VRRA PRIVACY STATEMENT
The Vintage Road Racing Association (VRRA) is committed to respecting the
confidentiality of members’ personal information.
Members’ personal information in the form of name, address, postal code, phone number
and email address is held in both hardcopy and electronic formats by the Membership
Secretary and may be shared with the Executive or individuals performing duties under
the direction of the Executive. This information is used by the VRRA solely for the
purposes of administrating the VRRA and to distribute the Baffled Muffler. Personal
information supplied to the VRRA will remain confidential and will not be sold to, or
shared with any other individual, corporation or company. Access to personal
information will be restricted solely to those officials of the association who need the
information to perform the duties assigned to them.
Event registrations, including personal information and other information required for the
registration process, are held in both hard and electronic formats by the Registrar and the
Competition Coordinator for use in organizing racing events. Event registration may take
the form of an on-line registration process. Information gathered by the service provider
will be covered by a confidentiality agreement. Information from the electronic system
would be similar to, and used in the same fashion as, the present mail-in system.
Any personal information shared with a third party such as a printing company for
distribution of the Baffled Muffler, a magazine with which the VRRA has entered into a
circulation agreement, etc, will be subject to a confidentiality agreement between the
VRRA and the third party. Any member who does not want their personal information
shared with a commercial organization as part of such an agreement will have the
provision to opt out of such an agreement. The confidentiality agreement will detail that
the information will not be used for any other purpose than that for which it was supplied,
will be destroyed on termination of the contract and confidentiality of the material will be
maintained in compliance with the VRRA privacy statement.
If a roster of current members is made available to members, for the purpose of allowing
members to contact others, the information would be made available only with the
express permission of each member. The VRRA cannot guarantee that the information
contained in the roster will remain confidential only to members of the VRRA as we
cannot be responsible for the actions of all members. It is the expectation of the VRRA
that information contained in a roster will not be shared with non-members without the
prior permission of the member so identified.
The VRRA website contains a ‘members only’ section, accessible by current members,
that requires login to gain access. It is the expectation of the VRRA that any information
on this section of the website will not be shared with non-members. On termination of
membership in the VRRA, access to the login section of the website will be removed.
Any personal information placed on the VRRA website by members is controlled and
edited by each member, so confidentiality is within the control of each member.
Occasionally, the club may ask members to complete a survey which may request
information considered as sensitive personal information. Completion of any such survey
would be optional and a member may opt out of completing all or part of the survey. The
individual(s) collecting and tabulating the survey responses will be identified at the time
the survey is requested. The information on completed surveys will be separated from
any means of identifying individuals and the results tabulated to provide feedback to the
Executive on member satisfaction and to guide the future direction of the association.
Survey information, in the form of membership demographics, stripped of any means of
identifying individuals, may be shared with potential sponsors.
Privacy Officer, the VRRA Vice-President.
Adopted by the 2013 VRRA Executive