Privacy Policy

1. Introduction

EUROAI (hereinafter referred to as “the Olympiad,” “we,” “us,” or “our”) values and respects the privacy of every participant, mentor, volunteer, official, and affiliated individual. This Privacy Policy explains how we collect, use, disclose, store, and protect personal data in the context of organizing and administering the Olympiad. It applies to all individuals engaging with the Olympiad’s website, registration portals, communication channels, and related services, regardless of their country of residence. By participating in the Olympiad or providing personal data, you acknowledge that you have read and understood this Policy.

2. Data Controller

The data controller responsible for the processing of personal data under this Privacy Policy is the organizing body of the Olympiad.

This entity determines the purposes and means of processing your personal data. In cases where the Olympiad is co-hosted by partner institutions or sponsors, such entities may also act as joint controllers or processors, depending on their role in the handling of personal data.

3. Categories of Personal Data Collected

In the course of organizing and managing the Olympiad, we may collect and process a variety of personal data. This includes personal identification data such as full name, date of birth, gender, and nationality. Where necessary for visa applications or official identification, we may collect passport numbers or other government-issued identification details.

We also process contact data, including email addresses and telephone numbers, in order to communicate with participants and their institutions. Academic information is collected, including details of the institution represented, the level of study, and relevant qualifications. Competition-related data, such as scores, rankings, and certification records, is retained as part of the Olympiad’s official archives.

During the course of events, we may collect media data, including photographs, video recordings, and audio material. Where travel and logistical arrangements are involved, we may also require accommodation details, dietary information, visa documents, and other relevant logistical data.

4. Legal Basis for Processing

We process personal data in accordance with applicable international data protection frameworks, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”), where applicable. The legal bases relied upon for processing include the necessity of processing for the performance of a contract, namely your registration and participation in the Olympiad; compliance with legal obligations under the laws of the host country or other relevant jurisdictions; the legitimate interests of the Olympiad in ensuring the efficient organization and promotion of the competition; and, where applicable, the explicit consent of the data subject, particularly with respect to the publication of photographs, recordings, or promotional material.

5. Purposes of Processing

Personal data is collected and processed for specific and legitimate purposes. These purposes include, but are not limited to, verifying the eligibility of participants; managing registration and accreditation; organizing competition rounds, scoring, and certification; arranging travel, visas, and accommodation where necessary; and ensuring compliance with legal and security requirements of the host country.

Furthermore, personal data may be used to communicate with participants and their institutions both before and after the event. Media data, including photographs and video footage, may be used for the promotion of the Olympiad, for archival purposes, and for the publication of results. Academic and competition data may be published in reports, official records, and rankings, some of which may be made publicly available.

6. Data Sharing and International Transfers

We may disclose personal data to governmental or immigration authorities where such disclosure is legally required for visa issuance, border control, or security screening. Data may also be shared with partner institutions, sponsors, and affiliated organizations involved in hosting or supporting the Olympiad. Service providers such as IT contractors, accommodation providers, and transport operators may receive limited personal data to the extent necessary for delivering their services.

Because the Olympiad is an international event, personal data may be transferred across borders to countries that may not provide the same level of data protection as your home jurisdiction. Where such transfers occur, we take steps to implement appropriate safeguards, such as the use of standard contractual clauses or equivalent protective measures, in order to comply with applicable data protection standards.

7. Retention of Personal Data

We retain personal data only for as long as it is necessary to fulfill the purposes described in this Policy or as required by law. Certain competition records, including participant names, institutions, and results, may be preserved indefinitely as part of the Olympiad’s official historical archives. Personal data that is not required for long-term record-keeping will be anonymized or securely deleted within five years of collection, unless a longer retention period is mandated by legal, regulatory, or archival obligations.

8. Rights of Data Subjects

Depending on your jurisdiction, you may have certain rights under applicable data protection laws. These rights may include the right to request access to the personal data we hold about you; the right to request correction or rectification of inaccurate or incomplete data; the right to request the erasure of personal data, subject to legal or archival requirements; the right to restrict or object to certain types of processing; and the right to data portability, which allows you to request a copy of your data in a commonly used machine-readable format.

Where processing is based on consent, you also retain the right to withdraw that consent at any time. Such withdrawal will not affect the lawfulness of processing carried out prior to withdrawal. Any request to exercise these rights should be submitted in writing to the contact details provided above. We reserve the right to request verification of identity before processing such requests, to ensure the security of your data.

9. Security Measures

We employ appropriate technical and organizational measures to safeguard personal data against unauthorized access, alteration, disclosure, or destruction. These measures may include encryption, access controls, secure data storage, and staff training on data protection. While we take all reasonable steps to protect personal data, no transmission or storage system can be guaranteed as completely secure.

10. Updates to this Privacy Policy

This Privacy Policy may be updated from time to time in order to reflect changes in legal requirements, organizational practices, or the scope of the Olympiad’s activities. Any changes will be published on the official Olympiad website, and where material changes are made, we will provide additional notice through appropriate channels. Continued participation in the Olympiad after the publication of such updates constitutes acceptance of the revised Policy.