Terms & Privacy Policy | BrandywineBOTS

Terms, Conditions & Privacy Policy

UPDATED: September 18, 2026

BrandywineBOTS Robotics Club, Inc. (“BrandywineBOTS,” “we,” “us,” or “our”) is an IRS-recognized 501(c)(3) nonprofit organization providing youth robotics, STEM education, competitions, classes, camps, workshops, makerspace activities, community events, and related educational programming.

These Terms, Conditions & Privacy Policy describe the terms governing use of our website, programs, services, and communications, as well as how BrandywineBOTS collects, uses, and protects personal information.

By using our website, registering for or participating in a BrandywineBOTS program or event, submitting information to us, or using our services, you agree to these terms and any applicable program-specific policies, agreements, waivers, handbooks, or rules.

Terms & Conditions:

Programs and Participation

Program offerings, schedules, eligibility requirements, fees, locations, and availability may change from time to time. Participation may be subject to capacity limitations, age or grade requirements, prerequisite training, safety requirements, registration deadlines, or other program-specific conditions.

Participation in BrandywineBOTS programs and activities is subject to applicable BrandywineBOTS policies, including our Student & Family Handbook, codes of conduct, safety requirements, youth protection policies, facility rules, and other policies or procedures communicated to participants.

Students, parents and guardians, volunteers, mentors, guests, and other participants are expected to conduct themselves safely, respectfully, and consistently with the mission and policies of BrandywineBOTS.

BrandywineBOTS reserves the right to limit, suspend, or terminate participation or access to programs, activities, facilities, or services when an individual violates applicable policies, creates a safety concern, disrupts programming, or otherwise acts in a manner inconsistent with the mission or interests of the organization.

Where a program-specific policy, registration agreement, waiver, handbook, or other written agreement establishes additional or more specific requirements, those requirements will also apply.

Tuition, Registration, Fees and Payments

Certain BrandywineBOTS programs, activities, products, or services require payment.

Tuition, fees, payment schedules, refund policies, financial assistance provisions, and other financial terms may vary by program and will be disclosed through the applicable registration process, agreement, handbook, invoice, or program materials.

Submitting a registration does not necessarily guarantee placement in a program when enrollment is subject to capacity, eligibility requirements, team placement, or other selection criteria.

Payments may be processed by third-party payment providers. Use of those services may also be subject to the provider’s own terms and privacy practices.

Donations

BrandywineBOTS accepts donations in support of its charitable mission. Unless otherwise stated or agreed to by BrandywineBOTS, donations are unrestricted and may be used where most needed to advance the organization’s mission.

BrandywineBOTS will provide donation acknowledgments as appropriate. Nothing on this website constitutes tax, legal, or financial advice.

Website and Online Services

You may use the BrandywineBOTS website and online resources only for lawful purposes.

You may not interfere with the operation or security of our website or systems, attempt to gain unauthorized access to accounts or information, introduce malicious software, impersonate another person, misuse information obtained through our services, or use BrandywineBOTS names, logos, content, or systems without authorization.

We may modify, suspend, or discontinue website features or online services at any time.

Intellectual Property

Unless otherwise indicated, BrandywineBOTS owns or is authorized to use the text, graphics, logos, photographs, videos, documents, educational materials, and other original content appearing on our website and other BrandywineBOTS resources.

BrandywineBOTS names, logos, branding, photographs, and other materials may not be reproduced or used for commercial purposes or in a manner that suggests endorsement or affiliation without permission.

Third-party names, logos, trademarks, and materials remain the property of their respective owners.

Third-Party Services

Our website and programs may use or link to services operated by third parties, including registration platforms, payment processors, communications platforms, robotics organizations, educational resources, social media services, and other technology providers.

BrandywineBOTS does not control the content, availability, security, terms, or privacy practices of independent third-party services. Your use of those services may be subject to separate terms and policies established by the applicable provider.

Electronic Communications

BrandywineBOTS may communicate with students, parents and guardians, volunteers, donors, supporters, and others through appropriate channels, including email, telephone, approved program communication platforms, and SMS/text messaging.

Providing a mobile telephone number does not, by itself, constitute consent to receive promotional SMS messages.

