Policies & Handbook

Definitions and Interpretation

Unless the context requires otherwise, the following words have the meanings set out below.

Interpretation principles

• If there is conflict between the general Terms & Conditions and the published competition rules, the published competition rules govern match play and robot compliance.
• If there is conflict between a website summary and an approved signed form, the signed form governs the participant’s individual consent or waiver.
• If a child protection concern arises, safeguarding and child welfare rules override convenience, publicity, media access or schedule pressure.
• The organiser may issue official clarifications, errata and updates. Teams are responsible for following the latest approved version.

Official Competition Manual

This section sets out the official public competition framework for Robocon Kenya 2026, including participation, event structure, rules, awards, safety and administration.

1.1 Competition overview

Robocon Kenya 2026 is a national robotics, AI and innovation challenge designed to inspire learners, students, educators and young builders to solve real-world problems through technology. The competition combines technical design, teamwork, engineering documentation, presentation and social impact.

• Event name: Robocon Kenya 2026.
• Venue: JKUAT, Juja, Kenya.
• Event dates: 28-29 August 2026.
• Organiser: KyriosLearn Africa.
• Primary contacts: kyrioslearn@gmail.com and robocon@kyrioslearn.com.
• Theme: Smart solutions for Africa: Robotics & AI for Community and Industry Impact.
• Eligible participants: primary school, high school, university, TVET, independent/private teams and approved attendees.

1.2 Participation categories

1.3 Challenge tracks

The following challenge tracks apply to registration and preliminary track allocation.

1.4 Competition timeline

1.5 Registration rounds

Round 1 registration is a simple expression of intent: it collects enough information to identify the team, make contact, confirm eligibility and understand the track direction. Full documentation is collected in Round 2.

1.6 Awards framework

• Overall Robocon Kenya Champion.
• Best Technical Execution.
• Best Innovation and Impact.
• Best AI/Data Systems Project.
• Best School Team.
• Best University / TVET Team.
• Best Presentation and Pitch.
• Judges’ Award.
• Women in Robotics Recognition (subject to final approval).
• Community Impact Recognition.

1.7 Ethics and student-centred learning

Robocon Kenya should reward student learning and team effort, not adult outsourcing. Mentors may guide, teach, review safety and advise, but students should meaningfully understand the design, code, build process and presentation.

• Teams must be able to explain their own project.
• Adult-built projects presented as student work may be penalised or disqualified.
• Use of tutorials, AI tools, open-source libraries and external mentorship must be disclosed where material.
• Judges may ask students to explain design choices, code structure, testing, failures and learning process.

Competition Rules and Technical Regulations

2.1 Scope of technical rules

• These rules apply to all robots, prototypes, demonstrations, AI systems and competition hardware entered into Robocon Kenya 2026.
• A team may not compete with a robot or prototype that has not passed technical and safety inspection where inspection is required.
• The technical committee may interpret, clarify or update technical rules to protect safety, fairness and event integrity.

2.2 Robot classes and specifications

• Robot specifications - including maximum footprint, height and mass, robots per team, match periods and approved drive and actuator systems - are communicated by the technical committee in the competitor pack before the event.
• Mandatory fail-safe: every robot or prototype with moving parts or stored energy must include an accessible emergency stop that immediately halts all motion. Teams must demonstrate the emergency stop at technical inspection.

2.3 Allowed hardware

• Educational microcontrollers, robotics kits and approved development boards may be used where they satisfy safety and inspection rules.
• Sensors, motors, wheels, frames, 3D printed components, standard fasteners and approved electronics may be used if safe and compliant.
• Teams must disclose major custom hardware and any high-energy systems during inspection.
• The organiser may publish a recommended hardware list, but teams are not limited to a single vendor unless the published competition rules state otherwise.

