Privacy Policy

Effective date: 22 July 2026
Policy version: 1.0

1. Who we are

This website and the 2F Sim Series championships are operated by:

2F Sim Events Limited, trading as 2F Sim Series
Company number: SC813053
Registered address: Portnahaven Church Manse, Portnahaven, Isle of Islay, PA47 7SG
Website: https://simseries.co.uk
Privacy contact: tom@2fse.co.uk

ICO Registration Number: ZC204920

2F Sim Events Limited is the controller of the personal information described in this policy.

Our ICO registration application is currently being processed. Our registration number will be added to this policy when issued.

In this policy, “we”, “us” and “our” refer to 2F Sim Events Limited. “You” refers to website visitors, account holders, Drivers, Team Managers, championship officials and other people whose information we process.

2. What this policy covers

This policy explains how we collect, use, store and share personal information when you:

• Visit our website.
• Create or use an account.
• Create or claim a Driver profile.
• Enter a championship or individual Round.
• Create or manage a Team.
• Make or receive a payment or refund.
• Participate in a race Session.
• Submit a protest, enquiry or withdrawal request.
• Receive championship communications.
• Work as a championship official or administrator.
• Otherwise contact us or use our services.

It applies to the whole website, including public pages, account areas, championship workspaces and administrative systems.

3. Information we collect

Depending on how you use the website, we may collect:

Account and contact information

• Your full name and racing name.
• Username and website account identifier.
• Email address.
• Account role and permissions.
• Login, registration and password-reset information.

Passwords are handled through WordPress. We cannot see your plain-text password.

Driver profile information

• Public name, racing biography and profile photograph.
• Country or nationality.
• Preferred simulator and race number.
• Team, vehicle and class information.
• Discord username or numeric Discord user ID.
• Steam ID, simulator GUID or another game-platform identifier.
• Livery and server skin information.
• Membership and Driver licence information.
• Profile and communication preferences.

Some of these public profile features may be introduced in future website updates. We will allow Drivers to review the relevant information before it is published.

Championship entry information

• Championships and Rounds entered.
• Entry type, class, Team and vehicle selection.
• Entry and payment status.
• Answers submitted through entry forms.
• Eligibility checks and staff decisions.
• Discount information.
• Withdrawal and cancellation requests.
• Livery-submission status.
• Information required to prepare race-server entry lists.

Some information is required to administer an entry. If it is not provided, we may be unable to accept or manage the entry.

Team information

• Team name, description and public profile.
• Team Manager details.
• Team membership and roster history.
• Invitations and requests to join or leave.
• Team enquiries and staff replies.
• Team entry, payment, vehicle and livery information.
• Driver nominations used for Team scoring.

Payment and refund information

• Amounts charged, paid, refunded or adjusted.
• Currency and payment status.
• Payment and transaction references.
• Discount codes.
• Payment and refund dates.
• Relevant Driver, Team and entry identifiers.
• Administrative information required to manage payments and refunds.

Payments are handled through Stripe-hosted Checkout. We do not store full payment-card numbers or card security codes.

Competition information

• Entries and attendance.
• Session participation.
• Qualifying and race classifications.
• Lap and sector times.
• Finishing positions and championship points.
• Teams, classes and vehicles.
• Penalties and result adjustments.
• Standings, awards and career statistics.
• Raw simulator results and identifiers.
• Result-publication history.

This information may form part of the permanent public sporting record.

Licence, disciplinary and Stewarding information

• Driver licence level, status and validity.
• Licence assessments and authorised staff notes.
• Licence points.
• Warnings, suspensions, sanctions and bans.
• Protests and Steward-raised incidents.
• Replay timestamps and incident descriptions.
• Drivers involved in an incident.
• Rules considered or found to have been broken.
• Stewarding decisions and reasons.
• Repeat-offence information.
• Decision, withdrawal and appeal history.

Official penalties, licence status and Stewarding decisions may be published where appropriate. Private staff notes will not normally be published.

Communications

• Emails and announcements sent to you.
• Delivery status and error information.
• Consent and communication preferences.
• Team enquiry messages.
• Messages sent to championship staff.
• Discord delivery and role-assignment records.

We do not currently send optional marketing emails.

Administrative information

For Team Managers and championship officials, we may also collect:

• Assigned roles and Seasons.
• Tasks, deadlines and working notes.
• Administrative decisions and approvals.
• Audit records of actions performed through the account.
• Race Control and event-night operational records.

Technical information

• IP address.
• Browser and device information.
• Login and account-security activity.
• Dates and times of website requests.
• Security and error logs.
• Audit records.
• Cookie and consent preferences.
• Information used to prevent spam, fraud and unauthorised access.

Where possible, technical information may be shortened, hashed, anonymised or removed when the complete information is no longer required.

Medical and accessibility information

We do not normally request or intentionally collect medical, health, accessibility or emergency-contact information.

Please do not provide this information unless we specifically request it for a clear and lawful reason.

