Who we are
1.1 The International Artificial Intelligence Team Contest (“IAITC” or “the Contest”) is organised by Bucharest Cram School S.R.L., a company registered in Romania under fiscal code (CUI) 46612237, with its registered office at Strada Sfânta Vineri 25, Sector 3, Bucharest, Romania (“the Organiser”, “we”, “us”).
1.2 The Organiser is the controller of the personal data described in this Privacy Policy, within the meaning of Regulation (EU) 2016/679 (the General Data Protection Regulation, “GDPR”).
1.3 For any question about this Privacy Policy or your personal data, write to [email protected].
1.4 This Privacy Policy applies to visitors of this website and to everyone whose personal data we process for the Contest: contestants, their parents or legal guardians, coaches and other members of national delegations, staff of national representatives and the persons responsible for Contest Centers.
Other organisations involved
2.1 Each member territory is represented by an accredited organisation (the “national representative”). The website calls a member territory a “country”. The national representative chooses and registers the territory teams for the International Final. It processes personal data of its teams as a separate controller, under its own privacy notice.
2.2 We run IAITC Open ourselves. Teams register for it with our registration form and on the judging platform, and organise their own Contest Centers under Art. 3 of the IAITC Open Regulations. Each team sends us the recordings described in section 3.2.
2.3 All rounds are held on the judging platform judge.nitro-ai.org, together with the Nitro Companion application and the nitro-connect browser extension. These are operated by a third party. Contestants create their platform accounts directly with that operator, under its own terms and privacy policy.
2.4 This Privacy Policy covers only the processing that the Organiser carries out. Contact the national representative of your territory or the platform operator for the processing they carry out.
Personal data we process
3.1 Website visitors. This website uses no cookies, no analytics and no tracking. The hosting provider processes technical data, such as the IP address, browser type and time of the request, to deliver the website and protect it against abuse. The website loads all its fonts and files from its own server and contacts no other service.
3.2 Contestants. Name, territory, school, team membership, the confirmation that the contestant is enrolled in secondary education, platform username, the rounds the contestant takes part in, scores, rankings and awards, and records of incidents, appeals and sanctions that concern the contestant. For each round at a Contest Center: a continuous screen recording of each laptop the team uses and a video recording of the room, in which the contestants can be seen.
3.3 Parents and legal guardians. Name, contact details and the record of consent given for the registration of a contestant under 18.
3.4 Members of national delegations. For coaches and other accompanying persons: name, role in the delegation and contact details. For everyone who travels to the International Final: arrival and departure times and other details needed to plan transfers and the programme.
3.5 National representatives. Names, roles and work contact details of the people who act for these organisations, and accreditation records.
Persons responsible for Contest Centers. From the Contest Center consent form: the name and address of the venue, and the name, role at the venue, phone number, email address and signature of the person who signs the form.
3.6 Billing. For International Final fees: the name, address and tax details of the organisation or the person that receives the invoice, the contact person, invoices and payment records.
3.7 Correspondence. The content of messages you send us and our replies.
3.8 Data about teams in IAITC Open reaches us from the operator of the judging platform, where contestants enter it in their accounts and registrations: names, email addresses, usernames and team names. The registration form, the Contest Center consent form and the recordings reach us from the teams themselves, and so does the data of open teams for the International Final. Data about territory teams and their delegations reaches us from the national representative of their territory. We do not ask for special categories of personal data, such as health data. If a participant tells us about a medical or dietary need for the International Final, we use it only to meet that need and delete it after the event.
Why we process it and on what legal basis
4.1 To run the website and keep it secure. Legal basis: our legitimate interest in providing a working and secure website (Art. 6(1)(f) GDPR).
4.2 To organise the Contest: registration, eligibility checks, rounds, scoring, appeals and awards, as set out in the International Final Regulations. Legal basis: the performance of the participation agreement with the national representative and with adult participants (Art. 6(1)(b) GDPR), and our legitimate interest in running a fair international competition (Art. 6(1)(f) GDPR). For contestants under 18, a parent or legal guardian must consent to the registration, as Art. 11.1 of the Regulations requires.
4.3 To publish results. In the rankings of IAITC Open we publish team names, the platform usernames of contestants and results, without real names. In the official ranking of the International Final we publish the names and results of contestants, and the territories of territory teams. Legal basis: our legitimate interest in transparent results and in recognising the achievements of contestants (Art. 6(1)(f) GDPR). You can object to this under section 10.
4.4 To protect the integrity of the Contest: reviewing the screen and room recordings that teams send under Art. 3 of the IAITC Open Regulations, handling incident reports, appeals and sanctions, and establishing or defending legal claims. Legal basis: our legitimate interest (Art. 6(1)(f) GDPR). We do not publish the recordings.
