PRIVACY POLICY

XELAR Motorsport FZ-LLC

License No. 7016705
Ras Al Khaimah Economic Zone (RAKEZ)
United Arab Emirates

Effective Date: 01/03/2026

XELAR Motorsport FZ-LLC (“Company”, “we”, “our”, “us”) is committed to protecting the privacy and personal data of drivers, parents, customers, and website users.

This Privacy Policy explains how we collect, use, store, process, and protect personal data in connection with our motorsport programs, karting activities, e-commerce operations, and website use.

1. SCOPE OF THIS POLICY

This Policy applies to:

  • Two-Stroke Championship Programs
  • SWS Development Program
  • Driver Assessments & Testing
  • Kart Sales & Spare Parts Trading
  • Website usage
  • Online bookings
  • Marketing communications

2. DATA WE COLLECT

This Policy applies to:

  • Two-Stroke Championship Programs
  • SWS Development Program
  • Driver Assessments & Testing
  • Kart Sales & Spare Parts Trading
  • Website usage
  • Online bookings
  • Marketing communications

We may collect the following categories of personal data:

 
2.1 Identification Data
  • Full name
  • Parent / Guardian name
  • Date of birth
  • Emirates ID copy
  • Passport copy
2.2 Contact Data
  • Phone number
  • WhatsApp number
  • Email address
  • Emergency contact details
2.3 Medical & Safety Data
  • Medical declarations
  • Allergy or condition disclosures
  • Fitness-to-participate confirmations
2.4 Financial Data
  • Payment details processed via Stripe
  • POS transactions
  • Cash payments (We do not store full card details.)
2.5 Performance & Motorsport Data
  • Driver performance analysis
  • Telemetry data
  • Race results
  • Training notes
2.6 Media & Marketing Data
  • Photos
  • Videos
  • Digital content
  • Social media materials
2.7 Technical & Website Data
  • Collected automatically by third parties:
  • IP address
  • Browser type
  • Device information
  • Analytics data

3. HOW WE COLLECT DATA

We collect personal data through:

  • Website contact forms
  • Amelia booking system
  • Stripe payment processing
  • In-person registration forms
  • WhatsApp communications
  • Newsletter subscriptions
  • Google Analytics
  • Meta Pixel
  • Future advertising tools (if activated)

4. PURPOSE OF DATA PROCESSING

We process personal data for:

  • Program enrollment & management
  • Safety and risk assessment
  • Identity verification
  • Payment processing
  • Communication of practice schedules
  • Championship registration
  • Marketing and promotional activities
  • Compliance with legal obligations
  • Operational and technical improvements

5. MINOR DATA PROTECTION

Because most Participants are under 18:

  • Guardian consent is mandatory before processing any personal data.
  • We do not knowingly collect personal data directly from minors without guardian involvement.
  • Guardians are responsible for providing accurate and complete information.

6. DATA SHARING

We may share personal data when necessary with:

  • Championship organizers
  • Track providers
  • Mechanics (limited operational data only)
  • Sponsors (limited promotional data only)
  • Government authorities when legally required
  • Payment processors (Stripe)
  • Website hosting providers

We do NOT sell personal data to third parties.

7. DATA STORAGE & SECURITY

Personal data may be stored in:

  • Google Drive
  • Microsoft OneDrive
  • Synology storage systems
  • WordPress database
  • Secure cloud hosting
  • Internal secured devices

Security measures include:

  • SSL encryption
  • Password-protected systems
  • Restricted internal access
  • Secure payment gateways

Despite these measures, no system is completely immune from risk.

8. DATA RETENTION

We retain data for operational, contractual, and legal purposes for a period of 5 to 10 years, including:

  • Driver contracts
  • Waivers
  • Medical declarations
  • Payment records
  • Media files

Data may be retained longer if required by law or dispute resolution.

9. MARKETING COMMUNICATIONS

We may send:

  • WhatsApp notifications
  • Email newsletters
  • Program updates
  • Sponsorship announcements

Users may opt out of marketing communications at any time by contacting us or unsubscribing.

10. COOKIES & TRACKING TECHNOLOGIES

Our website uses:

  • Google Analytics
  • Meta Pixel
  • Hosting-related cookies

These tools collect anonymous technical data to improve performance and marketing effectiveness.

Users may disable cookies via browser settings.

11. THIRD-PARTY PAYMENT PROCESSING

Payments are processed through Stripe or POS providers.

We do not store full credit card details.

Stripe processes payments in accordance with its own privacy policies.

12. DATA SUBJECT RIGHTS

Subject to UAE law, individuals may:

  • Request access to their personal data
  • Request correction of inaccurate data
  • Request deletion where legally permissible
  • Withdraw marketing consent

Requests may be submitted to our official contact email.

13. INTERNATIONAL DATA TRANSFERS

Because our website is hosted internationally and third-party tools are used, personal data may be processed outside the UAE.

We take reasonable steps to ensure adequate protection standards.

14. LIMITATION OF LIABILITY

While we implement security measures, we cannot guarantee absolute security of data transmitted electronically.

15. CONTACT INFORMATION

For privacy-related inquiries, please contact:

XELAR Motorsport FZ-LLC
License No. 7016705
Compass Building, Al Shohada Road
Al Hamra Industrial Zone-FZ
Ras Al Khaimah, United Arab Emirates

Email: [email protected]

Phone / WhatsApp: +971 55 600 0481

Official communications must be sent in writing to the above email address.

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