotics competition awards
Engineering achievements
Programming achievements
STEM accomplishments
Community service
Team leadership
Scholarships
Other robotics-related accomplishments

Roswell Robo Squad will make reasonable efforts to avoid publishing unnecessary sensitive information about students.

19. Links to Other Websites

The Roswell Robo Squad website may contain links to other websites, including:

Competition websites
Sponsor websites
Educational websites
Social media platforms
Donation platforms
Payment providers
Robotics organizations
School or community websites

Roswell Robo Squad does not control the privacy practices of those third-party websites.

Visitors should review the privacy policies of third-party websites before providing personal information.

20. Social Media

Roswell Robo Squad may operate or maintain social-media accounts.

Social-media platforms may collect information directly from visitors according to their own privacy policies.

Parents and guardians should understand that information posted on public social-media platforms may be accessible to others.

Roswell Robo Squad will make reasonable efforts to follow applicable student media permissions when publishing student photographs, videos, or other student-related content.

21. Children's Online Safety

Roswell Robo Squad encourages parents and guardians to discuss online safety with their children.

Students should not be asked to publicly provide:

Home addresses
Personal telephone numbers
Passwords
Medical information
Private family information
Financial information
Other sensitive personal information

Students should report suspicious or inappropriate online communications to a parent, guardian, teacher, mentor, staff member, or Roswell Robo Squad safety contact.

22. Privacy Concerns and Complaints

Questions, concerns, or requests regarding this Privacy Policy or student privacy may be directed to:

Michael Winkler
Executive Director and Founder
Roswell Robo Squad

Email: roswellrobosqaud@gmail.com
Phone: 505-666-1292

Parents or guardians who believe that their child's information may have been collected or used improperly are encouraged to contact Roswell Robo Squad promptly.

Roswell Robo Squad will review privacy concerns and take appropriate action when necessary.

23. Changes to This Privacy Policy

Roswell Robo Squad may update this Privacy Policy when necessary because of changes to:

The website
Technology
Program operations
Third-party services
Privacy practices
Applicable laws
Organizational policies

The most current version will be posted on the Roswell Robo Squad website.

The "Last Updated" date at the top of this Privacy Policy will indicate when the policy was most recently revised.

24. Contact Information

Roswell Robo Squad

Executive Director & Founder: Michael Winkler

Privacy and Safety Contact: Michael Winkler

Email: roswellrobosqaud@gmail.com

Phone: 505-666-1292

Roswell Robo Squad
Serving Kindergarten through 12th Grade Students

Legal Notice

This Privacy Policy is intended to provide general information about Roswell Robo Squad's website privacy practices.

It is not legal advice and does not guarantee compliance with every federal, state, local, school, competition, or third-party privacy requirement.

Because Roswell Robo Squad serves children and teenagers, including students under 13, the organization should have this Privacy Policy and its actual website data-collection practices reviewed by a qualified attorney before publication.

The privacy policy should accurately reflect the services actually used by the Roswell Robo Squad website, including the IONOS website platform, PayPal, contact forms, analytics, cookies, registration systems, email services, and any other third-party services.

Organization: Roswell Robo Squad
Executive Director & Founder: Michael Winkler
Privacy Contact: Michael Winkler
Email: roswellrobosqaud@gmail.com
Phone: 505-666-1292

Effective Date: August 13, 2026
Last Updated: August 12, 2026
Document Version: 1.0