2.4 Prohibited hardware and hazardous systems

• No robot, prototype or demonstration may be designed as a weapon or used to harm, intimidate or endanger people or property.
• No flames, hazardous chemicals, explosives, pyrotechnics, pressurised dangerous systems, sharp exposed hazards or unsafe projectiles are permitted.
• No system may intentionally damage the arena, other robots, venue infrastructure or event equipment.
• No device may interfere with venue security, emergency systems, wireless networks or other teams’ systems.
• The technical committee may reject any system that creates unreasonable risk, even if it is not specifically listed.

2.5 Battery and power safety

• All batteries must be commercially appropriate for educational robotics use and must be in good condition.
• Damaged, swollen, leaking, overheating or poorly secured batteries are prohibited.
• Charging must occur only in approved areas and under the supervision required by the event safety team.
• Teams must not modify battery packs in ways that create unsafe conditions.
• Teams must follow the published voltage ranges, connector, protection and charging requirements.

2.6 Software and AI usage rules

• Teams may use programming languages, libraries and AI tools permitted by the published competition rules.
• Teams must disclose material use of AI-generated code, datasets, pretrained models or external software libraries where relevant to judging.
• Teams must be able to explain the logic, training data source, limitations and safety behaviour of AI-enabled systems.
• AI systems must not collect or process personal data from attendees without approval and privacy safeguards.
• No team may use software to interfere with other teams, event networks, scoring systems or venue systems.

2.7 Wireless communication rules

• Wireless systems must use approved frequencies, devices and procedures published by the technical committee.
• Teams must not create unauthorised hotspots, jamming, spoofing, scanning or interference.
• If the event provides an official control method, teams must use it as instructed.
• The technical committee may disable or restrict wireless systems that disrupt event operations.

2.8 Inspection process

• Each team must present its robot/prototype for inspection before match play or public demonstration where required.
• Inspection may cover size, weight, power, wiring, sharp edges, mechanical safety, control reliability, prohibited items and compliance with the challenge brief.
• A team that fails inspection may be given time to fix the issue if schedule and safety permit.
• A team may not compete until a pass or conditional pass is recorded by the technical committee.
• Inspection approval may be withdrawn if the team modifies the robot or if unsafe behaviour is observed.

2.9 Match and arena procedures

• Teams must report to the queueing area on time with the correct robot, team members and safety equipment.
• Only authorised team members may enter the pit, queueing or field area on Setup day
• Teams must follow referee, judge and field manager instructions.
• Unsafe operation may result in stoppage, penalty, disabling or disqualification.

2.10 Scoring, tie-breaks and penalties

• The scoring system and tie-break procedure must be communicated clearly to teams before the competition begins.
• Tie-break rules should be listed in order: primary score, autonomous score, task completion, penalties, time, judge score or other approved measures.
• Penalties should distinguish minor procedural violations, safety violations, unsportsmanlike conduct and major rule breaches.
• Judges and referees should record scoring decisions in a standard score sheet.

2.11 Mentor involvement limits

• Mentors may teach concepts, review safety, advise on strategy and support documentation.
• Mentors may not secretly build, program or present the team’s work as if it were student-created.
• During judged presentations, students should lead the explanation unless the category specifically permits adult-led submissions.
• Judges may ask students to explain code, design trade-offs, failures, testing and lessons learned.

2.12 Technical rule change protocol

1. All technical changes must be approved by the technical committee lead and event director.
2. Changes affecting robot compliance, scoring or eligibility should be published as numbered updates.
3. Teams should receive a reasonable adjustment period where possible.
4. Safety-related changes may take immediate effect.
5. The latest published update controls over earlier versions.

Event Terms and Conditions

These Terms & Conditions apply to all persons who register for, attend, participate in, volunteer at, judge, sponsor, exhibit at, partner with or otherwise interact with Robocon Kenya 2026.

3.1 Acceptance of terms

By registering for Robocon Kenya 2026, submitting information through the registration portal, attending the event, participating in any competition activity, or allowing a minor under your responsibility to participate, you confirm that you have read, understood and agreed to these Terms & Conditions, Privacy Policy, Media & Photography Policy, Code of Conduct and any applicable competition rules.

