Legal

Privacy Policy

Phillip Island Auto Racing Club Ltd (PIARC) - Effective 1 May 2025

Last reviewed: April 2025

1. Introduction

Phillip Island Auto Racing Club Ltd (ABN available on request) ('PIARC', 'we', 'us', or 'our') is a not-for-profit motorsport club based in Victoria, Australia. We are committed to protecting the privacy of our members, officials, competitors, website visitors, and app users. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By using our website at piarc.com.au, our iOS or Android app, or by providing your personal information to us in any other way, you agree to the terms of this Privacy Policy.

Legislation

Privacy Act 1988 (Cth)
Australian Privacy Principles (APPs)

Platforms

piarc.com.au (website)
iOS app
Android app

2. Personal Information We Collect

2.1. Membership Information

Trigger

When you join PIARC or renew your membership through our website or app

Data Collected

Full name
Residential address (used to send membership card and bi-monthly club magazine PIARC Notes)
Contact details (phone number)
Email address
A PIN code used to authenticate your account in the app
Membership class and competition licence details

2.2. Competition & Officials Information

Applies To

Competitors
Race officials

Data Collected

Motorsport Australia licence number and grade
Vehicle details for Club Permit / Club Plates applications (including VIN, chassis number, and engine number)
Working with Children Check number (required for all officials)
Emergency contact details
Results, timing data, and race records

2.3. Website & App Usage Information

Trigger

When you visit piarc.com.au or use our app

Data Collected

IP address (stored temporarily in memory or logs)
Browser type, device type, and operating system
Pages viewed and links clicked
Date and time of access
Device push notification tokens (if notifications are enabled)

2.4. Payment Information

Payment Processor

Braintree (a PayPal service)

Note

PIARC does not store your credit card or banking details. Braintree's own privacy policy governs how payment data is handled.

2.5. Third-Party Content

Third Party Sources

Name

Natsoft

Data Type

Event results

Name

Motorsport Australia

Data Type

Event results and information

Note

These services operate under their own independent privacy policies.

3. How We Use Your Personal Information

Purposes

Processing and managing your PIARC membership
Sending your membership card and the bi-monthly PIARC Notes magazine to your address
Communicating your membership number and PIN for app login
Processing PIN resets and responding to enquiries you initiate
Sending event notifications you have opted into
Administering race events, hillclimbs, sprints, and other club activities
Processing Club Permit (Club Plates) applications in accordance with VicRoads requirements
Maintaining records for Motorsport Australia and other regulatory bodies
Improving our website, app, and services
Complying with our legal obligations

4. Disclosure of Personal Information

4.1. Within PIARC

Content

Access to your personal information within PIARC is limited to authorised committee members, club agents (for Club Permit purposes), and volunteers who need it to carry out club functions.

4.2. Third-Party Service Providers

Providers

Name

Braintree / PayPal

Purpose

Payment processing

Name

Firebase (Google)

Purpose

Push notification delivery via Firebase Cloud Messaging

Name

Natsoft

Purpose

Race timing and results publishing

Name

Motorsport Australia

Purpose

Licensing, insurance, and sanctioning requirements

Name

VicRoads

Purpose

Club Permit (Club Plates) administration

Name

Australia Post or equivalent

Purpose

Delivery of physical membership cards and PIARC Notes

Note

These providers are only given access to the information they need to perform their specific function and are required to keep it confidential.

4.3. Legal Requirements

Content

We may disclose your personal information if required to do so by law, court order, or government authority, or where we reasonably believe disclosure is necessary to protect the rights, property, or safety of PIARC, its members, or others.

4.4. No Sale of Personal Information

Content

We do not sell, rent, or trade your personal information to any third party for marketing or commercial purposes.

5. Overseas Disclosure

Some of our third-party service providers (including Firebase / Google and Braintree / PayPal) may store or process your data on servers located outside Australia. We take reasonable steps to ensure these providers maintain privacy standards consistent with the Australian Privacy Principles. By using our services, you consent to this transfer.

Overseas Providers

Firebase / Google
Braintree / PayPal

6. Data Security

Measures

Secure app authentication using membership number and PIN
Encrypted transmission of data via HTTPS
Limiting access to personal information to authorised personnel only
Engaging reputable third-party processors (Braintree, Firebase) with their own security frameworks

Disclaimer

Despite these measures, no data transmission over the internet or electronic storage method is completely secure. If you have reason to believe your account has been compromised, please contact us immediately at app@piarc.com.au.

Compromise Contact

app@piarc.com.au

7. Data Retention

We retain your personal information for as long as your membership is active and for a reasonable period thereafter, or as required by law (including for Motorsport Australia licensing records, VicRoads Club Permit records, and financial records). When personal information is no longer required, we will take reasonable steps to destroy or de-identify it.

Retention Requirements

Motorsport Australia licensing records
VicRoads Club Permit records
Financial records

8. Cookies & Analytics

Uses Cookies

Yes

Cookie Purpose

To improve user experience, remember preferences, and understand how visitors use the site

Third Party Tracking Cookies

Advertising Cookies

Opt Out

You can configure your browser to refuse cookies, although this may affect the functionality of some site features.

9. Children and Young People

PIARC welcomes junior competitors and young officials. Where we collect personal information from or about children under 18, we require parental or guardian consent. Officials working with children must hold a current Working with Children Check (WWC) in accordance with the Child Safe Standards applicable in Victoria.

Age Threshold

Requirements

Parental or guardian consent for children under 18
Current Working with Children Check (WWC) for officials working with children

Applicable Standard

Child Safe Standards (Victoria)

10. Your Rights & Choices

10.1. Access

Content

You have the right to request access to the personal information we hold about you. To make an access request, please contact us at app@piarc.com.au. We will respond within a reasonable timeframe and may ask you to verify your identity before providing access.

Contact

app@piarc.com.au

10.2. Correction

Content

If you believe personal information we hold about you is inaccurate, out of date, incomplete, or misleading, you may request that we correct it. We will take reasonable steps to correct the information within a reasonable timeframe.

10.3. Notifications

Content

You may opt out of push notifications at any time through your device settings. Note that opting out may mean you miss event reminders and club announcements.

Opt Out Method

Device settings

10.4. Complaints

Internal Process

Contact

app@piarc.com.au

Response Timeframe

30 days

Method

Submit complaint in writing

External Escalation

Body

Office of the Australian Information Commissioner (OAIC)

Website

www.oaic.gov.au

Phone

1300 363 992

Mail

GPO Box 5218, Sydney NSW 2001

11. Links to Third-Party Websites

Our website and app may contain links to third-party websites and services (including Motorsport Australia, Natsoft, event registration pages, and partner websites). We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any third-party sites you visit.

Example Third Parties

Motorsport Australia
Natsoft
Event registration pages
Partner websites

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we do, we will post the updated policy on this page with a revised effective date. Material changes will be highlighted on our website or notified to members via email or app notification.

Change Log

Date

May 29, 2023

Summary

Included reference to the Android app; updated terminology from CAMS to Motorsport Australia.

Date

May 2025

Summary

Comprehensive rewrite to reflect current website and app data practices.

13. Contact Us

Privacy Officer

Role

PIARC Privacy Officer

app@piarc.com.au

Postal Address

PIARC Privacy Officer, PO Box 6091, Vermont South VIC 3133

Closing Statement

We are committed to working with you to resolve any concerns promptly and fairly.