Privacy Notice

Who We Are

This notice explains how Arculus System, as organiser of the Sustainable Edge AI Innovation Challenge 2026, handles personal data collected through this registration and submission platform.

Contact: no-reply@arculussystem.com. The organiser may provide a dedicated privacy contact before public launch.

Data We Collect

During the registration process, we collect email address, full name, institution, academic level, country or region, an 18-or-over age confirmation, team membership, invitation status, and records showing which versions of the Privacy Notice and Terms were accepted. We also record technical audit information such as timestamps, IP address, user agent, sign-in events, and changes to team membership.

During subsequent submission stages, we may collect project files, submission metadata, judging records, enquiry/FAQ correspondence, and operational logs necessary to run the Challenge.

Why We Use It

We use personal data to verify eligibility, authenticate participants, manage teams, receive submissions, communicate Challenge updates, support judging, maintain security, handle enquiries, keep audit records, and comply with legal obligations.

Future-use consent is optional and separate. If you choose to opt in, we may contact you about future events, collaboration opportunities, or related programmes. You may withdraw this optional consent at any time.

Legal Basis

We process necessary registration and competition data to run the Challenge and to take necessary steps related to your participation. We also process security, audit, and compliance records to pursue our legitimate interests and to fulfil our legal obligations. Optional future-use contact is subject to your consent, which you may withdraw at any time.

Storage, Sharing, and Retention

Challenge data is intended to be hosted in AWS eu-west-2. We use service providers only when necessary to operate the platform, such as for hosting, database, storage, email delivery, security scanning, and logging. Only the judges, the organiser, and service providers with a legitimate need have access to submissions and relevant participant information for competition purposes.

Non-advancing teams' data is intended to be retained for up to 90 days after the Challenge, unless a shorter or longer period is required. Advancing or prize-related records are intended to be retained for up to 365 days. Minimal audit records may be retained where needed to demonstrate compliance with legal obligations, resolve disputes, or handle deletion requests.

Your Rights

You may request access, correction, deletion, restriction, portability, or objection where those rights apply. You may also withdraw optional future-use consent. Withdrawal of consent will not affect the lawfulness of any processing carried out before such withdrawal. We may need to retain limited records where necessary for legal, security, or dispute-resolution reasons.