How we handle your application

Who is responsible

Reinholdsson Media House B.V. is the data controller for the Sim It eSports Racing team application.

Write to alex@reinholdssons.com.

What we collect, and where it comes from

The answers you type into the form. What Discord tells us when you sign in: your Discord id and display name, the roles you hold in the Sim It server, and when you joined it. The screenshots or photos you upload of your in-game profile. What we read out of the results files you upload: your lap times, positions and the session details, never the file itself.

Why

To choose drivers and team members for the Le Mans Ultimate team, and to talk to you about your application.

On what basis

Our legitimate interest in running the team and picking who joins it. The two optional ticks on the last step, keeping your application for 12 months and appearing on streams, rest on your consent and can be taken back on your status page.

Who sees it

The team's admins for the Le Mans Ultimate branch. Nobody else can open an application, and the site answers "not found" to anyone else who tries.

Who processes it for us

Supabase (the database) and Vercel (the website) run in Ireland, Railway (Race Control, the Discord bot) runs in the Netherlands, and Discord handles sign-in, messages and roles. Vercel and Discord are US companies and may process data in the United States under the EU Standard Contractual Clauses and the EU-US Data Privacy Framework.

How long we keep it

A draft you stop working on is deleted after 30 days. A declined or withdrawn application is deleted 28 days after the decision, or after 12 months if you asked us to keep it. An accepted application is deleted 28 days after the decision; your driver record keeps your in-game name and nothing else from the form. Test applications go after 7 days. You can delete your application yourself at any time from your status page, which takes effect at once.

Results files

A results file is read the moment you upload it and thrown away. We keep only the summary of your own laps and a fingerprint of the file, so the same file cannot be sent twice under two names.

Your rights

You can see and download everything we hold about your application from your status page, correct it while it is a draft, delete it at any time, and object to how we use it. You can complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).

How decisions are made

A person on the admin team reads every application and makes every decision. Nothing is scored or decided by software. We reply within 7 days.