SMS/Text Messaging Terms

When you specifically opt in to receive text messages from BrandywineBOTS, you consent to receive SMS or MMS messages from BrandywineBOTS at the mobile number you provide.

BrandywineBOTS may use SMS messaging to:

Respond to questions or requests you initiate
Provide registration or enrollment information
Provide program, class, camp, team, or event information
Send schedule changes, cancellations, or reminders
Provide facility or operational updates
Provide payment, invoice, order, or transaction-related information
Coordinate volunteers
Provide safety, emergency, or time-sensitive notifications
Provide participant or customer support
Communicate other information directly related to your relationship with BrandywineBOTS

SMS messaging will not be used for broad marketing or promotional blasts unless you separately consent to receive promotional messages.

Consent to receive text messages is not a condition of purchasing, registering for, donating to, or participating in a BrandywineBOTS program or service.

Message frequency varies. Message and data rates may apply.

You may opt out of SMS communications at any time by replying STOP to a BrandywineBOTS text message. After opting out, you may receive a final confirmation message. We will discontinue applicable SMS communications unless you subsequently opt in again.

For assistance with BrandywineBOTS text messaging, reply HELP or contact us at info@brandywinebots.org.

Wireless carriers are not liable for delayed or undelivered messages.

Privacy Policy:

Information We Collect

Depending on how you interact with BrandywineBOTS, we may collect information such as:

Name and contact information
Mailing address
Email address
Telephone or mobile number
Parent or guardian information
Student information, including age, grade, school, and program participation
Emergency contact information
Registration and enrollment information
Volunteer information
Background check status, where applicable
Payment and transaction information
Donation and sponsorship information
Attendance and participation records
Communications you send to us
Photographs or video, where appropriate consent has been obtained
Information submitted through forms, surveys, applications, or program systems
Technical information associated with use of our website or online services

We seek to collect only information reasonably necessary to operate our programs, fulfill our charitable mission, communicate with our community, maintain safety, and meet legal and administrative requirements.

How We Use Information

BrandywineBOTS may use personal information to administer registrations and program enrollment; communicate with students, parents and guardians, volunteers, donors, and participants; operate programs and events; coordinate teams and volunteers; maintain participant safety and emergency contact information; process payments, donations, refunds, and purchases; administer financial assistance; maintain organizational and financial records; respond to questions and requests; provide program and schedule updates; conduct fundraising and donor stewardship; improve our programs and operations; maintain and secure our technology systems; comply with legal, regulatory, insurance, safety, and reporting requirements; and otherwise carry out BrandywineBOTS’ charitable mission.

SMS/Text Messaging Privacy

BrandywineBOTS may use SMS messaging when an individual has provided appropriate consent to receive text messages.

No phone or mobile number information will be shared with third parties or affiliates for marketing or promotional purposes.

Text messaging originator opt-in data and consent will not be shared with any third parties.

BrandywineBOTS may use telecommunications, software, or technology service providers as necessary to deliver messages and operate our communications systems. Such providers may process information only as necessary to provide services to BrandywineBOTS and are not authorized by BrandywineBOTS to use SMS opt-in information for their own marketing or promotional purposes.

Individuals may opt out of SMS communications at any time by replying STOP. For assistance, reply HELP or contact info@brandywinebots.org.

Message frequency varies. Message and data rates may apply.

How We Share Information

BrandywineBOTS does not sell personal information.

We may share information when reasonably necessary to operate our organization, including with technology and software providers, registration and program-management providers, payment processors and financial institutions, background-check providers, insurance providers, professional advisors, event or program partners when necessary for participation, governmental or law-enforcement authorities when required or permitted by law, and other service providers acting on behalf of BrandywineBOTS.

We seek to limit disclosures to information reasonably necessary for the applicable purpose.

For clarity, mobile telephone numbers and SMS opt-in or consent information are not shared with third parties or affiliates for their marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with third parties.

Information About Children

BrandywineBOTS is a youth-serving organization, and many of our programs involve minors.

Information about minor participants is generally provided by or with the knowledge of a parent or guardian as part of registration, participation, safety, or program administration.

