SIMHUB RACE LOUNGE INC. | 1
SimHub Race Lounge Privacy Policy
Version 1.7 | Effective date: October 22, 2026
Privacy at a glance
SimHub Race Lounge Inc. uses personal information to provide our lounge and simulator experiences, website,
App, memberships, sales, coaching and events. This summary highlights your choices; the sections that follow
explain our practices and their limits.
What we collect
Information relevant to your interaction, such as contact details, transactions, account activity, waiver records
and race results. Full dates of birth are collected only through participation waivers for people using our physical
simulators, not as a routine league or App registration field.
Your choices
Optional marketing and promotional media permissions are separate from service participation. You can
unsubscribe, withdraw consent where applicable, request access or corrections, and ask us to close an account
or delete information. Some information must be retained for lawful purposes, as explained in section 11.
Cameras and media
Our lounge cameras managed through Provision CAM2 record video only, without audio. Our separate Ring
doorbell records video and audio, including voices and sounds, and supports live visitor conversations. Event
photography and promotional recordings are handled separately with appropriate notice and consent.
Our providers
We use providers for payments, waivers, hosting and communications. Shopify Network Intelligence is enabled;
section 9 explains its use of customer information for enhanced services, personalization and advertising.
Information may be processed outside Canada. SimHub does not control independent third-party websites or
networks and, except as required by applicable law, is not responsible or liable for their privacy policies or
practices. Review their applicable terms of use and privacy notices. Section 8 links provider privacy notices and
explains our responsibilities for information processed on our behalf.
How long we keep information
We keep information for the purposes for which it is needed and applicable legal requirements. Some records
must remain after account closure, including relevant financial, waiver, consent or dispute records.
Contact our office
SimHub Race Lounge Inc.
Email: info@simhubracelounge.com (subject: Privacy Request)
Telephone: (647) 528-7258
Mail: 5266 Solar Drive, Unit B107, Mississauga, Ontario L4W 0G7, Canada
You do not need an App account to make a privacy request.
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Our services and the information we collect
1 Scope and responsibility
SimHub Race Lounge Inc. ("SimHub", "we", "us" or "our") is responsible for personal information under its
control. This policy covers our lounge, physical simulators, coaching, private and corporate events, mobile
activations, equipment sales and delivery, memberships, competitions, website at simhubracelounge.com and
App at app.simhubracelounge.com.
Purchase, refund, membership and participation terms address separate matters. A waiver does not replace
privacy consent or waive statutory privacy rights. This policy does not cover employee or applicant records.
2 Information and purposes
We collect information reasonably necessary for identified purposes. The categories below apply only where
relevant to the service you use. Personal information means information about an identifiable individual.
Information Purpose and examples
Accounts and contact Name, display name, email, phone number and authentication records to create accounts,
communicate and provide support.
Transactions and
memberships
Order, booking, billing, delivery, payment/refund references, membership status and
benefit-redemption records to fulfil services, administer renewals and reconcile
transactions. Payment providers process card details; Square handles App registration
payments.
Simulator waivers Participant name, date of birth, signature and relevant guardian details through
SmartWaiver to identify the participant, establish age and guardian requirements, and
document the simulator participation waiver.
League participation Racing name, platform identifiers, entry type, age band or eligibility confirmation where
needed, guardian approval records, accepted rules, results, replays, telemetry and incident
reports to administer racing, coaching, disputes and prizes.
Communications Inquiries, support requests, consent preferences, subscription status and privacy requests
to respond and administer your choices.
Technical information IP address, browser/device information, session identifiers, request/error logs and
verification results to operate, troubleshoot and protect our services.
Safety and media Relevant incident information you provide; video-only Provision camera footage;
Ring doorbell video and audio; and separately authorized promotional media.
Sections 6 and 7 explain recording and sharing.
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Sources, consent and young participants
3 Where information comes from
We receive information from you, your use of our services, and providers handling transactions, waivers,
accounts and communications. Parents, guardians, event organizers or corporate hosts may supply limited
information needed to arrange participation. They should provide only information they are authorized to share
and direct participants to this policy.