3.2 Purpose of event

Robocon Kenya 2026 is an educational, developmental and competitive event. Participation does not guarantee prizes, funding, sponsorship, employment, investment, admission, scholarships, incubation or commercial opportunities.

3.3 Eligibility

The organiser may verify eligibility, request additional documentation, approve, reject, defer or cancel registration where necessary. For teams involving minors, registration must be approved by a parent, guardian, teacher, school official or authorised adult.

3.4 Registration

A submitted registration form is not automatic final acceptance. The organiser may review entries for eligibility, completeness, safety, category fit, capacity, compliance with event rules and child protection requirements.

3.5 Accuracy of information

Registrants confirm that all submitted information is accurate, complete and not misleading. The organiser may reject or cancel a registration if false, incomplete, misleading or unauthorised information is provided.

3.6 Team responsibility

Each team is responsible for understanding the competition brief, ensuring member eligibility, securing consent, attending briefings, preparing safely, respecting event personnel and submitting original or properly credited work.

3.7 Participation by minors

Where a participant is under 18, parent/guardian or authorised school consent may be required before final participation. The organiser may restrict participation if consent, supervision or safety requirements are not met.

3.8 Event conduct

Participants must act respectfully and responsibly. Harassment, bullying, intimidation, discrimination, cheating, sabotage, unsafe conduct, unauthorised access, misuse of credentials and damage to property are prohibited.

3.9 Safety rules

Robotics activities involve practical risk. Participants must comply with all safety instructions. The organiser may inspect, stop, restrict or reject any robot, prototype or demonstration considered unsafe or unsuitable.

3.10 Project ownership

Teams retain ownership of their original ideas, code, prototypes, designs and documentation, subject to third-party rights, school policies, sponsor agreements and separate written agreements. Event publication rights are addressed in the Intellectual Property Policy and Media Policy.

3.11 Names, logos and trademarks

Participants may not use the Robocon Kenya 2026 name, KyriosLearn Africa name, JKUAT name, sponsor names, partner names or logos in a way that suggests endorsement, certification or partnership without direct written permission.

3.12 Challenge tracks and judging

The organiser may update, merge, remove or modify tracks before or during the event. Judges’ decisions are final unless the Appeals Policy creates a review process.

3.13 Prizes and recognition

Prizes, certificates, trophies, mentorship, sponsor opportunities or media features may be offered at the organiser’s discretion. Prizes may be changed, substituted or withdrawn where necessary.

3.14 Programme changes

The organiser may change the schedule, venue layout, speakers, judges, sessions, rules, check-in process or format where necessary for operational, safety, venue, public health, legal or partner reasons.

3.15 Fees and payments

If fees apply, they must be paid only through the official channel: Equity Bank Paybill 247247, Account 0723935998 (KyriosLearn). Always forward the payment confirmation message to KyriosLearn Africa through the official contacts for verification. The organiser is not responsible for payments made to unauthorised individuals, unofficial numbers, fake links or fraudulent accounts.

3.16 Cancellation, withdrawal and disqualification

A team or individual may be removed, suspended or disqualified for ineligibility, missing consent, false information, unsafe conduct, rule violations, non-payment, misconduct or capacity limitations.

3.17 Health and emergency matters

Participants are responsible for considering their own health and ability to participate safely. In an emergency, authorised personnel may contact emergency services and listed emergency contacts. For minors, parents/guardians and supervising adults remain responsible for supervision, for disclosing relevant medical information and for decisions concerning the minor's welfare, while the organiser maintains reasonable event-level safety, first aid and emergency escalation arrangements.

3.18 Personal belongings

Participants are responsible for their own belongings, robots, laptops, tools and valuables. Teams should label equipment and avoid leaving valuables unattended. Team tents and pit areas must not be left unattended at any time during the event; at least one team member must always be present.

3.19 Third-party services

The event may involve sponsors, partners, vendors, venue operators, payment providers, communications platforms and media providers. Their separate terms may apply.

