Executive Summary & Core Data Pledge
RoboYuwa is dedicated to empowering Nepal's youth through robotics, open-source technology, and STEM innovation. We believe privacy is an inherent human right. We **never sell, broker, or monetize** student, volunteer, or member personal information. Every byte of information collected serves our non-profit educational mission and is shielded under strict technical and procedural safeguards.
Introduction & Scope
Organizational mandate, governing bodies, and policy application
Welcome to RoboYuwa Nepal. The confidentiality and ethical management of personal data are cornerstones of our organizational governance. This Privacy Policy ("Policy") outlines how RoboYuwa ("we", "our", or "us"), supervised by our Office of Legalities & Governance, collects, processes, stores, and safeguards data across our digital portals, community events, educational bootcamps, and membership registries.
This Policy applies to all individuals who interact with our ecosystem, including website visitors, student applicants, active club members, mentors, partner institution representatives, and donors throughout the 7 provinces of Nepal and internationally.
Information We Collect
Categories of personal, academic, and technical telemetry data
To deliver our programs, coordinate bootcamps, and facilitate member development, we collect necessary data through transparent interactions:
| Data Category | Specific Elements | Collection Method |
|---|---|---|
| Personal Identifiers | Full legal name, email address, mobile phone number, date of birth, permanent district & province. | Membership application, contact inquiries, event registration forms. |
| Academic & Professional | Enrolled school/college, engineering major/grade, technical skillsets, GitHub/LinkedIn URLs, portfolio links. | RoboLearn enrollment, hackathon applications, core team recruitment. |
| Hardware & Project Data | Project repositories, hardware bill of materials (BOM), CAD designs submitted for fabrication grants. | Innovation challenges, incubator grant submissions. |
| Automated Device Telemetry | IP address, browser type, operating system version, page view timestamps, referrer URL headers. | Standard secure server logs and anonymized analytical cookies. |
Purpose & Legal Basis of Processing
Legitimate organizational objectives driving data utilization
We process collected data strictly to achieve our non-profit educational objectives and fulfill organizational commitments:
Admissions & Bootcamps
Reviewing student suitability for specialized robotics kits, mentorship tracks, and laboratory workstations.
Competition Logistics
Issuing accredited participation certificates, assigning team badges, and arranging regional travel logistics.
Community Updates
Circulating our monthly executive newsletter, urgent hardware workshop alerts, and hackathon schedules.
Governance & Audits
Maintaining accurate registers required by Nepali NGO regulatory authorities and social welfare councils.
Data Sharing & Disclosures
Strict confidentiality protocols and partner oversight
RoboYuwa maintains an unconditional zero-sale policy: We do not sell, license, lease, or commercially trade personally identifiable information to advertisers, third-party data aggregators, or unauthorized corporate entities.
We disclose information only under narrow, defined operational contexts:
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Accredited Service Providers: Trusted cloud infrastructure vendors, email delivery networks, and event management platforms working under bound non-disclosure and data protection contracts.
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Statutory & Law Enforcement Compliance: When compelled by valid legal subpoenas, court decrees, or statutory obligations enacted under the laws of Nepal.
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Aggregated Impact Metrics: Fully anonymized statistical summaries (e.g., "750+ students trained in Bagmati Province") provided to educational grants and institutional donors.
Data Security Safeguards
Technical, administrative, and physical defenses
RoboYuwa enforces defense-in-depth protocols adhering to modern cybersecurity best practices:
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Cryptographic Transport: All digital web traffic is enforced through HTTPS utilizing TLS 1.3 encryption with modern cipher suites.
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Least-Privilege Access Control: Member database access is restricted strictly to verified Executive Board and Legalities officers requiring information for verified tasks.
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Regular Vulnerability Audits: Continual vulnerability assessments, perimeter logging, and automated threat detection on all cloud endpoints.
Data Retention & Erasure
Lifecycle management and disposal timelines
We retain personal information only for the duration required to satisfy the purposes specified in this Policy:
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Active Club Members: Preserved during active affiliation plus 3 years following transition to our Alumni Network for certification verification.
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Event Registrants & Applicants: Maintained for 12 months post-event to facilitate follow-up curriculum access and workshop feedback.
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General Web Inquiries: Retained for 6 months after ticket resolution unless ongoing legal correspondence requires an extension.
Upon expiration of the designated period, records are purged through permanent cryptographic wiping or complete irreversibility anonymization.
Your Data Subject Rights
Full autonomy over your personal information
Under the Individual Privacy Act 2075 of Nepal, you possess enforceable rights regarding your personal records:
Right to Access
Request an export of all personal dossiers, workshop records, and applications linked to your identity.
Right to Rectification
Promptly update or correct any outdated phone numbers, institutional affiliations, or spelling errors.
Right to Erasure
Request the deletion of your account and records when you cease participation in RoboYuwa initiatives.
Right to Object
Opt-out at any time from newsletters, promotional bulletins, or non-essential communications.
To exercise any of these privileges, submit a formal request to our Legalities Department at roboyuwa@gmail.com. We fulfill verified requests without fee within 14 working days.
Youth & Student Privacy
Dedicated protections for participants under 18 years of age
As a student-centric robotics movement, RoboYuwa frequently welcomes young innovators under the age of 18 into our foundational labs and STEAM competitions:
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Guardian Consent: For students under 16 enrolling in intensive hardware bootcamps or multi-day competitions, parental or school administrative consent is required.
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Media Publication Consent: Event photographs and video interviews featuring identifiable students are collected and published strictly under transparent opt-in media release authorizations.
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Zero Behavioral Profiling: We maintain strict bans on automated psychological or behavioral profiling of minor participants.
Governance & Amendments
Periodic evaluation and formal update protocols
RoboYuwa reserves the right to amend this Privacy Policy periodically to reflect evolving legal frameworks, organizational scaling, or updated laboratory infrastructures.
When revisions occur, the revised document will be published with an updated "Effective Date" at the top. For substantial shifts in how personal data is managed, a prominent announcement banner will be placed on the home portal or distributed directly via email digest.
Contact & Grievances
Official communication channels for legal and privacy inquiries
For questions, formal notices, or grievances regarding our privacy practices, please contact our designated Privacy and Legal Compliance Officer:
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Department: Office of Legalities & Governance, RoboYuwa Nepal
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Email: roboyuwa@gmail.com
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Hotline: +977 9749464658 (Sun-Fri: 9:00 AM - 6:00 PM NPT)
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Registered Location: Kathmandu / Pokhara, Nepal
RoboYuwa Legalities & Ethics Board
This policy has been verified by RoboYuwa Nepal's interdepartmental council in compliance with national youth non-profit bylaws and data privacy legislation.