Legal
Privacy
What Apex Scout collects, why, who processes it and how long we keep it. It describes what the product does today and what we plan to change before we open it to more people.
Last updated
Who we are
Apex Scout is a product of FunnySoft, the trade name of João Paulo Santos, a sole proprietor based in Leiria, Portugal. We are the controller of the personal data described on this page.
Questions about this policy go to hello@apexscout.app or the contact form.
What we collect
What we collect depends on what you use. Browsing the catalog collects very little. An account collects what you add to it.
- Website visits: our hosting providers receive your IP address and browser details with each request. If you accept optional cookies, we also record which pages you open and what you do on them.
- Contact messages and early access requests: your name, email address, and the message, topic, features and note you send.
- Your account: your email address, your name, a hash of your password or your Google or Apple sign-in identifier, and your profile.
- What you add in the Scout app: your garage and car photos, posts, messages, follows, and the track days you say you are going to.
- AI features: what you type into an AI feature, the context needed to answer, and the replies.
- Notifications: if you allow them, a push token for your phone or browser.
- Security data: the IP address or account behind a request, held briefly to limit abuse. Sign-in and our forms run a Cloudflare Turnstile check, which sends Cloudflare a token and your IP address.
Why and on what basis
We only use personal data for the purposes below, and each purpose has one legal basis under the GDPR.
| Purpose | Data | Legal basis |
|---|---|---|
| Run your account and the Scout app | Account data, garage, posts, messages and attendance | Contract: providing the service you asked for |
| Answer messages and early access requests | Contact messages and early access requests | Steps you ask for before an agreement, and otherwise our legitimate interest in replying to you |
| Provide the AI features you use | What you type and the replies | Contract: the feature you asked for |
| Send the notifications you turn on | Push tokens and your account | Consent, which you can withdraw in your device or browser settings |
| Keep the service secure and working | Security data, logs and monitoring | Legitimate interest in preventing abuse and fixing faults |
| Understand and improve the product | Usage events, session replays, AI content and which features are turned on for you | Consent on this website, through the cookie banner. In the Scout apps, our legitimate interest in improving a product we are still building, and you can object at any time |
| Meet legal duties | Records we must keep by law | Legal obligation |
How AI features use your data
AI features, such as Engineer and Race Optimizer, send what you type and the context needed to answer to OpenAI, Anthropic or both. Parallel searches the web for some features, and a search can carry words from your question.
These providers process requests globally. We turn response storage off where the provider allows it, and each provider's API terms exclude training on our data. A provider may keep a request for a short time to detect abuse.
AI replies are advice and can be wrong. We make no decision about you by automated means that has a legal or similarly significant effect. Keep personal details about other people out of what you type.
Who processes it
These companies process personal data for us. Each row says what the company does for us and where it works.
| Company | What it does for us | Where |
|---|---|---|
| Laravel Cloud | Hosts the Scout API, database, cache and queues | EU Central, Frankfurt |
| Vercel | Hosts this website and the Scout web app | EU, served from a global edge network |
| Cloudflare | Turnstile bot check, file storage and an image cache | Storage in the EU. Turnstile and the image cache run on its global network, which can hold short-lived copies outside the EU |
| Resend | Sends email from Scout | Sends from the EU and keeps delivery logs in the United States |
| PostHog | Analytics, session replay, AI content capture and turning features on or off | EU |
| OpenAI | Answers for AI features | Global processing |
| Anthropic | Answers for AI features | Global processing |
| Parallel | Web search for AI features | Global processing |
| Algolia | Search across the catalog and the app | Algolia's global network |
| Laravel Nightwatch | Error and performance monitoring | EU, Frankfurt |
| Google and Apple | Optional sign-in with your Google or Apple account | Global |
| Google Maps | Map tiles and markers on the track list in the Scout web and mobile apps, which receive your IP address and the map area | Global |
| Expo and push services | Deliver push notifications through Expo, Apple, Google and your browser | Global |
| Google Workspace | Holds the email we receive at hello@apexscout.app | Google's data centres, worldwide |
Transfers outside the EU
Our API, database and cache run in Frankfurt, and files sit on Cloudflare R2 in the EU jurisdiction. Some processors work outside the EU, as the table above shows.
When a provider is outside the EU, the transfer relies on the European Commission's adequacy decision for the EU-US Data Privacy Framework if the provider is certified, or on the Standard Contractual Clauses in its data processing agreement.
You can ask us for the safeguards that apply to a provider.
Session replay and AI content
On this website, PostHog, our analytics service, loads only after you accept optional cookies, and it never records sessions here. If you reject them, nothing is sent to PostHog.
Session replay runs in the Scout web and mobile apps. It records what happens on screen: the pages you view, your taps and clicks, and what each screen shows. In the web app, a replay can also include messages the app writes to the browser console. In a replay, anything you type into a field is hidden and never recorded. The text of direct messages and notifications is hidden, and so is search, but names, such as who you message or who messages you, are not. The mobile app also hides images. PostHog anonymizes IP addresses.
When you use Engineer, our AI race engineer in early access, AI content capture stores what you type into Engineer and its replies, including any tools it uses and what it sends them, in PostHog, linked to your account. We use it to see how Engineer behaves and to fix it.
Session replay applies to every signed-in driver and stops when you sign out. AI content capture applies to every driver who uses Engineer.
You can change your cookie choice on this website at any time from Cookie settings, at the bottom of every page. See Cookies for what each cookie does.
How long we keep it
| Data | Kept for |
|---|---|
| Contact messages and early access requests stored by Scout | One year, then deleted automatically |
| Copies of contact messages emailed to hello@apexscout.app | Until we delete them from the mailbox. Ask us and we delete them |
| Account data | While your account exists. Ask us to delete it and we do |
| Garage, posts, messages and photos | While your account exists, or until you delete them |
| Security data and rate-limit counters | Up to one day |
| Usage events, session replays and AI content in PostHog | Under the retention settings of our PostHog plan. We delete them for you on request |
| Requests to AI providers | A provider may keep them for a short time to detect abuse, then deletes them |
| Email delivery logs at Resend | 30 days |
| Logs, monitoring and backups | Up to 90 days, then deleted automatically |
Your rights
You can ask to access, correct, export or delete your personal data, or to restrict how we use it. You can object to processing based on our legitimate interest, and you can withdraw consent at any time.
Write to hello@apexscout.app or use the contact form. We reply within one month.
If you are unhappy with how we handled your data, you can complain to the CNPD, the Portuguese data protection authority, at cnpd.pt, or to the authority where you live or work.
Changes to this policy
We change this policy when what we do with your data changes, and we update the date at the top. If a change affects people with an account, we tell them by email before it applies.
Contact
Write to hello@apexscout.app or use the contact form.