Privacy Policy

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Privacy Policy

The WA Sporting Car Club Inc. (“WASCC”, “the Club”, “we”, “us”, “our”) operates this website at wascc.com.au and the Wanneroo Raceway website at wannerooraceway.com.au (together, “our websites”).

We are committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), as amended by the Privacy and Other Legislation Amendment Act 2024 (Cth), and the Privacy and Responsible Information Sharing Act 2024 (Western Australia).

This Privacy Policy explains how we collect, use, store, disclose and protect personal information we collect through our websites, our membership processes, event registrations, and in the course of operating Wanneroo Raceway.

Last updated: 10 June 2026

1. What Personal Information We Collect

We collect personal information that is reasonably necessary for our functions as a sporting car club and venue operator. The type of information we collect depends on your interaction with us:

1.1 Membership

  • Full name, date of birth, and gender
  • Residential address, email address and phone number(s)
  • Emergency contact details
  • Motorsport Australia licence number (where applicable)
  • Vehicle details (where relevant to your membership category)
  • Medical declaration information (where required by the relevant motorsport governing body)
  • Membership payment history

1.2 Event Entry and Participation

  • Name, contact details, and licence or permit details
  • Vehicle details (make, model, class, log book details)
  • Emergency contact details
  • Medical declarations (where required)
  • Signed waivers and indemnities
  • Payment information (see Section 6)

1.3 Website Visitors

  • Name and email address (if you submit an enquiry or sign up for a mailing list)
  • IP address and browser/device information collected automatically via cookies and analytics tools
  • Payment information if you purchase tickets, merchandise or event entries online (see Section 6)

1.4 On-Premises Visitors

When you attend Wanneroo Raceway or WASCC premises as a participant, spectator, official, volunteer, media representative or in any other capacity, you may be photographed or filmed. See Section 5 for full details.

1.5 Sensitive Information

Some of the personal information we collect — such as medical declarations and health-related information required for motorsport participation — constitutes sensitive information under the Privacy Act. We collect this information only where it is required for the safety of participants and the conduct of permitted motorsport events, or where you have given your consent. We handle sensitive information with additional care and do not disclose it except as described in this policy.

2. Why We Collect Personal Information

We collect and use personal information for the following purposes:

  • To process and administer Club membership, including issuing membership cards, maintaining the membership register, and communicating with members about Club matters.
  • To process event entries and manage participant safety at permitted motorsport events.
  • To comply with the requirements of Motorsport Australia (or other relevant permit-issuing bodies) in connection with event permits and insurance — including providing participant information to Motorsport Australia and its insurers as required. See Section 4.2.
  • To process payments for memberships, event entries, venue hire and other services via our online payment system (Stripe). See Section 6.
  • To send Club communications and newsletters via Mailchimp, where you have consented to receive them. See Section 3.
  • To promote the Club and Wanneroo Raceway through photographs and video taken on premises. See Section 5.
  • To respond to enquiries, complaints, and other correspondence.
  • To maintain accurate financial and administrative records in compliance with legal and regulatory obligations.
  • To comply with our obligations under the Associations Incorporation Act 2015 (WA), applicable motorsport regulations, and other applicable laws.
  • To manage the safety and security of our premises and events.

We will not use your personal information for purposes materially different from those listed above without your consent, unless permitted by law.

3. Mailing Lists and Email Communications

3.1 Mailchimp

We use Mailchimp, a marketing and email platform operated by The Rocket Science Group LLC (an Intuit company), to manage and send our email communications. When you subscribe to any of our mailing lists, your email address and any other details you provide will be stored and processed by Mailchimp on servers that may be located outside Australia, including in the United States.

By subscribing to a WASCC or Wanneroo Raceway mailing list, you:

  • Consent to your personal information being collected, used, disclosed and stored in accordance with the Mailchimp/Intuit Privacy Statement and Mailchimp Terms of Use; and
  • Acknowledge that Mailchimp is based in the United States and that your information may be stored on servers outside Australia.

We do not share your mailing list information with third parties for marketing purposes.

3.2 Mailing List Types and Consent

We operate a number of separate mailing lists. All mailing lists — with the exception of the principal Club membership communications list described below — are entirely optional and require your explicit consent at the time of sign-up. You may unsubscribe from any optional list at any time by clicking the unsubscribe link in any email, or by contacting us.

3.3 Principal Club Membership Communications List

Members of the WA Sporting Car Club are enrolled on the principal Club membership communications list. This list is used to deliver important member communications, including notices of meetings, event information, rule changes, safety notices, and other information relating to your membership and Club activities.

You may choose to unsubscribe from this list at any time. However, please be aware that if you unsubscribe from the principal membership communications list, you may miss important Club communications — including notices that affect your rights or obligations as a member. The Club cannot be held responsible or liable for any consequences arising from your decision to unsubscribe from this list.

3.4 Spam Act Compliance

All commercial electronic messages we send comply with the Spam Act 2003 (Cth). All emails include a clearly visible and functional unsubscribe mechanism. We will honour all unsubscribe requests promptly.