Race information may come from iRacing, stewards, other participants and incident reports. Our Facebook and
Instagram interactions, including messages, comments and promotional posts, are also handled by Meta under
its Privacy Policy. This social-platform use is separate from website tracking integrations.
4 Meaningful consent
We explain the information involved, purposes, relevant sharing and reasonably foreseeable significant privacy
risks in a way suited to the interaction. We obtain consent unless the law permits or requires otherwise. We
seek express consent where required by law; implied consent is used only where appropriate to the
circumstances and reasonable expectations.
Using our services or accepting this policy is not blanket permission for every use. We do not make optional
processing a condition of service beyond what is necessary for legitimate, identified purposes. Marketing and
promotional media permissions are separate. Our information sharing includes Shopify Network Intelligence as
explained in sections 8 and 9; it is not limited to providers acting only on our instructions. Collection, use or
disclosure without consent is limited to an applicable legal exception.
You can withdraw consent, subject to legal or contractual restrictions and reasonable notice. We explain any
resulting service limitations. For example, without necessary payment or eligibility information, we may be
unable to complete a registration. Declining optional marketing does not prevent ordinary purchases or
participation.
5 Children, age information and waivers
Full dates of birth are collected only through participation waivers for people using our physical simulators, to
establish participant identity, age and guardian requirements. They are not routine App or league registration
fields. Outside the waiver, we use an age band or eligibility confirmation where needed, and avoid copying full
birth dates into App profiles. We do not publish waiver birth dates or use them for marketing.
We require parent or legal guardian approval for minors using physical simulators and for participants under 18
in our App league registration process. Participation approval, privacy consent and optional promotional
permission serve separate purposes. Guardian and verification information is limited to what is needed to
confirm authority and record the relevant approval.
For children under 13, we obtain privacy consent from a parent or legal guardian except where an applicable
legal exception permits otherwise. For older youth, we consider their capacity to understand the information
and proposed use and provide age-appropriate explanations. Guardian approval does not automatically permit
access to a capable young person’s private communications or records.
We do not profile children for marketing or use their information for targeted or behavioural advertising.
Identifiable promotional content involving minors requires separate express authorization appropriate to the
child’s capacity and guardian authority. Contact our office if information was supplied without required consent
so we can restrict its use and take appropriate corrective action.
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Race results, cameras and promotional media
6 Competition results and online communities
Competitions may involve sharing racing names or usernames, classes, results, points and relevant sporting
penalties with drivers, stewards and spectators. Public standings and planned broadcasts are identified before
entry. We avoid publishing personal contact details, dates of birth, guardian details and private incident reports.
Race replays and telemetry may identify drivers and show their performance. We use them for requested
coaching, administration and incident review. Planned public broadcasts or promotional reuse are explained
separately with appropriate consent, including the identifiers shown and intended audience.
Contact us before entering if you need an alias or another privacy accommodation. Platforms such as iRacing
may display real names under their own rules. We explain essential public disclosure before registration, but
cannot guarantee anonymity on an independent platform.
Public or shared Discord posts, social-media comments and results may be copied or retained by others. Avoid
posting sensitive information. Private protest evidence is shared only as reasonably necessary for a fair review or
another lawful purpose.
7 Security cameras, Ring doorbell and promotional recordings
Our lounge security cameras, managed through the Provision CAM2 app, record video only. They do not record
audio. We use security recordings for necessary safety, property-protection and incident-investigation purposes.
Cameras must not cover washrooms or other areas where people reasonably expect heightened privacy.
Our separate Ring doorbell records video and audio, including voices and surrounding sounds, and allows live
two-way conversations with visitors. Saved doorbell events can be replayed. We use it to respond to visitors,
manage entry and support security and incident review. Ring processes doorbell content and related
information through its service. See Ring’s Privacy Notice: https://ring.com/privacy-notice. That notice
supplements this policy and does not replace SimHub’s responsibilities.
Recording notices must identify video monitoring and, at the Ring doorbell, audio recording before people enter
the monitored area or interact with the device. Access to recordings is restricted to authorized personnel and
necessary providers. Relevant recordings may be preserved for incidents, insurance matters, legal obligations or
access requests. Security recordings are not used for promotion without separate assessment and appropriate
consent. Section 11 addresses retention.
