Privacy Policy

Effective Date: August 14, 2026 | Last Updated: August 14, 2026

Rolance ("Rolance," "we," "us," or "our") operates the platform hosted at rolance.me, which allows users to register for and participate in case competitions, hackathons, and other events (each, an "Event"). This Privacy Policy explains what information we collect, how we use it, how we protect it, and what rights you have regarding your data.

This Policy is designed to apply across all current and future Events hosted on the Platform, not just any single competition. By using the Platform, you agree to the collection and use of information as described here.

1. Information We Collect

We collect the following categories of information:

1.1 Information You Provide Directly

• Account information: Name, email address, and password (stored securely in hashed form).
• Profile and affiliation details: University or school affiliation, phone number (where applicable or required for a specific Event), and other optional profile details.
• Team information: Team names, member rosters, and team-related communications.
• Payment-related information: Billing name and transaction details necessary to process registration fees. Note: your full card number and sensitive payment credentials are collected and stored directly by our third-party Payment Processors (Polar.sh, Stripe, and/or PayPal) — not by Rolance.
• Submissions: Files you upload for Event purposes, including PDFs, PowerPoint presentations, ZIP archives, source code, and any other competition deliverables.
• Communications: Messages you send to us, such as support inquiries or appeal requests.

1.2 Information Collected Automatically

• Usage data: Pages visited, actions taken on the Platform, timestamps, and general interaction data.
• Device and technical data: IP address, browser type, operating system, and similar technical identifiers, typically collected via standard server logs and, where applicable, cookies or similar technologies.

2. How We Use Your Information

We use the information we collect to:

1. Operate the Platform and Events — create and manage your account, facilitate team formation, process registrations, and enable Event organizers and judges to review Submissions.
2. Process payments — via our Payment Processors, to collect registration fees and, where applicable, issue refunds.
3. Communicate with you — send Event updates, deadline reminders, results, administrative notices, and responses to your inquiries.
4. Notify you of future opportunities — inform you about future Rolance Events, features, or announcements that may be of interest (you may opt out of promotional communications at any time; see Section 6).
5. Maintain integrity and safety — investigate potential violations of our Terms and Conditions, such as plagiarism, cheating, or account misuse.
6. Improve the Platform — understand usage patterns, troubleshoot issues, and develop new features.
7. Comply with legal obligations — meet applicable tax, accounting, or legal recordkeeping requirements.

3. How We Store and Protect Your Information

3.1 Storage Infrastructure

Your data, including account details and uploaded Submissions, is stored securely using modern cloud infrastructure providers, including Supabase (database and file storage, hosted on AWS) and Vercel (application hosting). These providers maintain their own industry-standard security practices.

3.2 Security Measures

We implement reasonable technical and organizational safeguards to protect your information, including encrypted connections (HTTPS), access controls limiting who can view sensitive data (e.g., via our admin dashboard), and secure password hashing. However, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.

3.3 Retention

We retain your personal information for as long as your account is active or as needed to provide the Platform and fulfill the purposes described in this Policy, including for record-keeping related to past Events. If you request account deletion (see Section 7), we will delete or anonymize your data, except where we are required to retain certain records for legal, tax, dispute-resolution, or fraud-prevention purposes.

4. How We Share Your Information

We do not sell your personal data to data brokers or third-party advertisers.

We only share your information with the following categories of recipients, where necessary to operate the Platform:

• Payment Processors (Polar.sh, Stripe, PayPal) — to process registration fees and refunds. These processors handle your payment details directly under their own privacy policies.
• Cloud Infrastructure Providers (Supabase/AWS, Vercel) — to host our database, application, and file storage.
• Event Organizers and Judges — where you register for a specific Event, relevant team and Submission information (such as names, affiliations, and uploaded files) will be shared with the organizers, sponsors, and judges of that Event as necessary for evaluation and administration.
• Legal and Safety Reasons — if required to comply with a legal obligation, enforce our Terms and Conditions, or protect the rights, property, or safety of Rolance, our users, or the public.
• Business Transfers — if Rolance is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to the same or equivalent privacy protections.

5. Cookies and Tracking Technologies

We may use cookies or similar technologies to keep you logged in, remember your preferences, and understand how the Platform is used. You can typically control cookie settings through your browser, though disabling cookies may affect certain Platform functionality.

6. Your Communication Preferences

You may opt out of promotional emails about future Rolance Events at any time by using the unsubscribe link in those emails or contacting us directly. Note that even if you opt out of promotional messages, we may still send you essential, non-promotional communications related to an Event you have registered for (e.g., submission deadlines, results, or account/security notices).

7. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal data, including the right to:

• Access the personal information we hold about you;
• Correct inaccurate or incomplete information;
• Request deletion of your account and associated personal data;
• Restrict or object to certain processing of your data;
• Data portability, where applicable, to receive a copy of your data in a portable format;
• Withdraw consent, where processing is based on consent, at any time.

7.1 How to Exercise Your Rights

To request access, correction, or deletion of your account and data, please contact us through the support channel listed on rolance.me. We will respond within a reasonable timeframe and in accordance with applicable law.

7.2 Effect of Deletion

Please note that deleting your account may result in the removal of your access to past Submissions, Event history, and team memberships. We may retain limited information as required for legal compliance, fraud prevention, or legitimate administrative purposes (e.g., financial records related to a processed payment), even after account deletion.

8. International Users

If you access the Platform from outside the country in which our servers or service providers are located, your information may be transferred to, stored, and processed in a different country. By using the Platform, you consent to this transfer, in accordance with applicable data protection laws.

9. Children's Privacy

The Platform is not intended for children under the age of 13 (or the applicable minimum age of digital consent in your jurisdiction). If we become aware that we have collected personal data from a child under this age without appropriate consent, we will take steps to delete such information.

10. Data Breach Notification

In the event of a data breach that affects your personal information, we will notify affected users and relevant authorities as required by applicable law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, new features, additional Event types, or legal requirements. We will update the "Last Updated" date above and, for material changes, provide notice via email or a notice on the Platform. We encourage you to review this Policy periodically.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us through the support channel listed on rolance.me.