4. How we obtain information

We may receive information:

• Directly from you.
• From a parent or guardian where the Driver is under 18.
• From a Team Manager managing invitations or rosters.
• From authorised championship officials.
• From simulator and timing-system result files.
• From Stripe when processing payments or refunds.
• From Discord when an enabled integration returns delivery or role information.
• From WordPress, Google Analytics and our website systems.
• From another person involved in a protest or administrative enquiry.
• From public competition records or another authorised championship source.

5. Why we use your information

Accounts, entries and championship services

We use information to:

• Create and secure accounts.
• Maintain Driver and Team profiles.
• Process championship entries.
• Check capacity, eligibility and payment status.
• Manage Team membership.
• Prepare race-server entries.
• Provide Driver, Team and staff workspaces.
• Process payments, refunds and enquiries.

Our usual lawful basis is contract, including taking requested steps before entering into a contract.

Fair and accurate competitions

We use information to:

• Import and verify results.
• Publish classifications and standings.
• Calculate points, awards and statistics.
• Manage incidents, protests and penalties.
• Enforce championship rules.
• Maintain accurate sporting records.
• Prevent false or duplicate entries.

Our usual lawful bases are contract and our legitimate interest in operating fair, properly governed competitions.

Payments and accounting

We use information to:

• Process Stripe payments.
• Reconcile payments and refunds.
• Maintain financial records.
• Prevent fraud and duplicate transactions.
• Meet accounting, taxation and legal requirements.

Our lawful bases are contract, legal obligation and legitimate interests.

Championship communications

We use information to send:

• Account and security messages.
• Entry and payment confirmations.
• Event information and Driver briefings.
• Missing-information and livery reminders.
• Result notifications.
• Stewarding decisions.
• Important service announcements.

These are service communications sent under contract or legitimate interests.

We do not currently send optional marketing emails. If this changes, we will provide an appropriate choice and update this policy.

Discord

Where enabled, we may use Discord information to:

• Assign or remove a championship role.
• Publish approved championship announcements.
• Record whether a Discord action succeeded or failed.

The usual lawful bases are contract and legitimate interests.

Website security and administration

We use information to:

• Secure accounts.
• Detect spam, fraud and misuse.
• Investigate technical problems.
• Control access to restricted areas.
• Maintain an audit history.
• Create backups and support recovery.

Our lawful bases are legitimate interests and, where applicable, legal obligation.

Legal requirements

We may process information to:

• Maintain financial and taxation records.
• Respond to lawful requests.
• Establish, exercise or defend legal claims.
• Meet data-protection and consumer-protection requirements.

Our lawful bases are legal obligation and legitimate interests.

6. Our legitimate interests

Our legitimate interests include:

• Operating fair and organised sim-racing championships.
• Maintaining accurate entries and results.
• Managing disputes and applying championship rules.
• Securing the website and its accounts.
• Preventing fraud and misuse.
• Sending relevant service information.
• Maintaining accountable administrative records.
• Protecting our legal rights and those of participants.

We consider whether the processing is necessary and whether your rights outweigh our interests.

7. Public information

The following information may be displayed publicly:

• Real name.
• Racing name.
• Profile photograph and biography.
• Country or nationality.
• Race number.
• Team, class and vehicle.
• Confirmed entry status.
• Session participation.
• Results and lap times.
• Standings and statistics.
• Awards and championship history.
• Driver licence level or status.
• Applied penalties.
• Published Stewarding decisions.

We will not intentionally publish private email addresses, payment information, Discord IDs, simulator GUIDs, private licence notes or administrative notes.

Public information may be indexed by search engines or copied by unrelated third parties. We cannot guarantee the removal of copies made outside our systems.

8. Permanent sporting records

The following information may be retained permanently:

• Championship entries.
• Results and classifications.
• Standings.
• Awards and official statistics.
• Applied penalties.
• Official Stewarding decisions.
• Licence and disciplinary history.

These records are retained to preserve the accuracy and integrity of the championship’s sporting history.

If an approved anonymisation request affects a historical Driver record, the public name will be replaced with Former Driver where appropriate. Sporting results and values may remain attached to an anonymous internal identifier.

9. Who we share information with

Where necessary, information may be shared with:

• 2F Media, which provides website hosting and email services.
• WordPress and essential website software providers.
• Stripe for payments and refunds.
• Discord for enabled communication and role features.
• Google Drive for externally stored documents and livery resources.
• Google Analytics, where you consent to analytics cookies.
• CookieAdmin, which manages cookie choices.
• Emperor Servers and authorised server operators when preparing race events.
• Authorised championship administrators and officials.
• Team Managers where required for Team administration.
• Accountants, insurers and legal advisers.
• Regulators, courts, law-enforcement bodies or public authorities when legally required.
• A successor organisation if the business or service is sold or reorganised.

We do not sell personal information.

10. International transfers

Championships are advertised within the United Kingdom, but people from other countries may participate.

Some providers, including Stripe, Discord, Google and website infrastructure providers, may process information outside the UK.

Where information is transferred internationally, we will use an appropriate legal safeguard. This may include:

• UK adequacy regulations.
• The UK International Data Transfer Agreement.
• The UK Addendum to approved contractual clauses.
• Another transfer method permitted by UK law.

