Privacy Policy

Last updated: 23 October 2026

1. Who We Are

Learn Robotics Sphere is an online educational robotics platform operated by NEW PROFERM SRL, Romania.

Privacy enquiries: robotics@learn.newproferm.com

NEW PROFERM SRL is responsible for the processing of personal data described in this Privacy Policy, except where another organisation acts as an independent data controller.

2. About Our Platform

Learn Robotics Sphere enables participants to learn robotics, complete simulator missions, develop practical skills and, after qualification, access real physical robots remotely.

The platform includes educational lessons, simulator exercises, student accounts, performance scoring, qualification, booking, live teleoperation, institutional access and competitions.

3. Personal Data We Collect

Depending on how you use the platform, we may process:

Account information: full name, email address, country, school or university, participant category and account identifiers.
Training information: lesson progress, simulator activity, mission results, scores and qualification status.
Real Robot information: reservations, session times, access eligibility, robot commands and performance results, where recorded by the relevant systems.
Payment information: order identifiers, payment status, transaction references and billing details required for payment processing and accounting.
Institutional access information: access codes, credit usage, booking information and relevant institutional transaction records.
Technical information: session identifiers, necessary cookies, IP addresses, browser information and security-related logs, where collected.

We do not require participants to provide their full date of birth through the current registration form.

4. Why We Process Personal Data

We process personal data to:

Create and manage participant accounts.
Provide lessons, simulator missions and training progress.
Calculate scores and determine qualification for Real Robot access.
Manage reservations, payments and institutional access.
Provide live remote robot operation.
Maintain platform security, prevent abuse and protect equipment.
Comply with applicable accounting, tax and legal obligations.
Respond to enquiries and requests concerning personal data.

We do not treat acceptance of this Privacy Policy as blanket consent for all processing activities.

5. Legal Bases for Processing

Depending on the specific activity, processing may be based on:

Performance of a contract, where processing is necessary to provide a service under a valid agreement.
Legal obligations, including applicable financial, accounting and tax requirements.
Legitimate interests, where appropriate and supported by an assessment that takes account of participants’ rights, particularly those of children.
Consent, where required for a specific optional purpose.

The appropriate legal basis must be established for each processing activity. Optional processing based on consent will not be bundled with access to necessary educational services.

6. Lessons, Simulator and Qualification

The platform uses participant account information and training results to provide educational progress tracking and qualification.

Participants may qualify for Real Robot access by achieving the required score in simulator missions. The current standard qualification threshold is 80/100, subject to the applicable challenge rules.

Training results are used to operate the educational service. Additional use of identifiable participant data for optional research requires a separate, appropriate legal basis and safeguards.

7. Real Robot Teleoperation, Live Video and Research Data

Learn Robotics Sphere provides live video streams from cameras positioned around physical robots and their workspaces.

These live streams enable participants to observe and control physical robots remotely during their scheduled sessions.

Currently, live video streams are not recorded or stored by Learn Robotics Sphere.

The platform may process booking information, session activity, robot control commands, performance scores and technical information necessary to operate and secure the service.

Future Robotics and AI Research

In the future, Learn Robotics Sphere may introduce additional data collection capabilities to support robotics education, artificial intelligence research, robot learning and the improvement of remote teleoperation systems.

Such data may include robot movements, control commands, sensor measurements, task outcomes and, where specifically introduced, video recordings.

Before introducing additional data collection, we will update this Privacy Policy and provide participants with appropriate information about the purposes, legal basis, retention periods and safeguards.

Where consent is required, it will be requested separately and participants will be able to decline optional research data collection without losing access to core educational services.

Additional safeguards will apply to data relating to children and young participants.

7A. IAN – AI Robotics Assistant

Learn Robotics Sphere provides IAN, an artificial intelligence assistant designed to support robotics education, explain platform features and guide participants through their learning journey.

IAN uses OpenAI API to generate responses. When a participant interacts with IAN, the information processed may include:

Questions and messages submitted by the participant.
Up to eight recent conversation messages.
Information about the current website page.
Verified educational progress, qualification status and relevant simulator results for authenticated participants.

Conversation history is temporarily stored in the browser’s session storage. The current IAN integration does not explicitly save conversation transcripts in the WordPress database.

Information submitted to IAN is transmitted to OpenAI for response generation. Processing by OpenAI is subject to the applicable service arrangements, data retention settings and data protection safeguards.

