Privacy Policy

Effective Date: September 16, 2026
Last Updated: September 16, 2026

SynBIOsis (“we,” “us,” “our,” or “SynBIOsis”) operates synbiosis.org (the “website”), through which schools, teachers, advisors, and students register teams to participate in SynBIOsis (the “Program(s)”). This Privacy Policy explains what information we collect through team registration, how we use it, and the choices available to you.

By registering a team, submitting information through the website, or using other services we provide, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the website or submit information to us.

1. Scope of This Policy

This Policy applies to information collected through SynBIOsis’s team registration process. As of the date above, the website does not offer user accounts or logins; registration is submitted as a one-time or periodically updated form by an authorized adult representative of each participating school or institution (typically a teacher or Principal Investigator (PI)).

If we introduce user accounts or additional data collection features in the future, we will update this Policy accordingly.

2. Information We Collect

When a team registers for and participates in the SynBIOsis Program, we collect the following categories of information:

School/Institution Information

  • School or institution name
  • School or institution location (city, state, and/or address)
  • School phone number
  • School website URL
  • Principal’s name and Principal’s email address (for high schools)

Teacher / PI / Advisor Information

  • Name(s)
  • Email address(es)
  • Shipping address
  • Phone number

Student Information

  • Name(s), collected for the purpose of participation credit/recognition
  • Grade level

Biosafety and Biosecurity Screening Information

  • Additional information about the lab, resources, materials, and/or project scope needed to conduct safety and security screening of proposed projects, which may include descriptions of organisms, materials, equipment, containment level, or other team and project-specific details necessary for us to evaluate a team and their project’s compliance with applicable safety, biosecurity, and/or dual-use research policies.

Team Project Outputs / Work Product

  • Documentation submitted as part of a team’s project (e.g., PDFs, presentation slides)
  • Experimental data
  • Presentation or project videos, where submitted

We retain this information on a long-term basis as part of the SynBIOsis’s project archive. See Section 8 for retention details.

We may need to collect additional team-specific information as part of an on-going registration process or for follow-ups during the SynBIOsis season. We may collect similar or additional information through other services and functionalities of the website (mailing list, survey forms, etc.)

We do not directly collect or store payment card numbers, bank account details, or other sensitive payment credentials. Registration fees, if applicable, are processed by a third-party payment processor (University of Colorado). See Section 7A below for details.

We do not collect government identification numbers or biometric data through the registration process.

3. How We Use This Information

We use the information collected through registration to:

  • Register and administer participating teams in SynBIOsis
  • Verify institutional affiliation and eligibility
  • Communicate with teachers/PIs/advisors regarding registration, deadlines, and Program(s) logistics
  • Conduct biosafety and biosecurity review of proposed projects, consistent with our safety policies
  • Provide student participation credit or recognition
  • Administer invitations and participation in optional in-person Program events (see Section 3A)
  • Maintain, archive, and, where applicable, showcase team project outputs (documentation, data, and presentation materials) as part of the Program’s project record
  • Maintain records for Program administration, reporting, and historical/statistical purposes
  • Comply with legal, regulatory, or funder obligations, where applicable

We do not use the information collected through registration for targeted advertising, and we do not sell personal information.

3A. In-Person Events

Registration information may also be used to administer invitations to, and participation in, in-person Program events. Attendance at these events is optional and at each team’s discretion. Attendance is encouraged but not required for Program participation.

Any event you or your team attends is governed by a separate event-specific policy, privacy notice, and/or participation agreement, which will be provided at the time of invitation or registration for that event. This Privacy Policy governs registration information and other information collected throughout the year to administer participation and Program requirements; it does not govern data collected specifically in connection with in-person event attendance (e.g., on-site check-in, event photography/video, or additional event-specific forms), which will be addressed in that separate documentation.

4. Children’s Privacy (Under 13)

SynBIOsis’s registration process is not designed or intended for use by children under the age of 13, and we do not knowingly collect personal information directly from children under 13 through the website.

Registration information (including any student names and emails) is submitted by an authorized adult — the teacher, PI, or advisor — on behalf of the team, not by students directly. Teachers, PIs, and advisors are responsible for ensuring that no student under the age of 13 is entered into the registration process, and for confirming that all information submitted for students complies with applicable law, including the Children’s Online Privacy Protection Act (COPPA), where relevant.