We may separately take photos or record video with sound for event coverage and promotion. We explain
intended uses and obtain appropriate consent. Featured portraits, testimonials, interviews and identifiable
promotional content involving minors require separate express permission. An entrance sign or event booking is
not unrestricted permission to use every guest’s image or record private conversations. Tell staff before filming
or contact our office if you do not want to appear; we use reasonable measures such as avoiding you in shots,
cropping or blurring. Declining optional promotional use does not affect ordinary services.
You may withdraw permission for future promotional use. We stop new uses and address removal from
channels under our control where reasonably practicable, subject to lawful retention. We cannot guarantee
recovery of printed materials already distributed or copies independently shared by others. Contact us about a
specific image or recording so we can assess your request.
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Service providers and information sharing
8 Providers and other recipients
We share information needed to deliver services and support operations. We remain accountable for processing
on our behalf and require appropriate safeguards. Some providers also use information for their own purposes,
including fraud prevention, legal compliance, independent accounts and Shopify’s Enhanced Services. The linked
provider names below open their privacy notices. Those notices supplement this policy; they do not replace our
responsibilities, expand your consent to SimHub or mean that we use every feature a provider describes.
Provider or category Role and relevant information
Shopify
Simplee Memberships
Shopify hosts our online store and handles orders, customer records and marketing
emails through Shopify Messaging. Simplee administers memberships. Shopify
stores subscription preferences and also processes information for Network
Intelligence and Enhanced Services described in section 9.
Square App registration payments and refunds, including payment information submitted to
Square and transaction information returned to SimHub.
Supabase
Vercel
Supabase provides the App database and authentication. Vercel hosts and delivers the App.
Relevant processing includes account/application records and operational or technical logs.
Cloudflare
Turnstile privacy
addendum
Bot and abuse protection using relevant browser, device, network and verification
information.
Resend Transactional email delivery when used, including recipient addresses, message content
and delivery records.
Smartwaiver Simulator participation waivers, including participant birth dates, guardian details and
signatures. The App uses waiver linkage and verification records rather than the full waiver
text.
iRacing
Discord
Racing and community services, identifiers and competition activity. These platforms also
operate independent customer accounts under their own terms.
Provision CAM2
Ring
Provision CAM2 manages video-only lounge cameras. Ring provides the separate
doorbell service, including recorded video/audio, live visitor communication and
event information. Necessary technical support providers may handle relevant
recordings.
Other necessary
recipients
Authorized IT, accounting and legal providers, insurers, delivery providers and prize/event
partners for a disclosed service or lawful purpose.
We do not supply participant lists to sponsors or hosts for their own marketing without separate appropriate
consent. Hosts may receive information necessary to administer their booking, such as attendance or agreed
event results, but not unrelated purchase histories, health information or private account records.
We assess requests for lawful disclosure, including valid legal demands, qualifying emergencies and authorized
investigations, and disclose only what is justified. For a proposed or completed sale, merger or other business
transaction, we apply applicable necessity, confidentiality, permitted-use and notification requirements. If it
does not proceed, recipients must return or destroy information as required. Contact our office for information
about providers handling your records.
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International processing and digital technologies
9 Processing locations and digital technologies
Providers may store, process or remotely access information in Canada, the United States or other countries. A
Canadian primary database location does not mean that all backups, logs, payments, emails or support access
remain in Canada. Information may be subject to lawful access by courts or authorities in another country. We
remain accountable for processing on our behalf and take reasonable measures to provide comparable
protection. Contact our office about locations and related practices.
Our App uses session and authentication technologies and Cloudflare Turnstile. Our store and checkout use
technologies needed for cart, payment and security functions. Providers may process technical request
information. Blocking necessary technologies can prevent relevant functions from working; browser settings let
you remove or block stored cookies.
Our online store is hosted by Shopify. Shopify processes information when you visit or make purchases,
including contact, transaction, device and browsing information relevant to the services used. Shopify Network
Intelligence is enabled. Shopify combines information about interactions with our store, other merchants and
Shopify to provide Enhanced Services, including improvements, personalization and advertising. Information is
shared with Shopify and relevant third parties, which may operate outside Canada. Other merchants do not
receive direct access to our customer records through this feature.