NEW PROFERM SRL processes this information to provide educational assistance and personalised platform guidance. The applicable legal basis and any international data transfer safeguards are documented according to the relevant processing activities.

Participants should avoid entering unnecessary personal information, passwords, payment card details or sensitive information into the assistant.

IAN does not directly control physical robots and does not independently authorise payments, reservations or access to Real Robot sessions.

Participants may contact robotics@learn.newproferm.com for information about the processing of their personal data.

8. Payments and Institutional Access

Paid Real Robot sessions are supported through WooCommerce and Stripe.

Payment providers may process payment-related information under their own privacy notices.

Schools, universities and other organisations may purchase institutional access credits. The platform may process the related transaction details, access codes and credit usage to administer those services.

We do not intend to store complete payment card numbers in the student registration system.

9. Children and Participants Under 16

Learn Robotics Sphere is designed for educational use, including participation by school students.

We aim to collect only the information necessary for educational services and to provide age-appropriate privacy information.

Where a processing activity relies on consent and parental authorisation is legally required, the appropriate authorisation and reasonable verification measures must be implemented.

Different age thresholds and additional requirements may apply in different countries.

Access to paid sessions, competitions and public rankings may be subject to additional eligibility and safeguarding requirements.

A participant’s confirmation that they have read this Privacy Policy does not itself constitute verified parental authorisation.

10. Rankings and Public Results

The platform may offer scores, rankings and competitions.

Personal information should not be made publicly visible beyond what is necessary for the relevant activity. Additional safeguards apply to children, including the use of pseudonyms where appropriate.

11. Cookies and Local Browser Storage

Learn Robotics Sphere uses cookies and local browser storage to support essential website functionality, student authentication, training sessions, payment processing and platform security.

Some cookies are provided by third-party services, including WooCommerce and Stripe.

Certain technologies may also be used to understand how visitors access the platform and to improve its services.

Where required by applicable law, users will be asked for consent before non-essential cookies or similar technologies are activated.

Users can manage or delete cookies through their browser settings.

12. Data Sharing and Service Providers

Personal data may be processed by authorised hosting, website, payment and technical service providers where necessary to operate the platform.

Providers may include WordPress-related services, WooCommerce, Stripe and the platform’s hosting and streaming infrastructure.

Access is limited according to the relevant service requirements and applicable data protection obligations.

13. International Data Transfers

Learn Robotics Sphere uses external technology and payment service providers to operate its educational platform.

Where personal data is transferred outside the European Economic Area, we will ensure that an appropriate transfer mechanism and any additional safeguards required by applicable data protection law are in place.

Information about applicable international data transfers and safeguards may be requested at robotics@learn.newproferm.com.

14. Data Retention

Learn Robotics Sphere retains personal data only for as long as necessary to provide educational services, manage participant accounts, maintain training progress, process reservations and payments, protect platform security and comply with applicable legal obligations.

Account information and educational progress are retained while the participant’s account remains active, subject to applicable deletion requests and other legal requirements.

Payment and accounting records are retained for the periods required by applicable law.

Technical and security information is retained according to its operational purpose and applicable retention requirements.

Currently, Learn Robotics Sphere does not record or store video footage from live robot teleoperation sessions.

Participants may request the deletion of their personal data, subject to applicable legal exceptions, by contacting robotics@learn.newproferm.com.

15. Security

We use organisational and technical measures intended to protect personal data against unauthorised access, loss, misuse and disclosure.

Participants should protect their passwords and report suspected unauthorised access.

No online service can guarantee absolute security.

16. Your Data Protection Rights

Subject to applicable law, you may have the right to:

Access your personal data.
Request correction of inaccurate information.
Request erasure in applicable circumstances.
Request restriction of processing.
Object to certain processing activities.
Receive portable data where the legal conditions apply.
Withdraw consent where processing is based on consent, without affecting earlier lawful processing.
Lodge a complaint with the competent data protection supervisory authority.

In Romania, the supervisory authority is ANSPDCP: https://www.dataprotection.ro

Requests may be sent to robotics@learn.newproferm.com.

17. Changes to This Privacy Policy

We may update this Privacy Policy when platform features, legal requirements or processing activities change.

The updated version and its effective date will be published on this page. Material changes will be communicated where required.

18. Contact

NEW PROFERM SRL
Operator of Learn Robotics Sphere
Romania
Email: robotics@learn.newproferm.com