Human-to-Robot Handovers

1. Purpose of Data Retention

This policy describes how the organisers of the Human-to-Robot Handover Track handle, store, and delete data submitted by participating teams during the qualification and competition phases. The goal is to ensure responsible data management while minimising the collection and storage of personal or identifiable information.

2. Types of Data Collected

The organisers collect only the following data.

2.1 Submission Data

• Submission CSV files
• Metadata JSON files
• System logs (optional)

These files contain no personal data and are retained for scoring, verification, and archival of competition results.

2.2 Video Evidence

Teams provide anonymised video recordings of handover executions for verification purposes. Videos must:

• show hands only
• avoid faces, voices, or identifying features
• avoid identifiable backgrounds
• be anonymised by the team before submission

The organisers do not request or store any identifiable personal data.

3. Data Storage

• Submission files and anonymised videos are stored on secure servers accessible only to authorised organisers.
• No data is shared with third parties.
• No videos are published or redistributed unless explicit written consent is provided by the participating team and the recorded individuals.

4. Data Retention Duration

• Submission CSVs and metadata: retained indefinitely for archival, reproducibility, and citation.
• Anonymised videos: retained for up to 30 days after verification, then permanently deleted.
• On-site competition videos: retained for up to 30 days, unless explicit consent is given for publication or demonstration use.

5. Data Deletion

Teams may request deletion of their submitted videos at any time before the 30-day retention period expires. Requests must be sent by the team's official contact email.

The organisers will:

• delete the requested videos within 7 days
• confirm deletion to the team

Submission CSVs and metadata cannot be deleted after scoring, as they form part of the official competition record.

6. Responsibility of Participating Teams

Teams are responsible for:

• obtaining informed consent from their volunteers
• anonymising videos before submission
• ensuring compliance with local ethics and data protection regulations
• retaining their own consent forms locally

The organisers do not collect or store consent forms.

7. Changes to the Policy

The organisers may update this policy as needed. Any changes will be communicated to participating teams before taking effect.