Privacy Policy

1. Identity of the Data Controller

Apex Racing Hub places great importance on protecting your personal data.

We process personal data in accordance with:

• Regulation (EU) 2016/679 (GDPR)
• The Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data

Apex Racing Hub
Address: Kempische Steenweg 293A / 06, 3500 Hasselt, Belgium
Company Number: 1036.775.194
Email: race@apexracinghub.be
Phone: +32 (0)11 333 181
Website: www.apexracinghub.be

For any questions regarding privacy, you may contact us at race@apexracinghub.be.

2. What Personal Data Do We Process?

We process personal data that you provide to us through:

• Online reservations
• Contact forms
• Email communications
• Telephone contact
• Registration for coaching sessions, events, or memberships

Possible personal data include:

• First and last name
• Gender (where relevant for planning purposes)
• Date of birth (for age verification of minors)
• Address details
• Telephone number
• Email address
• Billing information
• IP address
• Information regarding your activities on our website
• Payment information (processed through secure payment providers – we do not store payment card details)

We do not intentionally collect sensitive personal data (such as health information), unless voluntarily provided by you in relation to participation in a session.

3. Minors

Our services may be accessible to minors.

We do not intend to collect personal data from children under the age of 16 without parental consent.

If you believe that we have processed personal data of a minor without the required consent, please contact us at info@apexracinghub.be so that we can take appropriate action immediately.

4. Why Do We Process Your Personal Data?

We process your personal data for the following purposes:

4.1 Performance of a Contract

• Managing reservations
• Organizing sessions and coaching
• Invoicing
• Customer management
• Responding to inquiries

Legal basis: Performance of a contract.

4.2 Legal Obligations

• Accounting obligations
• Tax obligations

Legal basis: Compliance with a legal obligation.

4.3 Marketing and Communication

• Sending newsletters (where you have provided consent)
• Informing you about events, leagues, and new training programs

Legal basis: Consent or legitimate interest.

You may unsubscribe at any time through the unsubscribe link included in our communications.

4.4 Website Analytics

• Improving user experience
• Analyzing visitor behavior

Legal basis: Legitimate interest.

5. Data Retention Periods

We do not retain personal data longer than necessary.

• Billing and accounting records: 7 years (legal obligation)
• Reservation and customer data: maximum 3 years after the last activity
• Marketing data: until you unsubscribe or withdraw consent
• Contact requests: maximum 12 months

6. Sharing Personal Data with Third Parties

We never sell your personal data.

We may share data with:

• Accountants
• IT and hosting providers
• Online booking platforms (e.g., Acuity Scheduling)
• Payment service providers
• Email marketing providers (where newsletters are used)

These parties process personal data solely on behalf of Apex Racing Hub and are bound by data processing agreements where required.

7. Cookies

Our website uses cookies.

7.1 Functional Cookies

These cookies are necessary for:

• Website functionality
• Reservation systems
• Security
• Login functionality

These cookies cannot be disabled.

7.2 Analytical Cookies

We use analytical cookies to:

• Measure website traffic
• Improve user experience

These cookies do not collect sensitive personal data.

You may manage cookies through your browser settings.

8. Photos and Videos

Photos and videos may be taken during training sessions, events, or leagues for promotional and informational purposes.

We do not publish identifiable close-up images of individuals without their consent, unless the images are general atmosphere photographs where individuals are not the main subject.

If you do not wish to be photographed or filmed, please inform our staff.

9. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Withdraw your consent
• Object to certain processing activities
• Request data portability

You may submit a request via info@apexracinghub.be.

We will respond within 30 days.

We may request proof of identity before releasing or modifying personal data.

10. Security

Apex Racing Hub implements appropriate technical and organizational measures to prevent:

• Loss of personal data
• Misuse of personal data
• Unauthorized access
• Theft of personal data

11. Complaints

If you believe that we are processing your personal data unlawfully, you may lodge a complaint with:

Belgian Data Protection Authority (DPA)
Rue de la Presse 35 / Drukpersstraat 35
1000 Brussels, Belgium

Website: www.dataprotectionauthority.be

12. Amendments

Apex Racing Hub reserves the right to modify this Privacy Policy.

The most recent version will always be available on our website.