Privacy Policy

Plain-English summary of what we collect when you request a briefing pass, why we collect it, where it's stored, how long we keep it, and how to ask us to delete it.

In one sentence We collect your email address only when you ask for a briefing pass, store it in the EU via Formspark, use it solely to send you SDC2026 briefing materials, and delete everything by 11 December 2026 — earlier on request.

§ 01Who we are

ToBeDefined.ai is a team of five tech & AI enthusiasts competing in the MBDA & brigkAIR Swarm Drone Challenge 2026. We are the data controller responsible for the personal data described in this policy.

For all questions about this policy or about your data, contact us at the address in section 09 below.

§ 02What we collect

When you submit the briefing-pass form on our launch page, we collect:

Your email address — the one you typed into the form.
Your consent — the fact that you ticked the consent checkbox, with the date and time you did so.

Additionally, when you visit our launch page, our self-hosted analytics tool (Umami) records anonymized aggregate statistics:

The pages you view and the referring URL (e.g. which site you came from).
Your browser type, operating system, device type, screen resolution, and language.
An approximate country derived from your IP address — your IP itself is not stored.

Umami is cookieless and does not create a persistent identifier for you. The data cannot be linked back to you as an individual and is never combined with the email you submit via the form.

We do not collect your name, IP address, precise location, browser fingerprint, cookies, or any cross-site tracking identifiers.

§ 03Why we collect it

We use your email address for one purpose only: to send you briefing materials about our participation in the Swarm Drone Challenge 2026 and our appearance at the Defence Track of ILA Berlin on 11 June 2026.

We will not use it for marketing, share it with sponsors or partners, sell it, profile you, or send you anything unrelated to the SDC2026 briefing.

§ 04Legal basis

Our legal basis for processing your data is your consent under Article 6(1)(a) GDPR — the affirmative tick of the consent checkbox at submission time.

You can withdraw consent at any time (see section 08) without affecting the lawfulness of processing carried out before withdrawal.

§ 05Where it's stored

Form submissions are processed and stored by Formspark, our form-backend processor. Formspark operates from the EU and we have a signed Data Processing Agreement (DPA) with them.

For more on Formspark's data handling, see their GDPR statement.

Analytics data (the anonymized statistics described in section 02) is stored on our self-hosted Umami instance running on our own infrastructure in the EU. No third-party analytics provider receives the data.

The launch page itself is hosted on GitHub Pages. GitHub does not receive form data — submissions go directly from your browser to Formspark.

§ 06How long we keep it

All collected data will be deleted by 11 December 2026 — 180 days after the ILA Berlin event concludes. This window covers post-event follow-up and any retrospectives. You can ask us to delete your data sooner at any time (see section 08).

§ 07Who has access

The only parties who can see your email address are:

The five members of the ToBeDefined.ai team.
Formspark, in their capacity as data processor (technical access to the storage infrastructure).

No third parties — including the SDC2026 sponsors (MBDA, brigkAIR), competition partners, advertising networks, or analytics providers — have access to your data.

§ 08Your rights

Under GDPR, you have the right to:

Access — ask us what data we hold about you.
Rectification — ask us to correct it if it's wrong.
Erasure — ask us to delete it.
Restriction — ask us to stop processing it.
Portability — ask us for a copy in a machine-readable format.
Objection — object to processing based on our legitimate interests (we don't currently rely on legitimate interests, but the right exists).
Withdraw consent — withdraw the consent you gave when submitting the form, at any time.
Lodge a complaint — with your local data protection authority. In Germany, this is the Federal Commissioner for Data Protection and Freedom of Information (BfDI) or your state-level authority.

To exercise any of these rights, email us at the address below. We'll respond within 30 days, usually within 48 hours.

§ 09Contact

Data controller ToBeDefined.ai

Data privacy contact privacy@tobedefined.ai

Response time within 30 days · usually within 48h

§ 10Changes to this policy

If we change this policy, we'll update the version number and effective date at the top of the page. Material changes (anything affecting what we collect, why, or who has access) will be communicated to anyone whose data we still hold via the email address you submitted.

This policy is written in plain English on purpose. If anything in it is unclear, that's a bug — please email us and we'll fix the wording.