4. Disclosure of Personal Information

4.1 General Principle

We do not sell your personal information. We disclose personal information only in the circumstances described in this policy, or as otherwise required or permitted by law.

4.2 Permit-Issuing Bodies and Event Insurers

Wanneroo Raceway hosts a wide range of motorsport and other events. Not all events are conducted under a Motorsport Australia permit. Depending on the nature of the event, the relevant permit-issuing body and insurer may include — but is not limited to — any of the following:

  • Motorsport Australia (the Confederation of Australian Motor Sport Limited) — for events conducted under a Motorsport Australia permit and the Motorsport Australia National Insurance Program;
  • Other motorsport governing bodies or sanctioning organisations — for events sanctioned by bodies other than Motorsport Australia (for example, events sanctioned by the Australian Auto-Sport Alliance (AASA) or other state or national bodies);
  • The event organiser’s insurer or permit-issuing body — for events organised by third-party hirers or promoters using Wanneroo Raceway as a venue.

As a condition of most motorsport events, we are required to provide participant information — including names, licence details, vehicle details, and signed waivers and indemnities — to the relevant permit-issuing body and its nominated insurers. This is necessary to ensure that appropriate insurance coverage is in place for the event and that all participants are covered under the applicable policy.

By entering any event at Wanneroo Raceway or an event organised by WASCC, you consent to the disclosure of your relevant personal information to the applicable permit-issuing body and insurers for that event. The identity of the relevant permit-issuing body and insurer will be stated in the supplementary regulations or event entry documentation for each event.

Where an event is conducted under a Motorsport Australia permit, Motorsport Australia’s handling of your personal information is governed by the Motorsport Australia Privacy Policy. For events conducted under other bodies, you should refer to the relevant body’s privacy policy.

4.4 Service Providers

We engage reputable third-party service providers to assist in operating the Club and our websites. These include:

  • Stripe — online payment processing (see Section 6)
  • Mailchimp (Intuit) — email marketing and member communications (see Section 3)
  • Absolute IT — IT services, server infrastructure, digital archiving and cloud backup (see Section 8)

These providers are engaged under confidentiality obligations and/or their own published privacy policies, and are authorised to use your personal information only for the purposes for which it was disclosed.

4.5 Legal and Regulatory Obligations

We may disclose personal information where required or permitted by Australian law, including in response to court orders, subpoenas, law enforcement requests, or regulatory investigations.

4.6 Safety and Emergency Situations

We may disclose personal information — including emergency contact details and medical information — where necessary to respond to a medical emergency or to protect the safety of a participant, spectator or other person on our premises.

5. Photography and Video on Premises

Wanneroo Raceway is an active motorsport venue that hosts events and activities conducted by the Club, as well as events organised by third-party hirers, promoters, and other organisations. Photography and filming occur regularly across all types of events and activities at the venue.

When you enter or are present on WASCC or Wanneroo Raceway premises — whether as a participant, competitor, crew member, official, volunteer, spectator, sponsor, media representative, or visitor — you may be photographed or filmed by any of the following:

  • The Club or its authorised representatives;
  • Authorised media organisations covering Club events;
  • Sponsors or commercial partners of the Club or of a specific event;
  • Third-party event hirers and their contractors, photographers and media, where the venue is being used for an event not organised by the Club; and
  • Other participants, spectators and members of the public present at the venue.

By entering our premises, you acknowledge and consent to:

  • Being photographed or filmed as described above;
  • The Club using photographs and footage taken by or on behalf of the Club for the promotion and marketing of the Club, Wanneroo Raceway, and motorsport in Western Australia, including on our websites, social media channels, newsletters, and other promotional materials; and
  • The Club sharing photographs and footage with media organisations, sponsors, and relevant governing bodies for promotional and reporting purposes.

Please note: The Club does not control the photography and filming practices of third-party event hirers or their contractors. Where Wanneroo Raceway is being used by a third-party organiser, that organiser is responsible for their own photography and filming practices and any associated privacy obligations. If you have concerns about photography or filming at a third-party event, please direct your enquiry to the relevant event organiser.

If you have concerns about specific images or footage taken by or on behalf of the Club, please contact us using the details in Section 13. We will consider all requests and, where reasonable and practicable, remove or restrict the use of specific images.

Photographs and video of minors will be handled with additional care. We will not publish identifying information (such as full name or school) alongside images of minors without the consent of a parent or guardian.

6. Online Payments — Stripe

Online payments made through our websites — including membership fees, event entry fees, venue hire payments, merchandise and ticket purchases — are processed by Stripe, a payment processing service operated by Stripe Payments Australia Pty Ltd and its affiliates.

When you make a payment on our websites, your payment card details are entered directly into Stripe’s secure, PCI DSS Level 1-compliant payment environment. We do not see, access, or store your full payment card number, CVV or expiry date.

The only payment-related data we retain in our own systems is:

  • A Stripe Payment ID (a unique transaction reference) for reconciliation purposes; and
  • The last four digits of the card used, for the purpose of matching payments to records if a query arises.