3.20 Limitation of liability

Participation is voluntary. To the fullest extent permitted by law, KyriosLearn Africa and its partners will not be liable for indirect, incidental, special, consequential or punitive losses arising from participation. Nothing excludes liability that cannot lawfully be excluded.

3.21 Force majeure

The organiser will not be responsible for failure or delay caused by severe weather, fire, power outages, internet outages, venue closure, public health directives, security incidents, civil unrest, government action, technical failures or other events beyond reasonable control.

3.22 Communication

Official communication may be sent through email, phone, SMS, WhatsApp, website updates, social media, school channels or other submitted contact details. Questions and issues should be sent to kyrioslearn@gmail.com or robocon@kyrioslearn.com.

Privacy Policy

This Privacy Policy explains how KyriosLearn Africa may collect, use, store, share and protect personal information in connection with Robocon Kenya 2026. It is prepared with reference to the Data Protection Act, 2019, the Data Protection (General) Regulations, 2021 and applicable guidance from the Office of the Data Protection Commissioner.

4.1 Information we may collect

• Identity and contact data: name, email, phone, WhatsApp number, role, institution and county.
• Team and institution data: team name, institution type, team size, coach details and category.
• Participant data: names, age or date of birth where required, grade/year, gender where collected for inclusion reporting, nationality where required, student IDs and consent forms where applicable.
• Project and competition data: track, title, summary, problem, solution, technologies, SDGs, prototype status, judging notes and scores.
• Logistics and welfare data: accommodation, transport, dietary restrictions, accessibility needs and emergency contacts.
• Media data: photos, video, audio, interviews, livestream footage, team presentations, awards and event coverage.
• Technical data: device type, browser type, IP address, date/time of submission, source URL, analytics information and error logs.

4.2 Why we collect information

• To register teams, attendees, volunteers, judges and partners.
• To verify eligibility and consent.
• To communicate event updates and competitor packs.
• To assign categories, tracks, mentors and judges.
• To prepare badges, certificates and participation records.
• To manage safety, supervision, child protection and emergency response.
• To coordinate logistics, accessibility and welfare requests.
• To publish event coverage, results and impact reports within the Media Policy.
• To prevent fraud, impersonation, unsafe conduct and misuse of the event.
• To comply with legal, regulatory, venue, insurance or safety requirements.

4.3 Lawful basis and consent

• Where consent is required, the organiser will seek clear consent for the relevant processing purpose.
• For minors, parent/guardian or authorised school consent may be required before final participation. Consent covers the specific processing purposes described in this policy. Parents or legal guardians must sign and submit the consent form before the Round 2 documentation deadline. Teams that have not submitted required consent forms by the deadline may not be permitted to participate.
• Some processing may be necessary for event administration, safety, legal compliance, public interest, contract performance or legitimate event operations, subject to applicable law.
• Consent should be specific, informed, documented and capable of withdrawal where the law permits.

4.4 Children’s privacy

• Children’s data should be collected only where necessary and proportionate.
• Child participants should receive age-appropriate explanations where possible.
• Parent/guardian or authorised school consent should be documented before final participation.
• Children’s personal data should not be used for unrelated marketing.
• Children’s information should not be sold.
• Access to children’s data should be limited to authorised event personnel and trusted service providers.
• Parents/guardians may raise questions, request correction, request deletion where appropriate or withdraw consent through the event contacts.

4.5 Sharing of information

• Information may be shared with authorised organisers, judges, mentors, schools, venue/security teams, emergency responders, sponsors, partners and service providers where necessary for event-related purposes.
• Aggregated or anonymised statistics should be used where possible for sponsor and impact reporting.
• Direct sponsor access to identifiable participant data should be limited and consent-based where required.
• The organiser will not sell personal information.

4.6 Storage and security

• Personal data may be stored in registration databases, Google Sheets or similar tools, email systems, cloud storage, media archives, event management systems and backup systems.
• Access is role-based and limited to authorised KyriosLearn Africa personnel and trusted service providers who need the information.
• Sensitive forms such as parent consent, IDs and emergency contacts should be kept in restricted folders.
• The organiser should maintain audit trails, secure passwords and two-factor authentication where possible.