You may contact us for further information about relevant transfer safeguards.

11. Retention periods

We use the following retention periods unless a longer period is required for a legal claim, security investigation or statutory obligation:

• Active account information: for as long as the account remains active.
• Inactive accounts: reviewed after two years of inactivity and deleted or anonymised where no continuing record is required.
• Abandoned or unsuccessful entries: 12 months after the relevant Season closes.
• Routine email content and recipient addresses: two years after delivery.
• Closed Team enquiries: two years after closure.
• Security and access logs: 12 months.
• Audit records: six years, except where they support a permanent sporting or financial record.
• Consent records: six years after the relevant consent or withdrawal ceases to apply.
• Completed privacy-request contact details: three years after completion.
• Payment, refund and financial ledger records: at least six years after the end of the relevant accounting period.
• Cookie-consent records: three years after the recorded choice.
• Website backups: normally no more than 90 days, unless retained longer for an active recovery or security investigation.
• Official sporting, disciplinary and championship records: permanently.

When detailed personal content is no longer needed, we may delete, redact or anonymise it while retaining limited non-personal information.

12. Account deletion and anonymisation

Website accounts and sporting records have separate purposes.

Following an approved request, we may:

• Remove the account’s connection to a Driver.
• Delete the login account.
• Remove contact, Discord, Steam and profile information.
• Remove non-essential entry answers and communications.
• Retain results, standings, awards, penalties and necessary financial records.

Full anonymisation may replace the Driver’s name with Former Driver while retaining sporting values and an anonymous internal identifier.

The right to erasure is not absolute. We may retain information where required by law, needed for legal claims or justified by another lawful purpose.

13. Your rights

Depending on the circumstances, you may have the right to:

• Be informed about our use of your information.
• Request a copy of your information.
• Correct inaccurate or incomplete information.
• Request erasure.
• Request restricted processing.
• Receive certain information in a portable format.
• Object to processing based on legitimate interests.
• Object to direct marketing.
• Withdraw consent.
• Request human review of a qualifying automated decision.

Contact tom@2fse.co.uk to exercise a right. Signed-in Drivers may also use the privacy tools in their account area.

We may request evidence of identity. We will normally respond without undue delay and within one month.

Right to object

You may object where processing is based on legitimate interests. We will stop unless we have compelling legitimate grounds to continue or the information is required for legal claims.

You may object to direct marketing at any time.

14. Automated processing

The website may automatically calculate or identify:

• Entry availability and capacity.
• Payment and entry readiness.
• Points and standings.
• Rookie status.
• Possible licence progression.
• Eligibility or missing-information warnings.
• Reminders and deadlines.

Important disciplinary, licence, refund and Stewarding decisions require authorised human involvement. We do not intend to make solely automated decisions producing legal or similarly significant effects.

15. Cookies and analytics

The website uses CookieAdmin to manage cookie choices.

Necessary cookies may be used for:

• Login sessions.
• Account security.
• WordPress functionality.
• Saving cookie choices.
• Providing services requested by visitors.

We also use Google Analytics to understand website use and improve the service. Google Analytics will be treated as optional and activated only after the visitor provides the required consent.

Visitors must be able to reject optional analytics cookies without losing access to essential website features.

Further information about individual cookies, their providers and their duration should be provided through the website’s cookie settings or Cookie Policy.

16. Children and younger Drivers

Championship entry is normally restricted to people aged 18 or over.

Drivers aged between 10 and 17 may participate only with the verified permission of a parent or legal guardian. Children below the age of 10 are not permitted to enter.

Where a Driver is under 18, we may:

• Request the parent or guardian’s name and contact details.
• Record their permission.
• Contact them about the Driver’s entry, payment or participation.
• Take additional steps to verify permission where appropriate.
• Limit optional public profile information where necessary to protect the young person.

A parent or guardian should contact tom@2fse.co.uk if they believe a child has provided information without appropriate permission.

17. Security

We use reasonable measures designed to protect personal information, including:

• Role-based access.
• Account authentication.
• Permission and request-verification controls.
• Input validation.
• Protected database operations.
• Encryption for selected credentials.
• Audit logging.
• Rate limiting and anti-spam measures.
• Backups and recovery procedures.
• Restricted public access to private fields.

No online service can guarantee complete security. You are responsible for keeping your password confidential.

18. Data breaches

We will investigate suspected personal-data breaches and take reasonable steps to reduce possible harm.

Where legally required, we will notify the Information Commissioner’s Office and affected individuals.

19. External websites

The website may link to Stripe, Discord, Google Drive, vehicle or circuit resources, championship documents and other external websites.

These services have their own privacy policies. We are not responsible for their independent handling of personal information.

20. Changes to this policy

We may update this policy when our services, providers, retention arrangements or legal obligations change.

The latest version will be published on this page. Where a material change affects existing information, we will take reasonable steps to inform affected users.

21. Complaints

Please contact us first if you have a concern:

2F Sim Events Limited
Portnahaven Church Manse
Portnahaven
Isle of Islay
PA47 7SG
Email: tom@2fse.co.uk

You may also complain to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom

Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/