2. Data Collected

Data Storage Location

We are a Belgium/EU-based organization. Our primary systems are hosted in [country/EEA] and, where possible, within the European Economic Area (EEA). Some of our service providers may process data outside the EEA. Where international transfers occur, we rely on appropriate safeguards such as an EU adequacy decision (where applicable) and/or Standard Contractual Clauses (SCCs) and additional technical/organizational measures.

Hosting provider: [Provider name + location]
Ticketing/payment providers: [Provider name(s)]
Email/CRM provider: [Provider name(s)]

Registration Data

If you register for the event or create an account (if applicable), we may store:

• Name, email address, phone number
• Role (driver / passenger / crew / sponsor guest)
• Emergency contact (name + phone number)
• Vehicle information (e.g., make/model, license plate) where necessary for operations and parking/security
• Rooming preferences (e.g., single room add-on, roommate info)
• Dietary preferences/allergies only if you provide them voluntarily
  You may request access to, correction of, or deletion of your data (see Section 9). Certain data may be retained where required for legal, safety, accounting, or dispute-resolution purposes.

Purchase & Payment Data

When you purchase tickets/add-ons, we process:

• Order details (tickets, add-ons, amounts, currency, discount codes)
• Payment status, transaction references, invoicing details
  Important: payment card details are typically processed directly by our payment provider and are not stored by us.

Event Operations Data (Checkpoints / Attendance / Safety)

To run the event safely and in a controlled manner, we may collect and store:

• Check-in and attendance records (e.g., QR check-ins at start/hubs/checkpoints)
• Pod allocation and operational notes (e.g., timing windows, support escalation notes)
• Communications required for event control (messages relevant to operations/safety)

Support & Communications Data

If you contact us (email, forms, DM, helpdesk):

• We store your contact details and the contents of your request
• We may keep an internal record of our responses for quality, evidence, and dispute handling

Media (Photo/Video/Audio)

During the event we may capture photos/videos/audio for:

• Event documentation (recaps, aftermovie, community content)
• Sponsor deliverables and reporting
  This may include footage where participants, vehicles, license plates, or voices appear.

If you do not want to appear in close-up promotional content, you can contact us in advance at [privacy@…] and/or identify yourself at check-in. We will take reasonable measures, but cannot guarantee complete exclusion from all background or crowd footage.

Comments (if enabled)

When you leave comments on our website, we may collect the data shown in the comments form, and also the IP address and browser user agent string to help spam detection.

Contact Form

Information submitted through the contact form is sent to our company email and/or ticketing/helpdesk system. These submissions are kept for customer service and operational purposes and are not sold to third parties.

Analytics

We may use analytics tools (e.g., [Google Analytics 4 / Plausible / Matomo]) to understand website usage. Where legally required, we request consent before setting non-essential cookies or similar tracking technologies. You can manage your preferences via our cookie banner/settings (see Section 4).

Cases for Using the Personal Data

We use your personal information in the following cases:

• Processing registrations, tickets, add-ons, and participation logistics
• Identity verification during check-in and event participation
• Safety operations (emergency contact, support handling, controlled flow)
• Coordinating hotels, dinners, shuttles, venues, and experiences
• Providing customer support and responding to inquiries
• Preventing fraud, misuse, chargebacks, and enforcing event rules (where proportionate)
• Producing and delivering event media and sponsor deliverables
• Improving our services, operations, and communications
• Complying with legal and accounting obligations