Formula Student Czech Republic
Last updated: 5 November 2026
The controller of personal data is:
Formula Student Czech Republic, s.r.o.
Registered office: č.p. 123, 533 41 Černá u Bohdanče, Czech Republic
Company ID: 01452533
Registered in the Commercial Register kept by the Regional Court in Hradec Králové, file no. C 52763
Data protection contact: info@fsczech.cz
This notice describes how personal data is processed in connection with the organization of Formula Student Czech Republic, use of the FS Czech Portal and participation in the event. It applies in particular to team members, Team Captains, drivers, ESOs and ASRs, guests and alumni, volunteers, scrutineers, judges, organizers, media representatives, visitors and other persons involved in the event.
It also covers applications to take part as a volunteer, official, scrutineer or judge, whether submitted in the FS Czech Portal or in the FSCzech mobile app, and everything that follows from an application (selection, confirmation of participation, accommodation, shifts and check-in).
The separate FSCzech Mobile App Privacy Policy applies to the mobile application. Personal data processing in connection with e-shop purchases is described in the separate E-shop Terms and Personal Data Information.
Depending on your role and participation, we may process in particular:
We do not directly receive or store complete payment card details. Event-related payments may be made by bank transfer or card, depending on the type of payment. Card payments are processed by the relevant payment service provider.
We obtain personal data directly from you, from your Team Captain or another authorized person in your team, from your university or organization, from Officials and other persons involved in event organization, and where applicable from platforms used for shared competition documents. If a Team Captain enters personal data on your behalf, the Team Captain should inform you that the data has been provided to FS Czech. This notice also applies to personal data obtained from a Team Captain, team, university or other authorized source.
If you give us the details of an emergency contact, please let that person know that you have provided them to FS Czech and why.
If you sign in with Google or Apple, we receive your account identifier and e-mail address from Google or Apple. Signing in with them is optional; Google and Apple process the sign-in under their own privacy policies.
| Purpose | Legal basis |
|---|---|
| Registration, participation management, Portal accounts, communication and event-related services | Performance of a contract or pre-contractual measures under Article 6(1)(b) GDPR; for persons who are not direct contracting parties, legitimate interests under Article 6(1)(f) GDPR. |
| Assessing applications of volunteers, officials, scrutineers and judges, selecting participants and planning activities, shifts, accommodation and travel contributions | Pre-contractual measures and performance of a contract under Article 6(1)(b) GDPR; legitimate interests in selecting suitable and experienced people under Article 6(1)(f) GDPR. |
| Keeping a participation history and internal notes to assess applications in later seasons | Legitimate interests in running the event with reliable and experienced people under Article 6(1)(f) GDPR. |
| Contacting you about future seasons of FS Czech | Consent under Article 6(1)(a) GDPR, given in the registration form; it may be withdrawn at any time. |
| Catering for dietary requirements and food allergies or intolerances | For dietary requirements, performance of a contract under Article 6(1)(b) GDPR; for allergies and intolerances (health data), your explicit consent under Article 9(2)(a) GDPR, which you give by ticking the consent box when you enter them in an application or in your Portal profile. You may withdraw it at any time — in your profile by unticking the box, which removes them, or for an application by writing to us; we will then no longer take the allergy into account. |
| Contacting your emergency contact if something happens to you at the event | Legitimate interests under Article 6(1)(f) GDPR; vital interests under Article 6(1)(d) GDPR. |
| Signing in with Google or Apple, if you choose to | Performance of a contract under Article 6(1)(b) GDPR — access to your account in the way you chose. |
| Connecting an AI assistant to the Portal, if you choose to | Performance of a contract under Article 6(1)(b) GDPR — access to your team's data in the way you chose. |
| AI-assisted preparation of the technical review (advisory checks and draft notes for Officials about submitted technical documents, photographs, datasheets and receipts) | Legitimate interests in a thorough, consistent and timely technical review under Article 6(1)(f) GDPR. |
| Role assignment, identification, access management, scrutineering, virtual queues, results and event operation | Legitimate interests in safe, fair and efficient event organization under Article 6(1)(f) GDPR. |
| Safety, prevention of misuse, incident handling, protection of persons and property and legal claims | Legitimate interests under Article 6(1)(f) GDPR; vital interests under Article 6(1)(d) GDPR; for health data, in particular Article 9(2)(c) or (f) GDPR where necessary in the specific situation. |
| Accounting, tax, legal and regulatory duties and cooperation with public authorities | Compliance with legal obligations under Article 6(1)(c) GDPR. |
| Portal operation, security, audit and troubleshooting | Legitimate interests in secure and reliable systems under Article 6(1)(f) GDPR. |
| Event documentation, public information and promotion through photography, video and livestreaming | Legitimate interests in documenting and promoting the event under Article 6(1)(f) GDPR; consent under Article 6(1)(a) GDPR where consent is requested for a specific use. |
Data marked as required in the Portal, registration forms, rules or Handbook is necessary for registration, eligibility checks, role assignment, access to specific areas or participation in the competition. If required information or documents are not provided, we may be unable to activate an account, assign a role or allow participation.
A profile photo may be required for roles where quick on-site identification or access to restricted materials is necessary. An operational profile photo is not intended for public publication. Driver portraits may be published in livestreams, results and other competition outputs.