4.7 Participant rights

• Subject to applicable law, data subjects may request access, correction, deletion, restriction, objection, withdrawal of consent or clarification on how their information is used.
• Requests should be sent to kyrioslearn@gmail.com or robocon@kyrioslearn.com.
• The organiser may need to verify identity and authority before acting, especially for requests involving children.

4.8 Data breach protocol

• Suspected loss, unauthorised disclosure, unauthorised access or misuse of personal data must be reported immediately to the Event Director and Data Protection Lead.
• The incident should be logged with date, system affected, type of data, likely affected people and immediate containment actions.
• The organiser will assess whether notification to affected people or the regulator is required.
• The organiser should preserve evidence, restrict access, reset credentials and document remediation.

4.9 Data protection contact

Questions, access requests, correction requests, deletion requests, consent withdrawal, complaints and privacy concerns should be sent to kyrioslearn@gmail.com and robocon@kyrioslearn.com.

Media and Photography Policy

Robocon Kenya 2026 is a public-facing educational and innovation event. Photography, video recording, livestreaming, interviews, press coverage and social media coverage may take place before, during and after the event.

5.1 Media coverage notice

• Official photographers, videographers, media teams, sponsors, partners, venue teams and approved journalists may capture event content.
• Participants may appear in crowd images, team photos, match footage, interviews, award photos, presentation videos and highlight reels.
• Media use must be respectful, accurate and event-related.

5.2 Media consent

• By registering for or attending the event, participants acknowledge that general event coverage - crowd images, background footage, match play and livestreams - takes place. Identifiable promotional use of a minor requires signed parent/guardian consent through the media permission options in the Parent/Guardian Consent Form.
• For minors, parent/guardian, school or authorised adult consent may be required for identifiable promotional use.
• The organiser may use photos, videos, audio, interviews, team names, institution names, project titles and event participation content for event promotion, reporting, education, sponsor reporting, media coverage and future programme communication.

5.3 Respectful use of media

• Do not publish humiliating, exploitative, misleading, unsafe or overly personal content.
• Do not reveal private personal information, student IDs, medical details, emergency contacts or restricted project details.
• Do not publish the names of minors with identifiable images unless appropriate permission is obtained.
• Respect media restrictions communicated through badges, lists, briefings or safeguarding instructions.

5.4 Media opt-out and limited use requests

• Parents, guardians, schools and participants may request limited media use by contacting the organiser before or during the event.
• The organiser will make reasonable efforts to respect valid restrictions, especially for minors and safeguarding cases.
• Complete exclusion from all crowd shots, background footage, livestreams or third-party posts may not always be possible in an event setting. The organiser will explain this limitation when an opt-out is requested so that parents/guardians can make an informed decision.

5.5 Rules for media teams

• Respect participants, minors, teachers, parents and attendees.
• Do not obstruct competition activities, judging, emergency routes or venue operations.
• Do not enter restricted areas without permission.
• Do not photograph or record private conversations without permission.
• Do not interview minors without appropriate adult awareness or approval.
• Do not collect personal contact details from minors directly.
• Stop recording if instructed by the organiser for safety, privacy or child-protection reasons.

5.6 Participant and attendee photography

• Attendees may take photos or videos for personal, school or social media use if done respectfully.
• No person may harass others for photos, record in private areas, publish content targeting another person, share confidential project information without permission, interrupt judging or misrepresent themselves as official media.
• The organiser may ask any person to stop recording or leave a restricted area.

5.7 Press accreditation

• Journalists and external media should apply for accreditation before the event where possible.
• Accredited media may receive badges, access rules, child photography instructions and interview protocols.
• Media access may be denied, restricted or revoked for breach of this policy.

5.8 Media removal requests

• Requests to correct, restrict or remove media should be sent to kyrioslearn@gmail.com or robocon@kyrioslearn.com.
• Requests should include name, role, participant/team involved, link or screenshot, and reason for the request.
• The organiser will review requests and act where reasonably practical within its control.
• Media teams must comply with this policy as a condition of accreditation.

