Procedure for Complaints and Appeals

Last updated: 11 October 2025

This Procedure explains how participants and users can raise complaints regarding the Relativity Robotics Challenge (the “Competition”) or the use of challenge.relativity.ro (the “Site”), and how appeals are handled. The Competition is organised by the Relativity Team – the robotics team of Liceul Teoretic de Informatică „Alexandru Marghiloman” Buzău (the “Organiser”). Hosting and technical infrastructure are provided by EssenByte Solutions (the “Technical Provider”).

Article 1 – Scope and Definitions

1. Complaint: a written expression of dissatisfaction regarding Competition organisation, conduct of other participants, judging administration, or Site performance.
2. Appeal: a request to review a specific decision affecting the appellant (e.g., disqualification, scoring, sanction) where these Rules or the category rulebook allow it.
3. Complainant/Appellant: the participant or user submitting a complaint or appeal.

Article 2 – Submission of Complaints

1. Submit complaints in writing to info@essenbyte.com within five (5) calendar days of the event or decision. Late complaints may be rejected as untimely.
2. The complaint must include:
   • Name and contact details of the Complainant;
   • Clear description of the issue or decision being challenged;
   • Relevant evidence or documentation;
   • Requested outcome or remedy.
3. Anonymous complaints are reviewed only if sufficient detail exists to enable investigation.
4. Complaints concerning personal data handling should be sent to privacy@essenbyte.com or dpa@essenbyte.com.

Article 3 – Handling and Investigation

1. The Organiser acknowledges receipt within three (3) working days and assigns a responsible officer.
2. The Organiser investigates the facts, which may include additional information requests, interviews, and document review.
3. A written response is issued within ten (10) working days of acknowledgment. If more time is required, the Organiser will communicate a revised timeline.
4. The response includes findings, corrective actions (if any), and guidance on how to appeal if dissatisfied.

Article 4 – Appeals

1. If dissatisfied with the complaint outcome or where the category rulebook permits appeal (e.g., scoring disputes), submit an appeal.
2. Appeals must be filed within two (2) working days of receiving the decision. Send appeals to info@essenbyte.com with the subject line prefix [APPEAL], state grounds clearly, and attach any new evidence.
3. An independent panel appointed by the Organiser reviews the appeal and may uphold, modify, or overturn the decision.
4. The appeal panel’s decision is final.

Article 5 – Non-Retaliation and Fairness

1. No retaliation for filing a legitimate complaint or appeal. Violations may result in sanctions under the Competition Rules.
2. Complaints and appeals are handled confidentially and impartially.

Article 6 – Relationship to Other Rules

1. This Procedure operates alongside the Official Competition Rules, the category-specific rulebooks at /regulations/, the Terms and Conditions, and the Privacy Policy.
2. Precedence: where category rulebooks define a specific appeal window or process, those provisions prevail for that category.

By participating in the Competition or using the Site, you agree to this Procedure.