In connection with processing your payment, Stripe may collect personal information including your name, billing address, email address, IP address, and device information. Stripe uses this information to process the transaction, prevent fraud, verify identity, and comply with its legal obligations.

As stated in Stripe’s own guidance: “We use Stripe for payments, analytics, and other business services. Stripe may collect personal data including via cookies and similar technologies. The personal data Stripe collects may include transactional data and identifying information about devices that connect to its services. Stripe uses this information to operate and improve the services it provides to us, including for fraud detection, loss prevention, authentication, and analytics related to the performance of its services.”

Stripe is certified as compliant with the Payment Card Industry Data Security Standard (PCI DSS Level 1) and holds SOC 2 Type II and ISO 27001 certifications. Payment data processed by Stripe may be stored on servers located outside Australia. Stripe’s handling of your payment data is governed by the Stripe Privacy Policy and the Stripe Services Agreement.

For questions about a specific payment, please contact us using the details in Section 12.

7. Cookies and Website Analytics

Our websites use cookies and similar technologies to operate core website functions and to understand how visitors use our sites. This includes the use of Google Analytics to collect anonymised information about website usage such as pages visited, session duration, and general geographic location derived from IP address. We do not use this data to identify individual users.

Google Analytics data is retained for the default period of 14 months. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on. Google’s data practices are governed by the Google Privacy Policy.

Our websites are built on WordPress, operated by Automattic Inc. Automattic may set certain functional cookies on your device. These are described in the Automattic Cookie Policy.

You may manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our websites.

8. How We Store and Protect Personal Information

8.1 Digital Records

Personal information collected digitally is stored on secure servers managed by our IT provider, Absolute IT. Digital records are archived by Absolute IT and a backup copy of all digitised records is maintained in a secure cloud environment. We take reasonable steps to ensure that personal information stored digitally is protected from misuse, interference, loss, unauthorised access, modification and disclosure.

8.2 Physical Records

Some personal information — including membership forms, event entry forms, payment records and correspondence — may initially be received in paper form at the Club office on site at Wanneroo Raceway. All physical records containing personal information are:

  • Kept in the locked Club office on site at all times;
  • Scanned and digitised upon receipt, after which the original paper document is securely shredded; and
  • Retained in digital form on the Club’s server infrastructure in accordance with our document retention obligations.

Where physical documents cannot be immediately digitised and destroyed, they are stored securely within the locked office until they are processed.

8.3 Payment Card Data

Any physical documentation that passes through the Club office containing payment card numbers or sensitive financial information is shredded immediately once scanned. Full payment card numbers are never retained in any Club system — only the last four digits and payment reference ID are kept (see Section 6).

8.4 Data Security

Despite our reasonable precautions, no data storage or transmission method is completely secure. We encourage you to take your own precautions when submitting personal information online, such as using secure networks and keeping your login credentials confidential.

In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under the Privacy Act.

9. Data Retention

We retain personal information for as long as is reasonably necessary for the purposes for which it was collected, and in accordance with our legal and regulatory obligations. In particular:

  • Financial and administrative records — retained for a minimum of 7 years from the date of the transaction or record, in accordance with applicable Australian record-keeping obligations under taxation and corporate law.
  • Membership records — retained for the duration of membership and for a reasonable period thereafter for administrative and legal purposes.
  • Event entry records — retained for a period sufficient to manage any insurance claims or legal proceedings that may arise from event participation. Given the nature of motorsport, this period may extend beyond the 7-year general retention period where a claim is ongoing.
  • Google Analytics data — retained for 14 months (see Section 7).

When personal information is no longer required, we will take reasonable steps to destroy or permanently de-identify it.

10. Your Rights

Subject to the Australian Privacy Principles, you have the right to:

  • Access — request access to personal information we hold about you.
  • Correction — request correction of personal information that is inaccurate, incomplete or out of date.
  • Opt out of mailing lists — unsubscribe from any optional mailing list at any time (see Section 3).
  • Complain — make a complaint about how we have handled your personal information.

To make an access or correction request, or to lodge a privacy complaint, please contact us using the details in Section 13. We will respond within a reasonable period and may need to verify your identity before processing your request.

If you are not satisfied with our handling of a complaint, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or call 1300 363 992.

11. Children’s Privacy

We collect personal information about minors (persons under 18) primarily in the context of junior membership categories and youth motorsport programs. Where we collect information about a minor, we require parental or guardian consent and will direct communications to the parent or guardian rather than the minor.

Photographs and video of minors will not be published with identifying information (such as full name or school) without the explicit consent of a parent or guardian.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology or legal obligations. Updated versions will be posted on our websites with a revised “Last updated” date. Continued use of our websites after any update constitutes acceptance of the revised policy.

13. Contact Us

For any privacy-related enquiries, access or correction requests, or complaints, please contact:

WA Sporting Car Club Inc.
Wanneroo Raceway
Wattle Avenue, Neerabup, Western Australia 6031
Email: admin@wannerooraceway.com.au
Phone: (08) 9306 8022

This Privacy Policy should be read together with our Terms & Conditions.