Privacy Policy
Who operates this service
Proto-Dash is organized by the MTU Open Source Hardware Enterprise. This policy covers the Proto-Dash website and competition platform. Contact the organizing team through the Contact page about your information.
Information we collect
We collect account email addresses, password hashes, verification and security records, login timestamps, and role information. For teams, we collect university affiliation and each member’s name, email, major, and college year. Competition records include eligibility and timer events, agreement acceptances, submissions, project notes, links, uploaded files, judging scores and feedback, and winner information.
We also collect limited audit and technical data such as timestamps, IP address, browser user-agent, session identifier hashes, security events, and upload metadata (original filename, file type, size, and storage identifier). Public pages may use analytics that receive device and usage information.
Why we use it and who can access it
We use this information to operate accounts and teams, verify eligibility, run and secure competitions, preserve agreement evidence, accept and judge entries, communicate with participants, award prizes, resolve disputes, and improve the service. Participants can access their own team and submission information. Authorized Proto-Dash and university administrators can access records needed to administer and secure the event. Assigned judges can access entries and judging information needed for review; blind-review settings may hide identity. Hosting, email, storage, analytics, and other contracted providers may process only the information needed to provide their services. We may also disclose information when legally required or needed to protect rights and safety.
Cookies, analytics, and external services
We use a session cookie to keep you signed in and protect account actions. Blocking that cookie may prevent account features from working. Public pages load Google Analytics to understand aggregate visits and usage; Google receives technical information such as device, browser, and network data. See Google’s privacy policy and its Analytics opt-out tool. External registration forms, mailing lists, and Discord operate under their providers’ policies. Do not put private project details in community channels.
Security and your choices
We use password hashing, access controls, time-limited account links, and private submission storage. No online service can guarantee complete security. Protect your password and tell us if you suspect account misuse. You can request access, correction, or deletion of your information, and unsubscribe from optional mailing-list messages using the instructions in those messages. Essential account and competition notices may still be sent. We do not sell participant information.
Retention
- Account and team profile data is kept while the account is active and normally deleted or de-identified within 30 days after a verified deletion request, except where another period below applies.
- Uploads, submission content, scores, and judging feedback are kept for three years after the competition closes, then deleted or de-identified, unless the team grants publicity permission, a dispute or legal hold requires preservation, or a shorter university schedule applies.
- Agreement-acceptance and essential award/audit records are retained for seven years after the competition closes so acceptance, eligibility, and awards can be documented.
- Routine backups may retain deleted data for up to 90 additional days and are not restored except for disaster recovery.
Deletion and correction requests
Email the address on the Contact page from the account email with “Privacy Request” in the subject. We will verify identity, acknowledge the request, and explain completion or any legally required exception. Deleting an account does not erase durable acceptance, award, security, dispute, or legal-hold records; those records will be minimized and access-restricted. Team members may contact us directly rather than through the team owner.
Project publicity and intellectual property
Participants retain ownership of their pre-existing materials and project intellectual property. Submission grants Proto-Dash a limited, non-exclusive license to store, reproduce, and display the entry privately for administration and judging. Public showcases, promotional use, press releases, or reuse beyond administering and reporting competition results require the permission stated in the applicable competition agreement. Any publicity permission must identify the permitted materials and uses; declining optional publicity will not affect judging. A participant may request that future promotional use stop, although already distributed materials and required winner/award records may remain. Teams are responsible for securing permission from every contributor and for not submitting confidential or third-party material they lack rights to use.
Questions and changes
Use the Contact page for privacy questions. Material policy changes will receive a new effective date and, when appropriate, notice or renewed consent.