For Shopify’s independent processing and available rights, see its Consumer Privacy Policy and Privacy Portal.
The portal provides options to limit use of information for advertising and to request access or deletion. You
may also contact our office about SimHub’s processing or to withdraw consent where applicable; we will explain
and help implement the choices available for your records.
Our Shopify store has a cookie-consent banner enabled. Where displayed, use the banner to accept, reject
optional cookies or manage your preferences. Required consent must be obtained before optional processing
begins. You may contact our office to change your choices or request help if a control is unavailable. Shopify’s
Privacy Portal, linked above, offers additional choices about Shopify’s own advertising-related processing. Some
advertising-related disclosures may be treated as “sharing,” “sale” or “targeted advertising” under laws outside
Canada; applicable rights depend on your location and the processing involved. A marketing-email unsubscribe
stops our promotional messages as described in section 10; it does not by itself change browser cookies or
Shopify’s independent advertising preferences.
Our separate Meta and Google website-tracking integrations and abandoned-checkout reminders are currently
disabled. This does not disable Shopify Network Intelligence, ordinary technical logs or provider reporting.
Before introducing other optional tracking, we explain its purposes and choices and obtain consent where
required. Email systems may report delivery and, where enabled, opens or link clicks to measure message
performance.
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10 Email marketing and subscription preferences
We send service messages needed for your interaction, including account verification, password resets,
registrations, payment/refund information, guardian requests and necessary membership notices. A purchase,
registration or waiver does not by itself enrol you in optional promotional messaging.
We prepare and send promotional email campaigns through Shopify Messaging about SimHub events, offers and
services. We do not currently send marketing texts. Promotional messages require valid consent or another
applicable basis under Canada’s Anti-Spam Legislation. Before introducing SMS marketing, we will explain the
program and provider, obtain required consent and provide a working unsubscribe method.
Shopify records whether customers are subscribed or unsubscribed. Unsubscribe requests submitted through
Shopify’s unsubscribe process automatically update the subscription status maintained there. We use these
preferences to manage relevant marketing communications. Consent and suppression records are retained as
needed to demonstrate the applicable permission and respect your choices.
Use the unsubscribe link in a marketing email or contact info@simhubracelounge.com. Unless you expressly
select one channel or category, an unsubscribe request stops all SimHub marketing, including any future SMS
program. No account or reason is required. We apply your choice across marketing systems and contact details
we can reasonably associate with you; limited identifying information may be needed to locate another record.
Where required by CASL, commercial messages identify SimHub, provide contact information and offer a simple,
free unsubscribe mechanism through the same electronic means used to send the message, or another legally
permitted method. Requests are implemented without delay and within 10 business days, including direct
requests. Required unsubscribe facilities remain valid for at least 60 days after sending. Limited suppression
records help respect your choice.
Unsubscribing does not prevent service messages we may lawfully send, such as necessary registration, payment
or membership notices. Adding promotional material can change how a message is treated under CASL. We do
not transfer your SimHub email-subscription consent as permission for another business to send you its own
marketing. Shopify’s separate processing and privacy choices are described in section 9.
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Retention, security and incident response
11 How long we keep information
We keep personal information only as long as reasonably necessary for identified purposes and applicable legal
requirements. Retention depends on the record, service relationship, outstanding obligations, sensitivity and
relevant legal claims. Contact our office for information about a particular category.
Account and membership records support the service relationship and a justified period afterwards. Tax and
accounting records are generally retained for at least six years from the end of the last tax year to which they
relate, subject to applicable exceptions and longer legal requirements. Closing an account does not
automatically erase these records, consent evidence or information subject to a lawful hold.
Simulator waivers, guardian approvals and relevant incident records may require retention beyond the visit,
particularly where minors are involved. Retention must be based on a documented need and reviewed when
that need ends; the possibility of a claim does not justify keeping every record indefinitely.
