PRIVACY NOTIFICATION

Version september 2024

The high expectations you have of Sim Formula Europe products and services serve as the guiding principle for how we deal with your data. We strive to achieve and maintain the basis for a trusting relationship with the companies and people we interact with. The confidentiality and integrity of your personal data is of particular concern to us.

By using our website or services or by visiting or participating in our event, you acknowledge and consent to the practices described in this “Privacy Notification”. The privacy notification describes how and why we might collect, store, use and/ or share (‘process”) your information in relation to this event.

Who is responsible for data processing?

Sim Formula Europe, Onze Lieve Vrouwewal 9, 6211 HH Maastricht, The Netherlands (hereafter referred to as “SFE”) is the organizer of the annual “Sim Formula Europe” Event (a 4-day Sim Expo with additional activities being organized such as the European Championship, onsite competitions, and seminars) and is responsible for the data processing in this context.

What data about you do we process, and for what purpose?

When you visit, use, or navigate our website, services or event, or participate in our event, we may collect and process the following types of information:

• Personal data:
  • Contact data (last name, first name, e-mail address)
  • Personal data (nationality, date of birth, country of residence)
  • Company /organization details
  • Event-related preferences (e.g. competitions, seminar attended)
  • Driver information (Driver standings, driver performance, team standings, race results, start positions, championship standings, track records, driver history)
  • Other data: interest to participate, education and other data that helps us improve our events and services.

• Usage information: We may collect information about how you interact with our website or services, including your IP address, browser type, page visited, country, and other usage statistics.
• Cookies and similar technologies: We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information.

For the purpose of:

• Administration. To administer our services. 
• Communication. To communicate with you, including responding to your inquiries, sending updates, and providing support.

• Invitation for future events. To invite you to future events like the next SFE event, to invite you to participate in the SFE championship or attend the seminar.

• Provide and improve services. To provide, maintain, and improve our website, events and services, and to develop new events, features and functionalities.
• Marketing. To send you promotional offers, newsletters, and marketing communications with your consent.
• Legal and security. To comply with legal obligations, protect our rights and safety, and prevent fraud or security breaches.
• Payment of prize money and/ or delivery of a prize (art. 6 par. Lit B GDPR): If you are entitled to a prize, we will ask you for bank account information and/or delivery address.

Furthermore, please note that we make photography, film and video recordings during the event

SFE – itself or via a third party tasked by SFE – will generate photographic images and film recordings (the “footage”) during the Sim Formula Europe event. The footage is created for the purpose of reporting on communication platforms (e.g. website, Facebook, Twitter, Instagram, YouTube, Twitch). By visiting or participating in our event, you agree that photos, videos and recordings of you may be used for promotional purposes without the right to any form of compensation.

For how long do we save your personal data?

We only save your personal data for as long as the respective purpose requires it. If personal data is processed for multiple purposes, the personal data is automatically deleted or saved in a form that cannot be directly traced, as soon as the final purpose specified has been served.

How is your data saved?

Your personal data is stored securely and only accessible to authorized personnel. We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, loss, or misuse.

To whom do we forward data, and how do we protect this data?

Personal data will be processed by SFE employees, national sales agencies, authorized retailers and service providers tasked by us, preferably within the EU. If personal data are to be processed in countries outside the EU, SFE will use EU Standard Contracts, including technical and organizational measures, to ensure that your personal data is processed in accordance with European data protection standards.

In what situations and with which parties do we share your data?

We may share your information with third parties in the following circumstances:

• Service Providers: We may share information with third-party service providers who assist us in operating our website and services.
• Legal Obligations: We may disclose information when required by law or in response to legal requests or proceedings.
• Affiliates: We may share your information with our affiliated companies, in which case we will require those affiliated companies to honor this privacy statement. Affiliates include any parent company and subsidiaries, joint venture partners or other companies that we control or are under common control with us.
• Business Transfers: In the event of a merger, or during negotiations of a merger, acquisition, financing, or sale of all or part of our assets, your information may be transferred to the new entity.
• Business partners and event sponsors: we may share your information with our business partners and sponsors to offer you certain products, services, or promotions.

Contact details, your individual rights, and your right to complain to a regulatory authority.

If you have any questions regarding the way we use your personal data, please contact the Sim Formula Europe organization team via email at registration@simformula.eu As the person affected by the processing of your data, you can assert certain rights, in accordance with the GDPR (General Data Protection Regulation) and other relevant data protection regulations. The following section explains your individual rights, in accordance with the GDPR.

Individual Rights

In accordance with the GDPR, you, as the person affected, have the following rights vis-à-vis SFE:

• Right of access by the data subject (art. 15 GDPR): You have the right, at any time, to obtain information from us regarding your data, which we hold about you. Among other things, this information relates to the data categories we process, the purposes for which we process this data, the origin of the data if we have not obtained it directly from you, and, if necessary, the recipient, to whom we have disclosed your data. You can receive a free copy of your data from us. If you are interested in having more than one copy, we reserve the right to charge you for further copies.
• Right to rectification (art. 16 GDPR): You have the right to obtain from us the rectification of your data. We will implement appropriate measures in order to correctly store all your current data, which we hold about you and process regularly, based on the latest information available to us.
• Right to erasure (art. 17 GDPR): You have the right to request the deletion of data held about you, provided the legal prerequisites are satisfied. In accordance with Art. 17 GDPR, this is the case, for example, if
  • the data is no longer necessary in relation to the purposes for which they were collected or otherwise processed;
  • you withdraw your consent, on which the processing is based, and where there is no other legal ground for the processing;
  • you object to the processing of your data and there are no overriding legitimate grounds for the processing, or you object to the processing of your data for the purpose of direct marketing;
  • the data has been unlawfully processed, if the processing is unnecessary;
  • to comply with a legal obligation, which requires us to process your data;
  • particularly with regard to legal retention periods;
  • to establish, exercise or defend legal claims.
• Right to restriction of processing (art. 18 GDPR): You can request us to restrict the processing of your data if:
  • you contest the accuracy of the data, for a period allowing us to verify the accuracy of the data;
  • the data processing is unlawful and you oppose the erasure of your data and request the restriction of its use instead;
  • we do not need your personal data for the purposes of the processing, but you require it for the establishment, exercise or defense of legal claims;
  • you have objected to the processing, pending the verification whether our legitimate grounds override yours.
• Right to data portability (art. 20 GDPR): Upon your request, we will transfer your data – where technically feasible – to another controller. However, you only have this right if the data processing is based on your consent or required in order to perform a contract. Instead of receiving a copy of your data, you can also request that we transfer the data directly to another controller, specified by you.
• Right to object (art. 21 GDPR): You have the right to object, on grounds relating to your particular situation, at any time to the processing of your data, provided the data processing is based on your consent or our legitimate interests, or those of a third party. In this case, we will no longer process your data. The latter does not apply if we are able to prove compelling and legitimate reasons for the processing, which override your interests, or if we require your data to establish, exercise or defend legal claims. Time frames for the satisfaction of the rights of the data subject.

We always strive to respond to all queries within 30 days. However, this time frame can be extended for reasons relating to the specific right of the data subject or the complexity of your query. Restriction of information when satisfying the rights of the data subject in certain situations, legal requirements mean we may be unable to provide information about all of your data. If we have to turn down your request for information in such a case, we will inform you of the reasons for this.

Complaints to regulatory authorities

SFE takes your concerns and rights very seriously. However, should you be of the opinion that we have not taken adequate steps with regard to your complaint or concern, you have the right to lodge a complaint with a responsible data protection authority.

Do we update this policy notification?

We may update this privacy notification from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. The revised data will be published on the SFE website.