privacy policy.

Who we are

Space Robotics ("we," "us," or "our") is a community initiative connecting the robotics and space communities through events, technical programs, and related activities. This policy explains how we collect, use, and share personal information through space-robots.org and the activities we organize.

For privacy questions or requests, contact hello@space-robots.org, with "Privacy" in the subject line.

This policy covers information we handle. Host conferences, independently organized events, and external platforms may handle information under their own privacy policies. Listing or sponsoring an event does not by itself give an organization access to participant information.

The website does not provide user accounts. Most personal information reaches us through email, LinkedIn, OpenReview, Google Forms, FormSubmit, or similar tools; those providers' policies also apply to information they process.

Information we collect

Depending on how you interact with us, we may receive:

• Contact and professional details: your name, email address, organization, role, and information you include in correspondence or an event proposal.
• Event information: registration details, attendance, participation preferences, survey responses, and information needed to arrange event activities.
• Contributions: author and reviewer details, submissions, reviews, speaker biographies, headshots, presentation materials, and related correspondence.
• Accessibility or dietary requests: information you choose to provide so we can arrange appropriate support. Please provide only what is needed, without unnecessary medical details.
• Images and recordings: photographs, video, audio, and online-session contributions where an event is photographed or recorded.
• Technical information: our hosting and other website providers may receive information such as your IP address, browser and device information, requested pages, and access times when delivering and securing the website.
• Form and listing requests: information you submit through website forms, such as community-event feature requests or organization listing requests (which may include a contact email and optional logo or other materials).

We receive information directly from you and, where relevant, through registration services, submission platforms, or event co-organizers. If you register through a LinkedIn event form, we receive the details made available through that form, which may include your name, email address, job title, and organization.

You can choose not to provide optional information. Some information is necessary to respond to a request or arrange participation; the relevant form or organizer will explain what is required.

How we use information

We use personal information to:

• Answer inquiries and coordinate community activities, proposals, and sponsorship arrangements.
• Organize events, manage participation, and send related logistics, changes, materials, and feedback requests.
• Administer submissions, peer review, program selection, and awards.
• Publish event programs and authorized contributions, and document our activities.
• Provide requested accessibility or dietary arrangements.
• Maintain website security, resolve technical problems, and understand aggregate site use and event feedback.
• Meet applicable legal obligations and resolve disputes.

As a matter of practice, we send newsletters and announcements about future events when you choose to receive them. Registering for one event does not automatically subscribe you to ongoing promotional emails. You can unsubscribe using the instructions in a message or by contacting us. Necessary messages about an event you have registered for are separate from promotional emails.

When we share information

To the extent we control the information, we share it only as needed with:

• Event organizers, reviewers, and activity hosts, for their assigned responsibilities, such as reviewing submissions or managing access to a tour. Access should be limited to information needed for that role and respect the event's review arrangements.
• Service providers, for website hosting, analytics, forms, communications, document storage, submission management, map tiles, fonts, or online meetings.
• Authorities or professional advisers, where required by law or reasonably necessary to protect rights, security, or participant safety.

We do not sell personal information. As a matter of practice, we do not provide attendee contact lists to sponsors or other organizations for their own marketing without your permission. We may share event statistics that do not identify individuals.

Public materials, photographs, and recordings

Speaker and organizer names, affiliations, biographies, and headshots may appear in event programs and publicity when supplied or approved for that purpose. Accepted author names, paper titles, and final submissions may be published as explained in the relevant call for contributions. Private correspondence and confidential review materials are not treated as public event content.

Where we arrange photography or recording, we provide notice through the event information or at the venue or session. Materials may be used to share presentations, document the event, or promote related Space Robotics activities. We obtain permission where required. This policy alone is not a recording release or permission to reuse a presentation.

Contact us before an event if you prefer not to appear in photographs or recordings, or afterward to request removal from material we control. We will consider requests and explain practical limits, including copies already distributed or independently shared by others.

Website technologies and external services

The website uses hosting and externally supplied resources to display its content. Loading these resources can disclose technical information, including your IP address, to the provider.

In particular, the site may use:

• Google Analytics, to understand aggregate website use.
• Google Fonts, to display typography.
• Map tile providers (for example, CARTO / OpenStreetMap tiles via Leaflet), when you view hub maps.
• Form providers, including Google Forms and FormSubmit, when you submit certain requests through the site.

We do not control those providers' independent practices, cookie durations, or settings.

When you follow a link to another website or use an external registration, submission, or meeting platform, that provider's privacy policy also applies to information it handles. Its policies and settings govern information it controls independently.

Retention and security

We retain information for as long as needed for the purpose for which it was collected, taking account of event administration, follow-up, legal requirements, and dispute resolution. We then delete it or remove identifying details to the extent we control that information and it is practical to do so.

Accessibility and dietary information is retained only as long as needed to provide the requested arrangements and resolve related issues. Mailing-list information is kept until you unsubscribe, with limited records retained where necessary to respect your preference. Public event programs and authorized research materials may be retained as a record of our activities, subject to applicable rights.

We use reasonable administrative and technical safeguards and limit access to people who need the information for their responsibilities. No online service or storage system can guarantee complete security.

Your choices and rights

If a privacy law applies to you and to our handling of your information, you may have rights under that law, such as rights to access, correct, delete, or obtain a copy of your personal information; restrict or object to certain processing; or withdraw consent. Withdrawal does not affect processing already lawfully carried out. You may also have the right to complain to a relevant data protection authority where one exists.

This section does not mean any particular statute applies solely because you visit the website or live in a particular country.

To make a request about information we control, email hello@space-robots.org. We may need information to verify your identity and will respond within applicable legal time limits where they apply. Some requests are subject to legal exceptions or practical limits (including information held only by an external platform), which we will explain where relevant. For information controlled independently by an external platform, contact that platform directly.

Changes to this policy

We may update this policy as our activities or practices change. We will update the date above and provide additional notice of material changes where required.