Privacy Policy
Effective September 7, 2026
Robotics Program Manager ("RPM") is operated by West Michigan Data. RPM helps robotics organizations manage their programs, teams, participants, staff, schedules, attendance, events, and one-way notifications.
Information we process
Depending on how an organization uses RPM, the service may process names, preferred names, email addresses, phone numbers, dates of birth, grade and school information, guardian and family relationships, team and activity assignments, attendance, schedules, registrations, volunteer and staff roles, competition information, and communications.
Organizations and guardians may also provide optional private notes, including medical, accessibility, safety, or behavioral concerns. These notes should be limited to information reasonably needed to operate the program safely and effectively.
Authentication and technical information
RPM uses Google or Microsoft to authenticate users. We receive identifiers and basic profile information needed to recognize the account, such as name and email address. RPM does not receive or store the password for your Google or Microsoft account.
We also process essential session cookies, organization preferences, security and audit records, IP and request information, and diagnostic logs needed to operate, secure, and troubleshoot the service. RPM does not currently use advertising or behavioral-tracking cookies.
How information is used
We use information to provide and secure RPM; manage authorized access; support rosters, teams, schedules, attendance, registrations, events, and program operations; prepare and deliver requested notifications; maintain audit history; respond to support requests; and comply with legal obligations.
We do not sell personal information and do not use student information for targeted advertising.
Who can see information
Information is available only to the organization, guardians, participants, and staff members whose roles and assignments authorize access. Access varies by organization, activity, team, family relationship, and job responsibility. Private notes receive restricted access and are not part of public rosters or ordinary participant views.
We may disclose information to service providers that help host, secure, authenticate, maintain, or deliver RPM, including Google and Microsoft when their respective services are used. We may also disclose information when required by law, to protect safety or rights, or as part of a business transfer subject to appropriate protections.
Children and youth programs
RPM is an organization-managed service, not a general social network for children. Organizations and authorized guardians ordinarily provide and manage participant information. Youth accounts, when offered, must be invited or authorized through the participating organization and receive limited role-based access.
An organization must not direct a child under 13 to provide personal information through RPM unless the organization and West Michigan Data have established the notices, authorization, and parental-consent process required for that use. A parent or guardian may contact us to ask what information RPM maintains about their child and to request correction, restricted use, or deletion, subject to legal and legitimate program-record requirements.
Retention and security
We retain information while needed to provide the service, preserve authorized program history and audit records, meet contractual or legal obligations, resolve disputes, and protect the service. Retention may also depend on the participating organization's policies. We use administrative and technical safeguards designed to protect information, but no system can guarantee absolute security.
Your choices and requests
Contact your robotics organization to correct operational or participant records. You may also contact West Michigan Data to request access, correction, deletion, or other assistance. We may need to verify your identity and coordinate with the organization responsible for the records before acting.
Changes
We may update this policy as RPM changes. We will post the revised policy here and update its effective date. Material changes may also be communicated to participating organizations or users.
Contact
West Michigan Data
notifications@roboticsprogrammanager.com