Code of Conduct

This Code of Conduct applies to all participants, attendees, staff, volunteers, judges, mentors, coaches, teachers, parents, sponsors, exhibitors, media representatives and guests.

6.1 Core standards

• Act with integrity, honesty and reliability.
• Treat others with dignity and respect.
• Respect individual differences, backgrounds, institutions, languages, abilities and levels of experience.
• Follow event rules, safety instructions and venue requirements.
• Allow students and young builders to learn by doing.
• Report concerns promptly and honestly.
• Protect children, vulnerable participants and confidential information.
• Compete fairly and accept official decisions through the proper appeals process.

6.2 Prohibited conduct

• Harassment, bullying, intimidation, threats, stalking or abusive language.
• Discrimination or exclusion based on gender, race, ethnicity, nationality, religion, disability, age, school type, economic background or region.
• Sexual harassment, inappropriate contact or inappropriate communication with minors.
• Cheating, plagiarism, sabotage, deliberate interference or dishonest scoring claims.
• Unsafe operation of robots, tools, electronics or demonstrations.
• Unauthorised access to restricted areas, systems, badges, data or equipment.
• Retaliation against a person who reports a concern in good faith.
• Publicly humiliating another participant, judge, volunteer, school or sponsor.
• Using event platforms or social media to spread false claims, insults, confidential information or targeted abuse.

6.3 Online and social media behaviour

• Participants should share event content positively and responsibly.
• Do not post private information, restricted areas, child images with names without permission, confidential project materials or unverified allegations.
• Do not impersonate the organiser, a sponsor, a judge or official media.
• Digital harassment or threats may lead to removal or disqualification even if they occur outside the venue.

6.4 Reporting misconduct

1. Report urgent safety or safeguarding concerns immediately to the nearest authorised event official.
2. For non-urgent concerns, contact the help desk, safeguarding lead, event director or official email contacts.
3. Reports should include date, time, location, people involved, witnesses and any supporting evidence.
4. The organiser will review reports fairly and may take immediate protective action where needed.

6.5 Sanctions

• Verbal warning.
• Removal from a session or area.
• Loss of media, volunteer, judge, sponsor or participant access.
• Point penalty, match penalty or disqualification.
• Removal from the event venue.
• Notification to school, institution, parent/guardian, sponsor or relevant authority.
• Ban from future KyriosLearn Africa or Robocon Kenya events.

Child Protection and Safeguarding Policy

Robocon Kenya 2026 may involve primary and secondary school students and other minors. Safeguarding is a priority and overrides convenience, publicity, schedule pressure or sponsor access.

7.1 Safeguarding principles

• The welfare and best interests of the child come first.
• Children should be listened to, respected and protected from harm.
• Adults must behave professionally and avoid situations that create risk or appearance of misconduct.
• Concerns must be reported promptly and handled sensitively.
• Personal data and media involving children must be handled with extra care.
• No adult should use their role to exploit, shame, manipulate or improperly influence a child.

7.2 Adult interaction rules

• Avoid private one-on-one interactions between an unrelated adult and a minor. Use visible, public or open-door settings whenever possible.
• Where a one-on-one interaction is unavoidable for safety or emergency reasons, keep it brief and report it to the safeguarding lead as soon as practical.
• Do not communicate privately with minors through personal channels unless authorised, transparent and necessary for event administration.
• Do not ask minors for unnecessary personal details, private images, personal social media contacts or unsupervised meetings.
• Coaches and mentors must respect school and parent/guardian boundaries.

7.3 Volunteer and staff screening

• Roles involving access to minors should be assigned carefully and require acceptance of the Code of Conduct and Safeguarding Policy.
• The organiser should keep a list of volunteers, role assignments and supervisors.
• Where feasible, background checks, institutional references or school nominations should be used for sensitive roles.
• Volunteers should receive a short safeguarding briefing before the event.

