Privacy Policy

1. Who we are

Pole Apex (“Pole Apex”, “we”, “us”) is the data controller for personal data processed through this website and the Pole Apex platform. We are established in Shkolla e Baletit, Rruga Petronin Luarasi, Tirana, Albania.

For privacy questions or to exercise your rights: privacy@poleapex.com. Phone: +355 68 451 6860. Address: Shkolla e Baletit, Rruga Petronin Luarasi, Tirana, Albania.

2. Scope

This Privacy Policy explains how we collect and use personal data when you visit www.poleapex.com, register as a league owner, use the dashboard, or interact with public league pages. It applies regardless of whether you are in Albania, the EU, or elsewhere. We process data in line with Albania's Law No. 124/2024 on Personal Data Protection and, where relevant, principles aligned with the GDPR.

3. Data we collect

Depending on how you use Pole Apex, we may process:

Account data — name or alias, email address, password (stored in hashed form), league name, region, and platform preference when you register.
Billing data — subscription plan, payment status, and transaction references. Card details are handled by Paddle, our payment provider and Merchant of Record; we do not store full card numbers.
League and usage data — rules, calendars, standings, logos, and configuration you enter in the dashboard, plus basic logs (IP address, browser type, pages viewed, timestamps) for security and analytics.
Communications — messages you send to support and our replies.
Cookies and similar technologies — see section 8 below.

Public league pages may display driver names, gamertags, and results that league owners upload. Owners are responsible for informing their drivers how that data is used.

4. Why we use your data and legal bases

We process personal data only where we have a valid legal basis:

Contract — to create your account, provide the Service, process subscriptions, and support you.
Legitimate interests — to secure the platform, prevent abuse, improve features, and understand aggregate usage, balanced against your rights.
Legal obligation — to keep records required by tax, accounting, or other Albanian law.
Consent — where required, for example non-essential cookies or optional marketing emails. You may withdraw consent at any time.

5. How long we keep data

We keep personal data only as long as needed for the purposes above:

Account and league data — for the life of your account, then up to 30 days to allow export or reactivation unless you request earlier deletion.
Billing and invoice records — typically 10 years, as required for Albanian tax and accounting rules.
Security logs — usually up to 12 months, unless needed longer for an investigation.
Support tickets — up to 3 years after closure.

We may retain anonymised or aggregated data that no longer identifies you.

6. Who we share data with

We do not sell your personal data. We share it only with:

Service providers — hosting, email delivery, payment processing (including Paddle as Merchant of Record), and analytics, under contracts that require them to protect your data and use it only on our instructions.
Public display — information you choose to publish on league pages is visible to anyone with the link.
Legal requirements — courts, regulators, or law enforcement when we are legally obliged to do so.

7. International transfers

Our primary operations and data processing are centred in Albania. Some providers (for example cloud hosting or email) may process data in the European Economic Area or other countries. Where required, we use appropriate safeguards such as standard contractual clauses or equivalent measures recognised under Albanian data protection law.

8. Cookies

We use:

Strictly necessary cookies — for login sessions, security, and basic site function. These do not require consent.
Analytics cookies — only if enabled, to understand how the site is used in aggregate.

You can control cookies through your browser settings. Blocking essential cookies may prevent some features from working.

9. Your rights

Under Albanian personal data protection law (and, where applicable, GDPR-equivalent rights for individuals in the EEA), you may have the right to:

Access the personal data we hold about you.
Correct inaccurate or incomplete data.
Request deletion in certain circumstances.
Restrict or object to processing in certain circumstances.
Data portability where processing is based on contract or consent.
Withdraw consent where processing is based on consent.
Lodge a complaint with Commissioner for Right to Information and Personal Data Protection (KDIIP).

To exercise any of these rights, email privacy@poleapex.com. We will respond within one month, or inform you if we need more time. We may need to verify your identity before acting on a request.

10. Children

Pole Apex is not directed at children under 16. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us data, contact privacy@poleapex.com and we will delete it promptly.

11. Changes to this policy

We may update this Privacy Policy when our practices or the law change. We will post the new version on this page and update the “Last updated” date. For material changes affecting owners, we will also notify you by email or through the dashboard where appropriate.