Privacy Notice

Who is responsible for your data?

VII Creation is responsible for the personal data described in this notice when you use this website, contact the House or submit a Race Film Request. VII Creation is a sole proprietorship established in Amersfoort, the Netherlands.

General privacy enquiries can be sent to info@viicreation.com. Race Film Request correspondence may also take place through bookings@viicreation.com.

What information do we collect?

Depending on how you interact with VII Creation, we may process:

• your name, email address and, where you choose to provide them, telephone number and Instagram handle;
• race or event information, including event name, location, race date, start time or wave and race format;
• the Race Film format, refinements and other wishes you select;
• free-text information you provide in request notes, additional context or correspondence;
• transaction, proposal, invoice and payment information if a commission proceeds;
• name, email address, commission or proposal reference and optional event/date information when you use the online commission-withdrawal function;
• technical information needed to deliver and secure the website, such as IP address, browser/device information and server logs processed by hosting infrastructure;
• temporary browser-session information used for navigation state and the Race Film Bag.

Please do not place special-category data or unnecessary sensitive information in free-text fields.

How do we receive the information?

Most information is provided directly by you when you submit a Race Film Request or contact VII Creation. The website also uses limited technical browser storage for session functionality. Hosting and form infrastructure can create technical logs as part of operating and securing the service.

Race Film Request submissions and online commission-withdrawal submissions are handled through Netlify Forms. They can be stored in the site administration environment so that VII Creation can review, respond to and document the relevant request.

Why do we use personal data?

Requests and commissions

To review availability, event access, travel, scope and the film you are considering; to respond to your request; to prepare a proposal; and, if you proceed, to perform and administer the commission.

Withdrawal requests

To identify a confirmed commission, record a consumer withdrawal request and provide evidence of when that request was made.

Administration and legal obligations

To maintain accounting, tax and contractual records, handle disputes or legal claims and comply with obligations that apply to VII Creation.

Security and operation

To operate, maintain and secure the website and forms, prevent misuse and troubleshoot technical problems.

No automatic marketing enrolment

Submitting a Race Film Request does not subscribe you to marketing. VII Creation does not use the request form for automated profiling or solely automated decisions with legal or similarly significant effects.

What are the legal bases?

Where the GDPR applies, processing is based on one or more of the following:

• steps at your request before entering into a contract and performance of a contract, for Race Film Requests, proposals and confirmed commissions;
• legal obligations, including applicable accounting and tax duties;
• legitimate interests, such as securing and maintaining the website, preventing misuse, managing business records and establishing or defending legal claims, provided those interests are not overridden by your rights;
• consent only where VII Creation specifically asks for it for a separate purpose.

Who may receive the data?

VII Creation does not sell your personal data. Data may be shared only where reasonably necessary with service providers and recipients such as:

• Netlify, which hosts the website and processes Race Film Request submissions;
• email, storage and productivity providers used to communicate with you and administer a request;
• payment, accounting or professional advisers if a commission proceeds or if required for administration;
• authorities or other recipients where disclosure is required by law.

Service providers should receive only the information needed for their role.

International transfers

Some technology providers used by VII Creation may process information outside the European Economic Area. Where the GDPR requires safeguards for such transfers, VII Creation relies on the mechanisms made available by the relevant provider, such as adequacy decisions, the EU-U.S. Data Privacy Framework where applicable, or European Commission standard contractual clauses.

How long do we keep data?

VII Creation keeps personal data only as long as reasonably necessary for the purpose for which it was collected, subject to legal retention duties.

• Race Film enquiries that do not become a commission are ordinarily retained for up to 12 months after the last substantive contact, unless a longer period is reasonably necessary for a dispute, legal claim or another lawful reason.
• Records that form part of the financial or contractual administration of a completed commission may be kept for the applicable statutory administration period. Dutch business administration is generally subject to a 7-year fiscal retention duty.
• Session storage used by the website is temporary and is designed to remain within the browser session rather than create a long-term customer profile.

Your privacy rights

Where the GDPR applies, you may have the right to request access, correction or deletion of your personal data, restriction of processing, data portability and to object to certain processing. Where processing is based on consent, you may withdraw that consent for the future.

You may send a request to info@viicreation.com. VII Creation may ask for information needed to verify your identity before acting on a request.

You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens.

Security and accuracy

VII Creation uses reasonable technical and organisational measures appropriate to the scale and nature of the website and commissions. No internet transmission or storage system can be guaranteed to be completely secure.

If information you provided changes, please contact VII Creation so that relevant records can be updated.

Changes to this notice

This notice may be updated when the website, services, providers or legal requirements change. The effective date at the top of this page identifies the current published version.