Privacy Policy

Overview

RoboticGen Academy is operated by RoboticGen (Pvt) Ltd ("we," "us," or "our"), the data controller for the personal information described in this policy. We respect your privacy. This policy explains what information we collect when you visit our website or interact with the academy, why we collect it, and the choices you have, including the cookie consent controls available on this site.

Information we collect

Enquiries reach us through WhatsApp: when you message us there, that conversation is handled by WhatsApp Business under WhatsApp's own privacy terms, and our team keeps the details you share with us, such as your name, phone number, and your child's programme interests, so that we can respond and manage your enrolment.

Once you decide to join us, we ask a parent or guardian to complete our onboarding form to create the student profile. That form is hosted on our behalf by Fillout, and the responses are stored in our student records system, Airtable. It collects your child's name, school, grade, curriculum, date of birth, and gender, the delivery address for their maker kits, and the guardian's name, title, occupation, and contact number. We ask for each of these because we need them to enrol your child, ship their kits, and print their certificates.

When you enrol in a programme, we also collect the contact and billing details needed to process your payment. Payments are handled by our payment providers; we do not store your card details.

Cookies and analytics

With your consent, given through the cookie banner shown on your first visit, we use the following third-party tools to understand how visitors use our site:

• Google Tag Manager and Google Analytics, to measure site traffic and behaviour
• Microsoft Clarity, to understand navigation patterns through session recordings and heatmaps
• Metricool, to measure marketing campaign performance

None of these tools run until you choose "Accept" on the cookie banner. If you choose "Reject," none of them load and none of the cookies they rely on are set. You can change your choice at any time using the "Cookie Settings" link in the footer, which reopens the banner and lets you accept or reject again.

One measurement tool runs for every visitor, whatever you choose: Vercel Analytics, which counts page views and measures how quickly pages load. It is cookieless. It stores nothing on your device, does not follow you between sites, and does not build a profile of you, so there is nothing for the banner to ask permission for. We use it only to see which pages are visited and how the site is performing.

Separately from analytics, the site stores two small functional values in your browser: your cookie choice itself, so we do not ask you on every visit, and whether you closed the WhatsApp chat bubble, which lasts for the current visit only. Neither contains personal information and neither is used for tracking.

How we use your information

We use the information we collect to respond to enquiries, enrol your child and create their student profile, deliver their maker kits, provide our mentoring and makerspace programmes, issue certificates, process payments, and, where you have consented, to improve our website through the analytics tools listed above.

Children's privacy

Our programmes are designed for children ages 8 to 15, but our website is aimed at parents and guardians. We do hold personal information about children, including the details listed above, but we collect it from a parent or guardian rather than from the child: the onboarding form is addressed to guardians and asks for the guardian's own details alongside their child's. We do not knowingly collect personal information directly from children through this website, and we do not use a child's information for marketing or share it for advertising. If you believe a child has submitted personal information to us directly, please contact us and we will delete it.

Sharing your information

We do not sell your personal information. We share it only with the service providers that help us run the academy, and only to the extent needed for them to provide their services, or where the law requires us to. These are Fillout, which hosts our onboarding form, Airtable, where our student records are stored, our payment providers, our website hosting provider, and the analytics tools listed above.

International transfers

The service providers we rely on, including Fillout, Airtable, Google, Microsoft, Vercel, Metricool, and WhatsApp, process data on servers located outside Sri Lanka. This includes the student profile details collected through our onboarding form. Where your information is transferred abroad, it is protected by those providers' own safeguards and the commitments in their privacy policies, and we share only what is described in this policy.

Retention and security

We keep personal information only as long as we need it to respond to your enquiry, deliver our programmes, and meet our legal obligations, after which it is deleted. We use reasonable technical and organisational safeguards to protect the information we hold.

Your choices and rights

You may withdraw analytics consent at any time via the "Cookie Settings" link in the footer, and you may clear cookies and site data through your browser settings.

Under Sri Lanka's Personal Data Protection Act No. 9 of 2022, and equivalent laws where they apply to you, you have the right to request access to, correction of, or deletion of your personal data, and to withdraw consent you have previously given. To exercise any of these rights, contact us using the details below; we will respond within 30 days. If you are not satisfied with our response, you may complain to the Data Protection Authority of Sri Lanka.

Changes to this policy

We may update this policy from time to time. When we do, we will post the new version on this page and update the "Last updated" date at the top.

Contact us

For any questions about this policy or your data, reach us at hello@roboticgenacademy.com or No 7 2/1, Sri Mahabodhi Rd, Dehiwala-Mount Lavinia 10350, Sri Lanka.