PrivacyPRIVACY

Who we are

This site is run by the KCL Robotics Society, a student society at King’s College London (KCLSU). If you have a question about your data, or want to use any of the rights below, email roboticskcl@gmail.com.

What we store

You can read everything on this site without an account, and we don’t track you while you do: no analytics and no advertising cookies. We only store data about you if you make an account.

If you make an account

• Your email address. It’s how you sign in: we email you a 6-digit code each time, so there’s no password to keep.
• Your name, course and year of study, if you choose to add them on your account page. All optional.
• Your membership status: whether your email is a verified @kcl.ac.uk address, whether you’re a paid KCLSU member (the committee marks this), whether you were invited as an associate member, and your role on the site (member, committee or admin).
• When you joined, and a profile picture link if your sign-in account has one.

We don’t ask for, and don’t store, phone numbers, KCL student ID numbers, addresses or payment details. KCLSU handles membership payments; Luma handles event tickets under its own privacy policy.

Invites

Associate members (not at King’s) can only sign up after the committee adds their email address to our invite list, together with who invited them.

The audit log

The site keeps a log of the changes the committee and admins make on its admin pages, such as edits to events and updates, role changes and invites, and of its own automatic jobs. Changes you make to your own account, like editing your profile or deleting it, aren’t logged. An invite’s entry holds the invited address and the committee’s note, and only admins can see those.

Why

• To let you sign in and keep your profile.
• To keep accounts to King’s students and the associate members we’ve invited, which is what the society is for.
• To let the committee run the site, see who’s a paid member, and keep it secure.

Our legal basis is our legitimate interest in running the society and its website for members. We never sell your data or use it for advertising, and we don’t send marketing email from this site.

Who else handles it

A few services run the site for us and only use your data to do that:

• Clerk handles sign-in: it holds your email address, sends your codes, and keeps a session cookie in your browser so you stay signed in. That cookie is needed for signing in, so there’s no cookie banner.
• Neon hosts our database, where your profile lives.
• Vercel hosts the website and our photos.

Committee members with admin access can see account details on the admin pages. Nobody else can.

How long we keep it

Your account and profile

Until you delete it, or after 2 years without signing in, when we delete it.

The audit log

2 years, then deleted.

Invites

Until your account is deleted (by you, or after 2 years without signing in) or the committee removes it. Ask us and we’ll remove yours sooner.

When an account is deleted, its sign-in is removed straight away and its profile is wiped (name, course, year of study, picture and email address). What’s left is an anonymous ID and the date, so the audit log’s entries about the account still make sense. When you delete your account, or we delete it after 2 years without signing in, its invite, if it had one, is removed too.

Your rights

• See and fix your data: your account page shows what we hold and lets you change it.
• Delete it: use “Delete my account” on your account page. It takes effect immediately.
• Ask for a copy, or object to how we use it: email roboticskcl@gmail.com. We’ll reply within a month.
• Complain: if you’re not happy with our answer, you can complain to the Information Commissioner’s Office at ico.org.uk.