Members & sponsors.

Last updated: October 27, 2026

Rough Rider Racing (RRR) is the University of Ottawa's Baja SAE student design team. This policy explains how we handle the personal information of people who sign in to our sponsor & member portal: team members, team admins and sponsor contacts. As uOttawa students, we follow the University's Policy 90 on privacy and the fair information principles of Canadian privacy law.

What we collect, and why

• Your login: your email address, your role (member, sponsor or admin) and when you last signed in, so we can give you the right access and keep accounts secure. Amazon Cognito handles passwords for us: we never see or store yours.
• Team profile (members): your name, subteam and role, program, year of study, expected graduation and the season you joined, plus anything you choose to add: a preferred first name, pronouns, languages, team contributions, why you joined Baja, a short bio, skills and tools, highlights, what you're looking for (e.g. a co-op), your LinkedIn link and a resume (PDF). Most of it comes from the team profile survey you filled out. We use it to run the team, to show the team on our website, and, for the parts you choose to share with sponsors, to help you find jobs and co-ops.
• Sponsor contacts: your email address and the organization you represent. A sponsor contact can be anyone at a sponsor organization who signs in with a work email on an email domain the sponsor gave us, or someone we invited by name. We email a temporary password to that address to confirm it is yours.
• Activity records: when a sponsor views a profile, when anyone downloads a resume, when someone asks for sponsor access with a work email (their email address, their organization and the date, including requests we refused, for example because the organization's login limit was reached), when you accept this policy, when anyone changes who can see your profile, and the changes admins make to accounts and profiles, so that we can tell you who saw your profile and check that access is used properly.

We don't collect student numbers, grades, payment details or your location. Our website uses no cookies, analytics or ads. Your sign-in is kept in your browser tab and ends when you close it.

Who can see what

You choose who sees each part of your profile, one item at a time, on the "My profile" page of the portal. Changes apply right away.

• Public: anyone on our website.
• Sponsors: people at our sponsor organizations who sign in, and the team.
• Team: signed-in team members.
• Only me: only you and the admins.

Your first name (or the preferred first name you set), subteam and role are always public. Your last name and email can be shared with sponsors at most, never made public. Your resume can only be downloaded by the admins and, if you choose, our sponsors, never by other team members. Until you change anything, your expected graduation, team contributions and why you joined Baja are public, and the rest stays with the team (or with sponsors, if you had turned on sponsor sharing before this option existed).

Anything you make public is copied to our website by the next morning. If you hide it later, we take it off the website, but copies may remain where we don't control them, such as search engines and the public history of our website's code.

The admins are the team owner (the student who runs the portal) and the team captain. They see everything, manage accounts and check profile changes before they show. They can make part of your profile less visible (for example, over a privacy concern), but only you can make it more visible. We never sell or rent your information, and we don't give it to anyone else unless the law requires it.

Where it's stored and how it's protected

Logins (Amazon Cognito) and resumes (Amazon S3) are stored in Canada, in Amazon Web Services' Montreal region. Profiles are stored in a database run by Neon on Amazon Web Services in the United States (Virginia), so they may be accessible to U.S. authorities under U.S. law. Everything is encrypted in transit and at rest, logins are made only for people we invite or for sponsor staff who confirm a work email on a domain their sponsor gave us, and each resume download uses a private link that expires after five minutes. Your resume contains whatever you put in it, so leave off your home address and anything else you wouldn't want an employer to see.

How long we keep it

• Members: while you're on the team. When you leave, your login is turned off, and your profile and resume are deleted at our yearly clean-up each September, or sooner if you ask.
• Sponsor contacts: until the end of the season after your last sponsorship. Sponsor access ends on a set date each season unless renewed.
• Activity records: 12 months.

Your choices and rights

You can update your profile and change who sees each part of it at any time in the portal. You can also ask us which sponsors have viewed your profile or downloaded your resume, for a copy of your information, to correct it, or to delete your profile and login. Deleting removes your profile, resume, profile-change history and login, and takes you off the public website; we keep only your first name and an internal ID so a future roster update doesn't add you back. Email baja@uottawa.ca and we'll respond within 30 days.

If you're not satisfied with our answer, you can contact the University of Ottawa's Access to Information and Privacy Office at aipo@uottawa.ca.

If something goes wrong

If your information is lost or seen by someone who shouldn't have it, we'll tell you as soon as we can, report it to the University's Access to Information and Privacy Office, and fix the cause.

If you're a sponsor

By accepting this policy, you agree to use member information only to contact members about jobs, co-ops and internships, to keep it within your organization's recruiting team, not to pass it on, and to delete the resumes you download once you no longer need them for recruiting.

Changes

If we change how we handle your information, we'll update this page and ask you to read and accept the new version the next time you sign in.

Questions? Rough Rider Racing · Faculty of Engineering, University of Ottawa · baja@uottawa.ca