We use information concerning youth participants for legitimate program purposes, including enrollment, team placement, instruction, communications, safety, attendance, emergency response, competition administration, and other activities necessary to provide our programs.

We do not sell personal information about children.

Parents or guardians with questions or concerns about information maintained regarding their child may contact us at info@brandywinebots.org.

Payment Information

Payments and donations may be processed through third-party payment processors. BrandywineBOTS may receive transaction information necessary for accounting, registration, fulfillment, and recordkeeping.

Payment card information may be collected and processed directly by the applicable payment provider rather than stored by BrandywineBOTS. Those providers maintain their own privacy and security practices.

Background Checks

Certain BrandywineBOTS volunteers and staff are required to undergo background checks in accordance with organizational policies and applicable requirements.

Background checks may be administered through an authorized third-party provider. BrandywineBOTS seeks to limit its collection and retention of background-check information to information reasonably necessary to determine or document volunteer eligibility.

Cookies and Website Technology

Our website and third-party services used on our website may use cookies or similar technologies to operate website features, understand website usage, improve performance, maintain security, or provide embedded functionality.

Your browser may allow you to restrict or disable cookies. Doing so may affect the functionality of certain website features.

Data Security

BrandywineBOTS takes reasonable administrative, technical, and organizational measures appropriate to our organization to protect personal information from unauthorized access, loss, misuse, alteration, or disclosure.

No method of electronic transmission or storage can be guaranteed to be completely secure, and we cannot guarantee absolute security.

If BrandywineBOTS becomes aware of a data security incident involving personal information, we will evaluate and respond to the incident consistent with applicable law and organizational policies.

Data Retention

BrandywineBOTS may retain personal information for as long as reasonably necessary to provide programs and services, maintain organizational and financial records, meet legal or regulatory obligations, resolve disputes, maintain appropriate historical records, and protect the organization and its participants.

Different categories of information may be retained for different periods.

Your Choices

You may contact BrandywineBOTS to request that we update or correct personal information maintained about you or your child, as appropriate.

You may unsubscribe from applicable email communications using the unsubscribe option provided in the communication, where available.

You may opt out of SMS communications by replying STOP.

Certain operational, safety, transactional, or legally required communications may still be necessary while you or your child participates in a BrandywineBOTS program. When appropriate, these communications may be provided through methods other than SMS.

Photography and Media

BrandywineBOTS activities may be photographed, recorded, or otherwise documented for educational, historical, promotional, fundraising, or organizational purposes.

Participant-specific consent or release requirements, particularly those involving minors, are governed by applicable registration forms, releases, and program policies.

Safety and Assumption of Risk

Robotics, STEM activities, competitions, makerspace activities, fabrication, tools, travel, and other BrandywineBOTS activities may involve inherent risks.

Participants are required to comply with all applicable safety policies, training requirements, supervision requirements, posted instructions, and directions from authorized BrandywineBOTS leaders and volunteers.

Nothing in these terms replaces any waiver, release, consent form, safety acknowledgment, or other agreement required for participation in a particular BrandywineBOTS activity.

Disclaimer and Limitation of Liability

BrandywineBOTS strives to provide accurate and current information, but website content, schedules, program descriptions, availability, fees, and other information may occasionally contain errors or become outdated.

To the extent permitted by applicable law, BrandywineBOTS makes no guarantee that its website or online services will always be available, uninterrupted, error-free, or free from harmful components.

To the extent permitted by applicable law, BrandywineBOTS and its directors, officers, volunteers, representatives, and agents will not be liable for indirect, incidental, special, consequential, or similar damages arising from use of the website or online services.

Nothing in these terms is intended to waive rights or responsibilities that cannot lawfully be waived or limited.

Nondiscrimination

BrandywineBOTS is committed to equal membership, employment, and volunteer opportunity without regard to age, ancestry, disability, national or ethnic origin, race, religious belief, gender, sexual orientation, marital status, veteran status, or political service or affiliation.

Changes to These Terms and Privacy Policy

BrandywineBOTS may update these Terms, Conditions & Privacy Policy periodically to reflect changes in our programs, operations, technology, or legal requirements.

The current version will be posted on this page with its effective or updated date.