Privacy & Photography Notice

Depending on your role and how you take part, we process:

• Name and nickname
• Email address
• University and faculty
• Participant or staff role (e.g. Developer, UI/UX Designer, Product, or an event-staff role)
• Your responses on the registration or application form
• Attendance and check-in records on event day
• Badge information (your assigned check-in badge)
• Meal selections
• Equipment-loan records, if you borrow event equipment
• Team information (team name, members, and submission)
• Photographs and video recorded during the event

We use this information to:

• Review and select participant and staff applications
• Communicate with you about the event by email or other channels
• Run event operations and logistics
• Register and check you in on event day
• Distribute meals according to your selection
• Manage equipment loans
• Form and organize teams
• Maintain safety and security on-site
• Document the event through photos and video
• Share event-related updates and publicity, where applicable

Photography and video recording will take place during Buildathon for event documentation, communications, and event-related promotional purposes.

If you do not wish to appear in identifiable photographs or videos, please inform our Registration staff when you arrive at the event, or contact the organizing team in advance. We will make reasonable efforts to respect your preference.

Your information is only accessible to organizing staff who need it to carry out their role — for example, Registration staff can see check-in and badge information, meal staff can see meal selections, and equipment staff can see loan records. We don't share your personal information outside the organizing team, except where needed to run the event (such as our email and event-management tools) or where required by law.

We don't keep personal information indefinitely. Operational records — such as attendance, badge, meal-selection, equipment-loan, and team-formation data — are deleted or de-identified once Buildathon and any related administrative work (such as issuing certificates or sponsor reporting) are complete. Photos and video kept for event documentation or promotional use may be retained for longer, subject to the opt-out above.

You may ask to access, correct, or delete your personal information, or withdraw consent where we rely on it, subject to any legal or legitimate-interest reasons we may need to keep it. Reach out using the contact details below to make a request.

For questions about this notice or your personal information, reach out to the organizing team on Instagram at @siitbuildersclub. A dedicated privacy contact will be added here once confirmed with SIIT.