4.5 To organise the International Final and collect fees: registration of delegations, logistics, invoicing and payments. Legal basis: the performance of the agreement with the organisation or the person that receives the invoice (Art. 6(1)(b) GDPR), and our legal obligations under Romanian tax and accounting law (Art. 6(1)(c) GDPR).
4.6 To communicate with you about the Contest and to answer your messages. Legal basis: our legitimate interest (Art. 6(1)(f) GDPR).
4.7 Photographs and video. If we take photographs or video recordings at the International Final, we inform participants beforehand. We publish images in which a contestant under 18 can be identified only with the consent of a parent or legal guardian (Art. 6(1)(a) GDPR).
4.8 We do not sell personal data and we do not use it for advertising.
Automated scoring
5.1 The judging platform scores each submission automatically against hidden test data, according to the task's scoring formula. The Scientific Committee validates the results before they become final.
5.2 You can contest a score through the appeals procedure in Art. 10 of the Regulations. An appeal is decided by people, not by an automated system.
Contestants under 18
6.1 Most contestants are minors. When a contestant registers for a round on the judging platform, the contestant confirms that they have read this Privacy Policy. A contestant under 18 also confirms that a parent or legal guardian has read it and agrees that the contestant takes part and is recorded. The platform keeps a record of that confirmation.
6.2 A parent or legal guardian can exercise the rights in section 10 on behalf of a contestant under 18.
Who receives the data
7.1 The national representative of your territory, for its territory teams, to register the delegation for the International Final.
7.2 The operator of the judging platform, which receives the platform usernames of registered contestants and processes their submissions and scores. The operator gives us the names and email addresses of the contestants who take part.
7.3 Members of the Scientific Committee and the Technical Committee, who are appointed by the Organiser and bound by confidentiality.
7.4 Service providers that act on our instructions as processors: website hosting, email, accounting and invoicing, and banks. Each processes the data only as needed to provide its service, under a contract with us.
7.5 The public, for the data published in the official rankings under section 4.3.
7.6 Public authorities, where the law requires it.
Transfers outside the European Economic Area
8.1 The Contest is international. We exchange data with national representatives in their own territories, some of which are outside the European Economic Area (EEA). We share with each national representative only the data that concerns its own teams.
8.2 Some of our service providers, including website hosting, may process data outside the EEA.
8.3 Where data leaves the EEA, we rely on an adequacy decision of the European Commission or on the standard contractual clauses adopted by the European Commission. You can ask us for a copy of the relevant safeguards.
How long we keep the data
9.1 Registration and participation data: for the season and for two years after it ends, to handle appeals, check eligibility in later seasons and answer questions.
9.2 Official results, rankings and awards: permanently, as the historical record of the Contest.
9.3 Incident reports, appeals and sanctions: for three years after the end of the season.
9.4 Invoices and accounting records: for the period that Romanian tax and accounting law requires.
9.5 Records of parental consent: for as long as we keep the data that the consent covers.
9.6 Correspondence: for two years after the last message, unless it is needed for a longer period under another point of this section.
9.7 Website logs: for the short period set by the hosting provider.
9.8 Screen and room recordings: until the results of the season are final. A recording that is evidence in an incident report, appeal or sanction is kept for the period in section 9.3.
9.9 When a period ends, we delete the data or make it anonymous.
Your rights
10.1 Under the GDPR, you have the right to access your personal data, to have it corrected, to have it erased, to restrict its processing, to receive it in a portable format, and to object to processing based on our legitimate interest.
10.2 Where we process data on the basis of consent, you can withdraw your consent at any time. This does not affect processing that took place before the withdrawal.
10.3 Some requests may be limited by law. For example, we cannot erase invoices that tax law requires us to keep, and an erased result may affect the ranking of the whole round.
10.4 To exercise your rights, write to [email protected]. We answer within one month, free of charge. We may ask for information to confirm your identity before we act on a request.
10.5 You can also complain to a data protection authority. In Romania, this is the National Supervisory Authority for Personal Data Processing (ANSPDCP), dataprotection.ro. You can also complain to the authority of the EU country where you live or work.
Security
11.1 We protect personal data with appropriate technical and organisational measures, such as access control, encrypted connections and limiting access to the people who need it for the Contest.
11.2 If a personal data breach occurs, we act as the GDPR requires, including informing the supervisory authority and the people affected where necessary.
Changes to this Privacy Policy
12.1 We may update this Privacy Policy. We publish each new version on this page with its date. If a change significantly affects how we process data about registered participants, we also inform the national representatives.