Provision security video, Ring video and audio recordings, and technical logs are retained only for limited periods
justified by their purposes. Specific records may be preserved for an incident, access request or legal obligation.
Public competition results and private protest evidence are assessed separately. Incomplete registrations and
verification records are removed when no longer needed. Contact our office for the retention practices
applicable to a recording or other record.
When lawful retention ends, information is securely deleted or effectively anonymized, including through
instructions to providers. Removing a name alone does not necessarily make information anonymous. Backup
copies may remain until scheduled replacement or deletion, protected and restricted from ordinary use.
Applicable deletion restrictions must be reapplied if a backup is restored.
12 Safeguards and breaches
We are responsible for protecting personal information with physical, organizational and technical safeguards
appropriate to its sensitivity and risk. Access is limited to people who need it for authorized work. Safeguards
must address access control, secure handling, provider accountability and staff responsibilities. No system can
guarantee absolute security; this does not limit our legal obligations.
Do not email passwords, verification links or full payment-card details. Use the payment provider’s secure
payment interface, keep your credentials private, sign out of shared simulator computers and contact us
promptly about suspected unauthorized access.
Payment and security services may use automated checks to identify bots, abuse, fraud or invalid transactions. A
check may restrict a login, payment or registration. Contact us if you believe this happened in error so we can
review our records and assist with the relevant provider. We cannot guarantee reversal of an independent
provider’s decision.
We assess suspected breaches, take steps to contain them and address their causes. Where a breach of
information under our control creates a real risk of significant harm, we report it to the Office of the Privacy
Commissioner of Canada and notify affected individuals as soon as feasible, as required by law. We also notify
other organizations or government bodies where legally required to reduce or mitigate harm.
We keep records of every breach of security safeguards involving personal information under our control,
including non-reportable breaches, for at least 24 months after the day we determine the breach occurred, and
longer where legally required. Notices explain the known circumstances, information involved, protective steps
and how to contact us.
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Your privacy rights and contacting us
13 Access, correction and privacy requests
Write to our office to ask whether we hold information about you, obtain access and an account of its use and
disclosure, correct information, withdraw consent, or request account closure or deletion. We assist with
requests and take reasonable, proportionate steps to verify identity and authority. We do not routinely require
excessive identification.
For access requests governed by PIPEDA, we respond with due diligence within 30 calendar days of receipt,
unless a lawful extension applies. If extended, we notify you within the initial period of the reason, the new
deadline and your right to complain. Access is provided at minimal or no cost; any permissible charge is
explained and your agreement obtained before proceeding.
We provide understandable information and accessible formats where required. We coordinate with providers
processing information on our behalf. Independent providers may separately handle requests concerning
records under their own control. A technical data export does not replace access to other relevant records we
control.
We make justified corrections and notify relevant recipients where appropriate. If a dispute about accuracy
remains unresolved, we record the challenge as required. Information subject to an access request is retained
long enough to allow available recourse.
Legal exceptions may restrict access, for example to protect another person’s information or legal privilege. We
provide severable information where required and explain a refusal and available complaint avenues in writing
unless the law prevents disclosure. An account or payment dispute does not itself justify refusing a legitimate
privacy request.
You may request deletion, anonymization or account closure. Deletion is not an unconditional right to erase all
records. We stop uses for which consent is validly withdrawn, explain lawful retention and restrict retained
information to its purpose. Closing an App account does not itself cancel a separately billed membership; tell us
if you also wish to cancel renewal. Cancellation does not authorize further optional marketing.
14 Complaints and policy updates
We investigate privacy complaints and take appropriate corrective action. You may also contact the Office of the
Privacy Commissioner of Canada without first exhausting our internal process. Information about complaints is
available at www.priv.gc.ca/en/report-a-concern/file-a-formal-privacy-complaint/.
We post updates with a revised effective date and provide additional notice of significant changes where
appropriate. Continued use of a service does not replace required consent. Contact us for a copy or an
accessible explanation of this policy.
Contact our office
SimHub Race Lounge Inc.
info@simhubracelounge.com (subject: Privacy Request)
(647) 528-7258
5266 Solar Drive, Unit B107, Mississauga, Ontario L4W 0G7, Canada