Photography, video recording and livestreaming take place during the event for documentation, results and news coverage, participant communication and promotion of Formula Student Czech Republic. Recordings may be published on websites, social media, video platforms, galleries, printed materials and event archives.
If you do not wish to appear in an individual or close-up recording, contact the Info Point or info@fsczech.cz before or during the event. We will assess the objection in light of the specific use and our legitimate interests. Complete removal may not always be possible or proportionate for already broadcast livestreams, group scenes, public results or material already lawfully published.
Accredited media and other independent recording parties may in some cases act as separate data controllers and are responsible for their own processing.
Access is limited to persons who need the data for their role, including authorized organizers, Portal administrators, the registration team, scrutineers, judges, timing and results teams, media teams, security personnel and other Officials. Access is role-based and limited to what is necessary.
Data may also be disclosed to:
If you connect an AI assistant to the Portal yourself, the assistant receives the data of your own team that it reads at your request. Its provider processes that data under your own account and its terms, not on our behalf. You can disconnect the assistant at any time in My Account.
We do not sell personal data.
Some cloud, communication or media providers may process personal data outside the European Economic Area. Where this occurs, we use an applicable transfer mechanism, such as an adequacy decision or Standard Contractual Clauses, and additional safeguards where required. This includes the AI service providers named in Section 8, which are based in the United States. Further information about the applicable transfer safeguards may be requested at info@fsczech.cz.
Documents uploaded to the Portal are retained for the lifetime of the user account or until they are deleted or replaced by the user in the Portal profile. Keeping valid documents in the account allows returning participants to use them for later events without uploading them again. FS Czech may remove documents that are expired, obsolete or no longer required for participation, unless their retention is required by law or necessary for the establishment, exercise or defence of legal claims.
Deleting a document required for registration or participation may prevent the user from completing registration or taking part in the relevant event until a valid document is uploaded again.
| Category | Typical retention period |
|---|---|
| Account and basic profile, including the operational profile photo | For the lifetime of the account. |
| Google or Apple account connected for signing in | Until you disconnect it in your account or the account is deleted. |
| Copies of identity documents, health insurance evidence (for example an EHIC), driving licences and qualification documents (ESOQ, ASRQ, affidavits, parental consents) | While the user account remains active; the user may delete or replace them at any time. Expired or obsolete documents may be removed by FS Czech. |
| Document verification results (a record that a document was checked and valid) | 5 years after the relevant event. |
| Team membership, roles, participation history and competition and organizational records (scrutineering, virtual queues, correspondence, non-public result materials) | 5 years after the relevant event; official results and competition history may be archived long-term. |
| Applications of volunteers, officials, scrutineers and judges that were accepted, and the organizers' internal notes about participants | 5 years after the relevant event, as part of the participation history. |
| Applications that were not accepted, were withdrawn, cancelled or lapsed | 2 years after the relevant event; if you agreed to be contacted about future seasons, until you withdraw that consent, but no longer than 5 years. |
| Dietary requirements and food allergies or intolerances given in an application | Until 30 days after the end of the relevant event; afterwards deleted. |
| Food allergens saved in your Portal profile (with your explicit consent) | Until you remove them or withdraw the consent. |
| Emergency contact in the Portal profile | For the lifetime of the account; you may change or delete it in your profile at any time. |
| Safety and incident records, disciplinary proceedings and legal disputes | For as long as required to resolve the matter, normally no longer than 5 years, and afterwards as needed to protect legal claims. |
| AI-assisted checks and draft notes for Officials | With the submission they belong to, as part of the competition records. |
| A connected AI assistant: its access tokens / the record of which Portal function it used | Until you disconnect it or it stays unused for 30 days / 90 days. |
| Portal technical, security and audit logs | Normally 12–24 months. |
| Accounting, tax and payment records | For the statutory period, generally up to 10 years. |
| Photography, video and livestreams | May be retained long-term as documentation and a public archive of the event, subject to the right to object described in Section 7. |
Where a legal claim, investigation or statutory duty applies, the relevant data may be retained beyond the typical periods above.
We use appropriate technical and organizational measures, including role-based access control, authentication, logging, backups, updates, restricted administrator access and incident response procedures. Access to uploaded documents and non-public photographs is limited to authorized persons.
We do not use solely automated decision-making that produces legal or similarly significant effects. Automated queue ordering, notifications or checks may support event operations, but final decisions can be reviewed by Officials. In particular, applications are always decided by the organizers; automatic checks (for example, whether an assigned shift fits your availability or whether a registration may be a duplicate) only help them. Likewise, AI-assisted checks of technical documents and receipts only prepare advisory notes for Officials; teams never see them as a decision, and every decision is made by an Official.
Subject to the conditions of the GDPR, you have the right to access, rectification, erasure, restriction of processing, data portability and the right to object to processing based on legitimate interests. Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.
Send requests and objections to info@fsczech.cz. We may ask for reasonable identity verification. You also have the right to lodge a complaint with the Czech Office for Personal Data Protection, Pplk. Sochora 27, 170 00 Prague 7, Czech Republic.
We may update this notice. The current version will be published in the FS Czech Portal. We may notify users of material changes through the Portal or by e-mail.