7.4 Child photography rules

• Do not publish the name of a minor together with their identifiable image unless appropriate permission has been obtained.
• Respect media opt-outs and school restrictions.
• Do not photograph children in private, medical, restroom, changing or distressed contexts.
• Interviews with minors should be age-appropriate and involve adult awareness or approval.
• Sponsors and media should not use child images for unrelated commercial advertising without additional permission.

7.5 Reporting safeguarding concerns

1. If a child is in immediate danger, contact venue security, emergency services and the safeguarding lead immediately.
2. Record the concern factually: who, what, where, when, witnesses and immediate actions taken.
3. Do not investigate serious abuse allegations yourself unless authorised; preserve evidence and escalate.
4. Notify parents/guardians or school officials where appropriate and safe to do so.
5. Report to relevant authorities where required by law or where child safety requires it.

7.6 Lost child procedure

• Take the child to the official help desk or safeguarding station, never to a private location.
• Assign two authorised adults to remain in view with the child.
• Record the child’s name, school/team if known, description and where found.
• Contact the listed teacher, guardian, team lead or parent through official channels.
• Verify the identity of the collecting adult before release.
• Escalate to venue security if the child is not collected promptly or there are concerns.

Website Terms of Use

These terms apply to the Robocon Kenya 2026 website, registration portal and related online pages operated or authorised by KyriosLearn Africa.

• Users may access the website for lawful event-related purposes only.
• Users must not attack, scrape, overload, reverse engineer, interfere with or misuse the website or registration systems.
• Users must not submit false, misleading, offensive, unlawful or unauthorised content.
• All website content, branding, designs, text, images and event materials are protected by copyright, trademark or other rights unless otherwise stated.
• Third-party links are provided for convenience; KyriosLearn Africa is not responsible for third-party content, privacy practices or security.
• The organiser may suspend or block access where misuse, fraud, security risk or unlawful conduct is suspected.
• Website content may change without notice and should not be treated as final competition rules unless marked as approved.

8.1 Website disclaimers

• The organiser aims to keep website information accurate but does not guarantee that every page is error-free or always available.
• If there is conflict between a website summary and the published competition rules or a signed document, the published rules or signed document controls.
• Users should rely only on official event contact channels for payments, deadlines and final rule updates.

Cookie Policy

This Cookie Policy applies if the Robocon Kenya 2026 website uses cookies, analytics tools, pixels, tags, session storage, local storage or similar technologies.

• Any analytics or similar tools in use (for example Google Analytics) will be named on the live website version of this policy.
• Do not deploy tracking tools that collect children’s personal data for unrelated marketing.
• Provide a simple way for users to manage cookie choices where non-essential cookies are used.

Appeals and Dispute Resolution Policy

This policy creates a structured way to handle competition appeals while protecting the authority of referees, judges and the technical committee.

10.1 Appealable matters

• Possible scoring error or data entry error.
• Incorrect application of a published rule.
• Technical inspection decision where the team believes the rule was misunderstood.
• Eligibility or category decision affecting participation.
• Procedural issue that materially affected the team’s opportunity to compete.

10.2 Non-appealable matters

• Subjective judging opinion where the rubric was properly applied.
• Schedule inconvenience not caused by organiser error.
• Strategic decisions by another team.
• Rules or constraints published before the event unless the appeal involves inconsistent application.
• Final awards after the appeal window has closed unless the organiser identifies material error.

10.3 Appeal process

1. The team lead or coach must submit the appeal using the official Appeal Form within the published deadline.
2. The appeal must identify the rule, decision, time, match/session and requested remedy.
3. A review panel should include at least one senior organiser and one technical/judging lead not directly involved where possible.
4. The panel may review score sheets, logs, video if available, referee notes, judge notes and team statements.
5. The panel may uphold, correct, modify or reject the decision.
6. The panel’s decision is final for event purposes.

