Privacy Policy

RoboticsAI Club (“we,” “our,” or “us”) is committed to protecting the privacy of our users, including children and their parents or guardians, who participate in our afterschool activities in Ireland. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in compliance with applicable laws, including the General Data Protection Regulation (GDPR), the Data Protection Acts 1988–2018 (Ireland), and other relevant EU and Irish laws.

By using our services or visiting our website, you agree to the terms of this Privacy Policy. Please read it carefully.

Who Does This Privacy Policy Apply To?

This Privacy Policy applies to:

• Visitors to our website roboticsaiclub.com.
• Parents, guardians, and children registering for or participating in our afterschool activities.
• Other individuals who use RoboticsAI Club’s services.

Our contact information is:

RoboticsAI Club Limited
Address: 35 Littleplace Way, Clonee Dublin, D15 RX8D, Ireland
Email: [email protected]
Phone: +353 85 77 934 77

What Information Do We Collect?

We collect personal information to provide and improve our services. This may include:

• Contact Information: Names, email addresses, phone numbers, and mailing addresses of parents or guardians.
• Children's Information: Names and ages of participating children (with parental consent).
• Payment Information: Billing details, processed through secure third-party payment processors.
• Registration Data: Information provided during program registration, including emergency contacts and relevant medical details (if applicable).
• Website Usage Data: IP addresses, browser types, and activity on our website, collected through cookies and similar technologies.

Some of this data is collected and processed through the Exoclass system, which we use to manage certain aspects of our services.

We do not use your personal information for automated decision-making, including profiling.

How Do We Use Your Information?

We use the collected information to:

• Provide and manage our afterschool activities.
• Process payments and registrations.
• Communicate with parents or guardians about their child's participation.
• Improve our website and services.
• Comply with legal obligations, including GDPR requirements for children’s data.

Legal Bases for Processing (GDPR Compliance)

We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

• Consent – We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
• Performance of a Contract – We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
• Legitimate Interests – We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
  • Send users information about special offers and discounts on our products and services
  • Develop and display personalized and relevant advertising content for our users
  • Analyze how our Services are used so we can improve them to engage and retain users
  • Support our marketing activities
  • Diagnose problems and/or prevent fraudulent activities
  • Understand how our users use our products and services so we can improve user experience.
• Legal Obligations – We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
• Vital Interests – We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

Parental Consent and Children's Privacy

In compliance with GDPR and Irish Data Protection law, we obtain verifiable parental consent before collecting personal information from children under 16. This consent is typically obtained through a secure online form requiring parental email verification to confirm the parent's identity. Parents or guardians can:

• Review their child's personal information.
• Request deletion of their child's data.
• Refuse further collection or use of their child's data.

If parental consent is not provided, the child will not be able to participate in online services or activities that require personal data.

To exercise these rights, please contact us at [email protected].

Use of the Exoclass System

RoboticsAI Club uses the Exoclass platform to manage certain aspects of our services. Exoclass acts as a data processor, and their privacy policy is available at https://exoclass.io/privacy-policy/. While Exoclass processes data on our behalf, we remain the data controller and ensure your personal information is protected in accordance with this Privacy Policy and applicable laws.

We also use other GDPR-compliant service providers, including payment processors, cloud storage providers, and email communication platforms, all bound by data processing agreements ensuring your personal information remains secure and within the European Economic Area (EEA) unless appropriate safeguards such as Standard Contractual Clauses are in place.

Sharing of Information

We may share your personal information with:

• Service Providers – third-party vendors who assist in providing our services, such as payment processors and IT service providers.
  Exoclass – as part of our service delivery some data is processed through the Exoclass system (see Section 5).
• Legal Authorities – when required by law or to protect our rights and safety.
  

We do not sell or rent personal information to third parties.

Data Security

We implement reasonable security measures, including SSL/TLS encryption for data in transit, encrypted storage for sensitive data, role-based staff access controls, and regular security audits, to protect your personal information. However, no method of online transmission is completely secure.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements, in accordance with Irish and EU data retention requirements. We retain registration and participation data until the programme ends and for a limited period afterwards to handle queries and comply with our legal obligations. Payment records are retained for as long as necessary to comply with Irish tax and accounting requirements. Website analytics data is retained for a limited period before being anonymised or deleted.

International Data Transfers

Our services are based in Ireland, but we utilize the Exoclass platform, which is located in Lithuania. This means that some of your personal information will be transferred to, stored, and processed in a country other than your own. We ensure that such transfers comply with applicable data protection laws and that your information is protected according to the high standards of the European Union's General Data Protection Regulation (GDPR) and this Privacy Policy. If data is transferred outside the EEA, we will ensure such transfers are subject to appropriate safeguards such as the European Commission’s Standard Contractual Clauses.

Your Rights (GDPR)

You have the right to:

• Access your personal data.
• Correct inaccurate data.
• Request deletion of your data.
• Restrict or object to processing.
• Request data portability.

You also have the right to lodge a complaint with the Data Protection Commission (DPC) in Ireland (www.dataprotection.ie). To exercise these rights, please contact us at [email protected]

Cookies and Tracking Technologies

Our website uses cookies to enhance user experience and collect usage data. You can manage cookie settings via your browser. Non-essential cookies (such as analytics) are only used with your explicit consent, obtained through our cookie banner when you first visit the site. You can withdraw your consent at any time. For full details, please see our Cookie Policy, which lists all cookies used, their purposes, and their storage durations.

Data Breach Notification

If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the Data Protection Commission within 72 hours and inform affected individuals without undue delay where there is a high risk to their rights and freedoms.

Third-Party Links

Our website may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated policy will be posted on our website and take effect immediately upon posting.

Contact Us

If you have questions or concerns about this Privacy Policy, contact us at:

RoboticsAI Club Limited
Address: 35 Littleplace Way, Clonee Dublin, D15 RX8D, Ireland
Email: [email protected]
Phone: +353 85 77 934 77