Summary
We store the information needed for you to take part in the series: your account, your driver profile, your race entries and your results. Results and standings are public, but only with the name details the administrators have chosen to show. Contact details, address, date of birth and emergency contact are never shown publicly. We never sell your data or use it for advertising.
Who is responsible for your data?
Smålands GP is not a club or organisation, but a private initiative run for fun by Thomas Malmesäter. He is therefore the data controller for the information on the website. Send questions about your data to policy@smalandsgp.se.
What do we store?
Your account (when you sign up and sign in)
- name and email address from the sign-in
- an account ID from Microsoft Entra ID, the account status (pending, approved or blocked) and the time of your latest sign-in
- date of birth, which you enter before the account is approved
Your driver profile
- first name and last name
- email, phone number and address
- date of birth
- name and phone number of an emergency contact
- preferred language for emails
- driver number and driver colour (set by the administrators)
- notes written by the administrators, for example about licence or equipment
Entries and results
- which races you have entered, whether you have a place or are on the waiting list, and when you entered
- grid position, finishing position, times, points and any penalties
Logs
- an audit log of changes made in the administration (who changed what and when). Contact details, address, date of birth, emergency contact and notes are not stored in the audit log.
- a log of emails sent to you (recipient, type of email, time and whether it was delivered)
Why do we store it?
- To give you an account and let you sign in. Legal basis: contract (your participation in Smålands GP).
- To administer membership, entries and waiting lists, and send confirmations and updates about your entries. Legal basis: contract.
- To be able to contact a relative if something happens at the track (emergency contact). Legal basis: legitimate interest – safety at events.
- To publish results, standings and history with the name details the administrators have chosen to show. Legal basis: legitimate interest – a racing series needs public results.
- To track changes and protect the service against misuse (audit log and email log). Legal basis: legitimate interest – security.
What is shown publicly?
The public website shows your first name and, if the administrators have chosen to, your last name, driver number and driver colour. It also shows results, standings, track records and which drivers have a confirmed place in a race. Who is on the waiting list is not shown, only the number of people.
Who can see your data?
- The administrators – the people who help run Smålands GP – see what they need for their task. Race directors see the member register and entries, and results officers see drivers and results.
- Microsoft (Entra ID) handles the sign-in. Your account is created as a guest account in the Microsoft service that Smålands GP uses.
- SMTP2GO sends the website's emails and therefore receives your email address and the content of the email.
The website and the database run on a server in Sweden. Microsoft and SMTP2GO may process data outside the EU/EEA. When they do, it is covered by the European Commission's standard contractual clauses or equivalent safeguards.
How long do we keep it?
- Account and driver profile: deleted automatically if you have not signed in for 12 months. About a month before, you get an email, and signing in once is enough to keep the account. Otherwise everything is removed – account, contact details, address, date of birth, emergency contact, notes, entries and email log. You can also ask us to delete your account straight away at any time.
- Results and standings: if you have raced, your first and last name remain in the series' results history and archive, but without a driver page and without any other details. Which name details are shown publicly follows the same choice as above. If you do not want your name to remain, you can ask us to replace it with "Driver" and a number.
- Audit log and email log: deleted automatically after 24 months.
- Backups: overwritten after 14 days.
Cookies
The website only uses one necessary cookie: a sign-in cookie that keeps you signed in for at most 8 hours. We do not use cookies for statistics or advertising, so no consent is needed.
Your rights
You have the right to:
- find out what data we hold about you
- correct inaccurate data. You can change most of it yourself on My page.
- have your data erased, unless it has to be kept for one of the reasons above
- object to processing based on legitimate interest, for example your name appearing in the results history
- ask us to restrict the processing
- receive your data in a machine-readable format
Contact policy@smalandsgp.se. We reply within one month.
If you are unhappy with how we handle your data, you can complain to the Swedish Authority for Privacy Protection (IMY), imy.se.
Drivers under 18
When you sign up, you enter your date of birth. The administrator who approves the account can then see if you are under 18. If you are, a parent or guardian needs to approve your membership before the account is approved – feel free to contact us before you sign up. The date of birth is used to check age and for running Smålands GP; it is never shown publicly.
Changes
We update this policy when we change how data is handled. The latest version is always on this page. For larger changes we notify members by email.