1 Who this covers
The Western Blue Tongues (FIRST Robotics Competition Team 10316) is a student robotics team at Southern River College in Gosnells, Western Australia. This notice covers:
- Team members: students, Team Leads, Mentors, Coaches and Team Admins who sign in to the team portal.
- Parents and guardians who have a portal account to see their child's summary.
- Academy students and mentors from other teams who register to use the Blue Tongues Academy only.
- Visitors to our public website, including anyone who sends an enquiry.
2 What we collect and why
| Who | What we keep | Why |
|---|---|---|
| Team members | Name, email, role and groups. Projects and tasks, session attendance and time, Academy progress, exam results and certificates, safe work sign-offs, photos and files you upload, CAD files you add, and the roles you hold in a season. | To run the team, keep the workshop safe, and recognise what you have learned and done. |
| Parents and guardians | Name, email, an optional mobile phone number, which child you are linked to, and any permissions you record, such as travel. | To keep you informed and to hold permissions the team needs. |
| Academy students and mentors from other teams | Name, email, FRC team number and name, school or club, town or state, whether you are under 18, and for under 18s a parent or guardian's name, email and the date permission was given. Your Academy progress and certificates. | To approve your registration, get parent permission for under 18s, and run the Academy. |
| Website visitors | If you use the contact form: your name, email and message. We do not use advertising or tracking cookies. A cookie is used only to keep you signed in and to protect forms from misuse. | To reply to you. |
| Everyone with an account | A record of key actions (for example sign in, approvals and deletions) and a copy of emails the portal sends. | Security, and to sort out problems. |
Anonymous team surveys do not store your name with your answers.
3 Who can see it
- Team Admins can see account details and manage accounts.
- Coaches and Mentors can see team activity, Academy progress and sign-offs for team members.
- Team Leads see the team and project information they need to lead.
- Parents see only a summary of their own child. They do not see other students, or other parents.
- Academy students and mentors from other teams see only the Academy, their own dashboard, their own Academy log and their own certificates. They cannot see any team, student or parent information.
- Enrolments from other teams are visible only to Team Admins, who manage them, and to Academy editors, who can view the list.
We do not sell personal information. We do not give it to anyone else except where the law requires it or to keep someone safe.
4 Under 18s from other teams
A student from another team who is under 18 cannot sign in until a parent or guardian gives permission. We email the parent or guardian a link. They can read what we keep, give permission, and withdraw it at any time from the same link. Withdrawing switches the account off and signs the student out. A Team Admin approves every external registration. Mentors from other teams must be 18 or over.
5 Photos and media
Photos and videos uploaded to the portal are private to the team. Only a Team Admin can put a photo on the public website, and we only publish photos of students where the family's media permission allows it. We do not name students in public captions. If you want a photo of you or your child removed, tell us and we will take it down.
6 How we keep it safe
- Passwords are stored as one-way hashes, never as plain text.
- Every page checks your role before it shows anything. Forms are protected against forgery, and sign-in attempts are rate limited.
- Uploaded files cannot run as programs and are served with safe headers.
- Sign-in links and parent permission links are single-purpose and expire or can be withdrawn.
- Key actions are written to an audit log that only Team Admins can read.
The portal runs on a server managed by the Team Admin. We use an email service to send sign-in and permission emails, and videos from YouTube or Vimeo load from those sites only when you press play on a lesson that includes one.
7 How long we keep it
- Team and Academy records stay while you are part of the team or Academy. At the start of each season, projects, activity logs and events move to the Archive. People and Academy progress carry over.
- A declined external registration is deleted straight away.
- You can ask us to delete your account and Academy records at any time. A Team Admin can do this immediately.
8 Your choices
You can ask to see what we hold about you, ask us to correct it, or ask us to delete it. Parents can ask on behalf of their child. Contact the Team Admin (use Contact us or the Send feedback box in the portal). If you are not happy with the answer, you can contact the school, or the Office of the Australian Information Commissioner.
9 About this notice
This notice describes how the portal works today. It is a draft for review with Southern River College and is not legal advice. We will update it, and the date at the top, whenever how we handle personal information changes. See also the AI use statement and the Copyright and attribution page.