10.4 Escalation and legal disputes

Operational and competition disputes should first follow the event appeals process. Serious legal complaints, privacy requests, safeguarding reports or contractual disputes should be directed to kyrioslearn@gmail.com and robocon@kyrioslearn.com.

Refund and Cancellation Policy

This policy applies where registration fees, exhibition fees, sponsor fees, booth fees, ticket fees or paid workshop fees are charged. Where participation is free, no fee is charged and no refund applies.

Accessibility Policy

Robocon Kenya 2026 should aim to be inclusive and reasonably accessible for participants, attendees, volunteers and guests with disabilities or access needs.

• The registration form should ask whether a participant needs accessibility support.
• Requests may include wheelchair access, seating support, sign language interpretation, visual support, quiet space, mobility assistance, dietary support or accessible washrooms.
• The organiser should assess requests early, coordinate with the venue and communicate what can reasonably be provided.
• Participants should not be excluded solely because of disability where reasonable accommodation is practical and safe.
• Emergency routes and crowd management should consider persons with disabilities.
• Accessibility requests should be treated as confidential and shared only with staff who need to know.

12.1 Accessibility request process

1. Participant indicates need during registration or by email.
2. Accessibility lead reviews the request and contacts the participant or guardian if clarification is needed.
3. Venue and logistics teams confirm feasibility.
4. The organiser communicates agreed support before the event.
5. Event day help desk keeps a confidential note for implementation.

Environmental and Sustainability Policy

Robotics events can generate e-waste, packaging waste, battery waste, printed materials and energy demand. Robocon Kenya should model responsible STEM practice.

• Encourage reusable signage and digital materials where practical.
• Provide clearly marked waste and recycling points if venue arrangements permit.
• Create a battery collection or safe return protocol for used or damaged batteries.
• Do not allow unsafe disposal of electronics, batteries, chemicals or sharp parts in general waste.
• Encourage teams to design repairable, reusable and resource-conscious prototypes.
• Sponsors and exhibitors should minimise unnecessary giveaways and packaging.
• Event reports may include sustainability metrics such as teams reached, e-waste collected and digital vs printed materials.

13.1 E-waste and battery disposal

• Teams remain responsible for taking back their own robots, prototypes and electronics unless a formal collection scheme is announced.
• Damaged batteries should be isolated and handled only by authorised personnel.
• The organiser should identify a responsible e-waste partner before the event if collection is offered.
• No participant should dismantle unsafe electronics or batteries at the event unless authorised and supervised.

Intellectual Property Policy

This policy explains ownership, publication, confidentiality and third-party materials. It is designed to reassure teams while allowing the event to showcase their work.

14.1 Ownership

• Teams retain ownership of original ideas, code, designs, drawings, prototypes, documentation, engineering notebooks and presentations they create.
• If a school, university, employer, sponsor or external funder has a separate ownership policy, that policy may apply between that organisation and the team.
• KyriosLearn Africa does not claim ownership of participant projects solely because they are registered or exhibited at Robocon Kenya 2026.

14.2 Event publication licence

By participating, teams grant KyriosLearn Africa a non-exclusive, royalty-free permission to use team name, institution name, project title, short project summary, photos, videos and public presentation excerpts for event administration, judging, reporting, education, sponsor reporting, press and promotion. This permission does not transfer ownership.

14.3 Confidentiality and patent-sensitive ideas

• Teams should not disclose confidential, patent-sensitive or commercially sensitive details in public presentations unless they are comfortable with disclosure.
• If a project has sensitive commercial potential, the team should notify the organiser before public showcases or media interviews.
• Judges and volunteers should keep non-public project details confidential.
• The event is not a confidential invention disclosure system and does not provide patent protection.

14.4 Open source, AI and third-party materials

• Teams may use open-source code, libraries, tutorials, AI tools, datasets and third-party components where allowed by the technical rules.
• Teams must comply with applicable licences and give credit where required.
• Teams should disclose material use of AI tools or third-party resources in documentation or judging interviews.
• Teams must not use copyrighted music, images, code or brand assets in a way that violates rights.