If we become aware that a child under 13 has submitted personal information to us directly, we will take steps to delete that information. If you believe a child under 13 has provided us with personal information directly, please contact us at registration[at]synbiosis.org.

5. Participants Under 18

Many participants in the Program are between the ages of 13 and 17. Obtaining any required parental or guardian consent, and complying with any school, district, or institutional policy regarding student participation, data sharing, and use of student likeness or work product, is the sole responsibility of the registering teacher, PI, or advisor — not SynBIOsis.

By submitting student information as part of team registration, the teacher, PI, or advisor represents and warrants that:

  • They have the authority, and have obtained any consent required under applicable law or school/district policy, to submit the student information provided; and
  • They will manage and retain any related consent or authorization records, and will provide them to us upon request if needed to demonstrate compliance.

SynBIOsis does not collect, review, or retain parental/guardian consent forms, and disclaims responsibility for confirming that such consent has been obtained. We recommend that teachers/PIs/advisors retain signed consent documentation independently, in accordance with their institution’s policies.

6. School Records and FERPA

SynBIOsis is not a school and does not maintain “education records” as that term is defined under the Family Educational Rights and Privacy Act (FERPA). Information submitted through team registration is provided voluntarily by the registering teacher, PI, or advisor for purposes of Program participation, and is not obtained from a school’s official education records.

Schools and institutions remain responsible for ensuring that any student information they choose to share with us is shared consistently with their own FERPA obligations and internal policies.

7. How We Share Information

We do not sell personal information. We may share registration information in the following circumstances:

  • With Program staff, reviewers, judges, and biosafety/biosecurity committee members, as needed to evaluate and administer registrations and project safety screening
  • With funders, sponsors, or partner organizations, only where necessary for Program administration and support limited to team/school name, team statistics (size, grade level distribution, etc), and Teacher / PI name and details as needed, and not individual student information.
  • With service providers who help us operate the website or process registrations (e.g., web hosting, email/communication tools), under obligations to protect the information and use it only for the purposes we specify
  • As required by law, such as in response to a subpoena, legal process, or government request, or to protect the safety, rights, or property of SynBIOsis, participants, or others
  • In connection with a merger, reorganization, or transfer of Program operations, subject to the transferee’s agreement to handle the information consistently with this Policy.

7A. Payment Information

If your team’s registration involves a fee, payment is collected and processed directly by our third-party payment processor, the University of Colorado). We do not receive, process, or store full payment card numbers, bank account numbers, or other sensitive payment credentials.

The Payment Processor shares with us only:

  • Payment status (e.g., paid, pending, failed)
  • Information needed to resolve payment issues (e.g., transaction reference ID, error reason)

The Payment Processor’s own privacy policy and terms govern its collection and handling of your payment details. We encourage you to review University of Colorado’s privacy policy before submitting payment.

8. Data Retention

We retain registration information for as long as needed to administer the Program, maintain historical records, and comply with legal or funder obligations, plus 3 years. You can request to have your data deleted in writing by sending us a request to info[at]synbiosis.org.

Team project outputs (documentation, experimental data, and presentation/project videos) are retained on a long-term basis as part of the Program’s project archive, and may be retained indefinitely for historical, educational, and archival purposes, including public display/showcase. Teams should not submit project materials containing personal information beyond what is necessary or appropriate for this long-term retention (e.g., avoid including personal contact information within submitted documentation itself).

9. Data Security

We use reasonable administrative, technical, and organizational measures designed to protect the information we collect from unauthorized access, use, or disclosure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your Choices and Rights

Teachers, PIs, or advisors who submitted registration information on behalf of a team or student may contact us at registration[at]synbiosis.org to request that we:

  • Correct inaccurate information
  • Delete information submitted for a student or team member, subject to our ability to continue administering the Program
  • Provide a copy of the information submitted

Depending on your state of residence, you may have additional rights under state privacy laws (for example, California’s CCPA/CPRA).

11. Cookies and Analytics

The website does not currently use cookies or tracking technologies beyond what is strictly necessary for the registration form, other forms (ex. interest form), and services to function.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the revised version on this page with an updated “Last Updated” date. Material changes affecting how we handle previously collected information will be communicated to registered teachers/PIs/advisors directly where feasible.

13. Contact Us

Questions about this Privacy Policy or our data practices can be directed to:

SynBIOsis
info[at]synbiosis.org