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The Vintage Automobile Racing Association
of Canada. ("VARAC" "we", "our" or "us"), is committed to protecting
the privacy and confidentiality of personal information collected,
used or disclosed to it. The purpose of this Privacy Policy
is to advise you as to why we ask for personal information,
how we use it, what safeguards we employ, and how to contact
us with privacy-related questions.
What Is Personal Information
In this Privacy Policy, "Personal Information"
means information that specifically identifies an individual
and is provided to, or collected by, VARAC, its staff, members,
officers, directors agents, associates, and affiliates on VARAC's
behalf.
Examples of Personal Information include
an individual's name, address, residential telephone and fax
numbers, email addresses, personal history, racing history,
cars owned, financial and credit information (including an individual's
social insurance number), donations, personal health information,
billing history, an individual's corporate involvements, work
experience, income and other benefits and medical records. Personal
Information however, may not include your name, business title
or business address and business telephone number if you are
employed by VARAC.
Why VARAC Collects Personal Information
VARAC collects and uses Personal Information
for the following purposes:
- Advising its members, sponsors and contractors of the goods
and services offered by, or by arrangement with, VARAC;
- Recording and determining the various services provided
to members of VARAC
- Evaluating and re-evaluating the goods and service needs
and preferences of a member, or members of VARAC;
- Meeting individual's preferences and needs;
- Improving the quality of goods and services we offer to
members in the future;
- Administration, billing, accounting and collection in relation
to the goods and services provided to members and guests of
VARAC;
- Protecting against fraud and error;
- Communicating with individuals generally or to ensure individuals'
satisfaction with services provided by VARAC;
- Communicating the Personal Information to a sub-contractor
(or other agents, intermediaries or third parties) in the
course of a contract or mandate for the performance of any
of the purposes listed above; and
- Such other specific purposes which are communicated to individuals
by VARAC and its staff, volunteers or agents before collection
including the publication of a membership directory from time
to time containing the names, addresses and communication
information necessary to facilitate communication among members.
Except when otherwise permitted by law, we
will only use an individual's Personal Information for the purposes
identified to that individual. When Personal Information is
to be used for a purpose not identified, we will take all reasonable
steps to ensure that the individual is made aware of the new
purpose. In most cases this will take the form of publication
of the purpose in the VARAC newsletter ("Vintage Racer").
How Do We Collect Personal Information?
We collect information only by lawful and
fair means and not in an unreasonable or intrusive way. Wherever
possible we collect Personal Information directly from the individual.
Sometimes we may obtain information about
you from other sources, for example:
- a government agency or registry;
- a banking institution;
- other financial institutions; and
- other racing and/or race sanctioning organizations.
Consent
Except as stated above, VARAC will not collect,
use or disclose an individual's Personal Information without
that individual's consent, except in certain extraordinary circumstances.
Such extraordinary circumstances shall include without limitation,
when legal, medical or security reasons make it impossible or
impractical to obtain consent or where it is otherwise in the
best interests of the individual.
The most common methods we use to obtain
an individual's consent is by way of the individual's oral consent
or by specific written consent from the individual when he/she
is establishing or renewing annual or life-time membership with
VARAC ("Membership"). You may also provide consent by intrinsic
means, for example, when you have previously provided Personal
Information to us and continue to use the services we provide
or when you provide us with your personal telephone number so
that we may contact you at home.
An individual may withdraw their consent
at any time, subject to any legal or contractual restrictions
and reasonable notice. An individual's refusal to provide, or
subsequent withdrawal of, his/her consent may affect VARAC's
ability to maintain the individual's relationship with VARAC.
Any implications of such a refusal or withdrawal will be explained
to the individual. To withdraw consent, an individual must contact
the VARAC Chief Privacy Officer in writing c/o VARAC, 49 Blue
Ridge Road, Toronto, M2K 1S1
Use and Disclosure of Personal Information
We will use an individual's personal information
in the ways described above. Under certain circumstances, VARAC
will disclose an individual's Personal Information to third
parties. Specifically, Personal Information may be used, shared
and disclosed to, from, or with, the members of VARAC, agents
retained on your behalf, as well as such other third parties
as are necessary to facilitate the provision of a service for
which you have retained VARAC and for which consent has already
been provided.
Under certain circumstances VARAC may disclose
an individual's Personal Information without their consent.
These include those circumstances where:
- disclosure of Personal Information is required or authorized
by law;
- it is necessary to establish or collect monies owed by the
individual to VARAC
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- we engage a third party to provide administrative services
to us (such as computer back-up services or archival file
storage) and the third party is bound by our Privacy Policy;
- the Personal Information is already publicly known;
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- it is pursuant to a court issued subpoena or warrant.
Our website may contain links to other sites,
which are not governed by this Privacy Policy. On our website,
like most other commercial websites, we may monitor traffic
patterns, site usage and related website information in order
to optimize the information, services or products we provide.
We may provide aggregated information to third parties, but
these statistics do not include any identifiable Personal Information.
Limiting Collection and Retention of Personal Information
We limit the collection of an individual's
Personal Information to that which is necessary for the purposes
identified in this Privacy Policy as same may be amended from
time to time, or for any additional purpose identified to the
individual before the collection of the Personal Information.
As well, Personal Information is not used or disclosed for purposes
other than those for which it was originally collected, except
with the consent of the individual or as otherwise permitted
by law.
Accuracy
We strive to ensure that an individual's
Personal Information is as accurate, complete, and up-to-date
as is necessary for the purposes for which it is used.
Accountability, Openness and Client Access
VARAC is responsible for the Personal Information
under its control and has appointed a Chief Privacy Officer
to ensure that we comply with all applicable privacy legislation
and the terms of this Privacy Policy. The Chief Privacy Officer
addresses and investigate questions or concerns regarding an
individual's Personal Information. To reach the Chief Privacy
Officer, please write to the VARAC Secretary c/o VARAC, 49 Blue
Ridge Road, Toronto, M2K 1S1
A copy of this Privacy Policy and any future
updates or amendments is available upon request from VARAC and
on our the web, www.varac.ca
VARAC will provide an individual access to
their Personal Information. An individual may correct or amend
any inaccuracies in that individual's Personal Information.
VARAC has the right to refuse an individual's request for access
to Personal Information if:
- the Personal Information is protected by legal privilege;
- granting access to the individual's Personal Information would reveal confidential
commercial information;
- doing so would reasonably be expected to threaten the life or security of another individual;
- the Personal Information was generated in the course of a formal dispute resolution process;
- the Personal Information would likely reveal Personal Information about another individual;
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- the request is vexatious or frivolous; and
- to protect VARAC's rights and property.
Challenging Compliance
Individuals are encouraged to discuss any
privacy issues with the Chief Privacy Officer. Upon request,
VARAC will inform an individual about the procedures in place
to receive and respond to complaints or inquiries about VARAC's
policies and practices relating to the handling of Personal
Information.
Changes To This Privacy Policy
VARAC reserves the right to change this Privacy
Policy at any time. All individuals are encouraged to contact
VARAC to establish if any updates have been made to this Privacy
Policy, which can be ascertained by the date listed at the top
of this Privacy Policy. Changes to VARAC's Privacy Policy will
be published in the Vintage Racer and on the VARAC website as
soon as reasonably possible following the change.
Communicating With Us
You should be aware that e-mail is not a
100% secure medium, and you should be aware of this when contacting
us to send personal or confidential information.
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