Privacy Policy

This Privacy Policy explains how the American Institute of Chemical Engineers (AIChE) student club at The University of Texas at Austin ("AIChE at UT Austin," "we," "us," or "our") collects and uses your information when you use QuestPilot (the "Platform"). This Platform is operated by a student organization and is not an official service of The University of Texas at Austin.

1. Eligibility (18+)

The Platform is intended only for individuals who are 18 years of age or older. By creating an account or using the Platform, you represent that you are at least 18. We do not knowingly collect information from anyone under 18. If we learn that we have collected information from someone under 18, we will delete it.

2. Information We Collect

• Account information. Your name and email address. If you sign in with Google, we receive your name and email from your Google account. If you are invited by an organizer, we store the name and email they provide.
• Competition data. Your crew membership, the quests you submit, any notes or evidence links you include, points awarded, and review decisions.
• Evidence files. Photos, videos, and documents you upload as evidence for a submission, with their file names and sizes. Uploaded files are private: only you, the coordinators of your season, and Platform administrators can see them, and they are never shown on the public scoreboard. Please do not upload files showing other people without their permission.
• Feedback you submit. Any testing feedback or messages you send through the Platform.
• Technical data. Standard log information such as your IP address and timestamps, including the IP address recorded when you accept these policies. This is processed by our infrastructure providers (below).
• Activity logs. We keep a record of actions taken on the Platform — such as signing in, submitting quests, reviewing submissions, and administrative changes — along with who performed them and when. These logs are visible only to Platform administrators and are used to operate and secure the competition.

3. How We Use Your Information

• To operate the competition, including scoring, crew assignment, and submission review.
• To authenticate you and keep your account secure.
• To display the public scoreboard (see Section 4).
• To respond to your requests and feedback.
• To maintain an activity log of actions on the Platform for security, moderation, and competition-integrity purposes.

4. Public Scoreboard

The Platform includes a publicly accessible scoreboard that anyone on the internet can view without signing in. Your name and your associated points and crew may be displayed there. Please do not use the Platform if you do not want your name shown publicly in this way. Evidence files and submission notes are never shown on the scoreboard.

5. Service Providers

We rely on third-party providers to run the Platform, and your information is stored and processed on their systems:

• Supabase — authentication and database hosting.
• Vercel — application hosting and request logging.
• Cloudflare — storage of evidence files you upload (Cloudflare R2).
• Google — if you choose Google sign-in, your authentication is handled by Google.

These providers process data on our behalf under their own terms and privacy policies. We do not sell your personal information.

6. Cookies

We use only the cookies needed to run the Platform. We do not use advertising, analytics, or tracking cookies, and we do not load third-party trackers.

• Sign-in cookie. Keeps you signed in. It is removed when you sign out or your session expires.
• Google sign-in cookie. If you sign in with Google, a short-lived cookie is used while you are redirected to Google and back.
• Temporary-password cookie. Set only in an organizer's browser, for about one minute after they reset someone's password, so the new temporary password can be shown to them once.

You can block cookies in your browser settings, but you will not be able to sign in without the sign-in cookie.

7. Data Retention

We retain your account and competition data for up to one year after the end of the season in which you participated, after which it may be deleted. We will delete your data sooner if you ask us to (see Section 8), unless we are required to keep it. Evidence files are deleted together with the submission, season, or account they belong to, and organizers may delete them sooner. Files you upload but never submit are removed automatically over time, and always when their season is deleted.

8. Your Choices and Requests

You may request access to, correction of, or deletion of your personal information by emailing us at saathvikd@utexas.edu. Deleting your account will remove your submissions and may affect crew scores.

9. Security

We take reasonable measures to protect your information, but no online service can be guaranteed to be completely secure. You are responsible for keeping your password confidential.

10. Changes to This Policy

We may update this Policy from time to time. When we make material changes, we will update the version and ask you to review and accept the updated policies the next time you sign in.

11. Contact Us

Questions about this Policy can be sent to saathvikd@utexas.edu.