Privacy Policy

1. Who We Are and How to Contact Us

We are VRT (Vicpark Race Team), a community cycling organisation based in Western Australia, Australia. We are committed to protecting your privacy and respecting your rights when you use our website, participate in our rides and events, or engage with our cycling community.

This Privacy Policy applies to our website vrt.org.au ("Site"), our events, memberships, community activities and our social media channels. It explains how we collect, hold, use and disclose personal information and how we comply with the Privacy Act 1988 (Cth).

This Privacy Policy does not cover information you submit on other websites, even if we communicate with you on those sites. For example, if you post something on Facebook, Instagram, Strava or other third-party platforms, that information is governed by the privacy policies of those platforms, not this Privacy Policy.

We will only use your personal information in compliance with Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

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2. Our Role in Your Privacy

If you are a member, event participant, volunteer, sponsor, supporter or visitor to our Site, this Privacy Policy applies to you.

As the organisation responsible for operating this Site and managing our community activities, we determine how and why your personal information is processed.

We do not sell or rent your personal information to third parties. We are committed to protecting your privacy and being transparent about how your information is collected and used.

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‍3. Your Responsibilities

Please read this Privacy Policy and our Website Terms of Use.

If you provide us with any information relating to another person, you confirm that you have the authority to do so and that you have informed them about how their information may be used in accordance with this Privacy Policy.

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‍4. When and How We Collect Data

From the moment you visit our Site, we may collect information about you. Sometimes you provide this information directly and sometimes it is collected automatically.

We may collect information when:

• You interact with us on social media
• You complete a contact form, event registration form, volunteer application or membership form
• You subscribe to newsletters or updates
• You communicate with us by email, phone or social media
• You attend rides, events or community activities
• You accept cookies and other tracking technologies
• You voluntarily submit information to us for any reason

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‍5. Types of Data We May Collect

• Contact details (name, address, email address and phone number)
• Membership information
• Emergency contact information
• Event registration information
• Volunteer information
• Information relating to your involvement with VRT
• Information about your experience with our website, events and activities
• Device information such as IP address, browser type, operating system, time zone and approximate location
• Information about how you use our Site, including page visits, clicks, time spent on pages and other interactions

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‍6. Use and Disclosure of Your Data

We will only use your information for the purposes it was collected and related purposes, including:

• Operating and maintaining our website
• Managing memberships, events and community activities
• Communicating with members, riders, volunteers and supporters
• Responding to enquiries and providing support
• Providing information about rides, events, programs and community initiatives
• Improving our website and user experience
• Conducting surveys, feedback requests and community research
• Sending newsletters and updates where you have consented
• Monitoring compliance with our Website Terms of Use

We may disclose your information:

• As required by law
• With your consent
• Within our organisation
• To trusted service providers who assist us in delivering our website, communications, events or other activities

‍7. Photography and Media

VRT may take photographs and video recordings during rides, events and community activities.

These images may be used on our website, social media channels, newsletters, promotional materials and other communications relating to VRT and its activities.

If you do not wish to appear in photographs or videos, please notify us before attending the relevant activity and we will make reasonable efforts to accommodate your request.

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‍8. Google Analytics

We use Google Analytics and similar technologies to help us understand how visitors use our Site.

These services collect information about how visitors interact with our Site so that we can improve its performance and user experience.

You can learn more about Google's privacy practices and opt-out options through Google's website.

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‍9. Choosing Not to Provide Personal Information

You may choose not to provide personal information to us.

However, if you do not provide certain information, we may be unable to respond to your enquiry, process your registration, manage your membership or provide access to certain services or activities.

You may still browse our Site without providing personal information.

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10. Cookies and How to Block Them

Our Site uses cookies and similar technologies to provide functionality, analyse traffic and improve user experience.

Cookies are small data files stored on your device that often include an anonymous unique identifier.

You can disable cookies through your browser settings. If you choose to disable cookies, some parts of the Site may not function as intended.

For more information about cookies, visit www.allaboutcookies.org.

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‍11. Marketing

We will always let you know if we intend to use your information for marketing purposes.

You may withdraw your consent to receive marketing communications at any time by:

• Contacting us through our website
• Unsubscribing from our emails using the unsubscribe link provided

112. Your Rights

You may exercise any of the following rights at any time by contacting us through our website.

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‍Accessing Information We Hold About You

You may request access to personal information we hold about you.

We will respond within a reasonable timeframe unless doing so would adversely affect the rights and freedoms of others or we are otherwise legally permitted to refuse access.

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‍Correcting Inaccurate Information

You may request that we correct information we hold about you if it is inaccurate, incomplete or out of date.

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‍The Right to Be Forgotten

You may request that we delete your personal information.

We will comply with such requests where legally permitted, except where we are required to retain information for legal, regulatory or legitimate organisational purposes.

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‍13. Making a Complaint

If you have concerns about how your information is handled, please contact us through our website.

If you are not satisfied with our response, you may seek a review through the Office of the Australian Information Commissioner.

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‍14. Security of the Data We Collect

We take the security of your information seriously.

While no method of transmission or storage can be guaranteed to be completely secure, we maintain reasonable physical, electronic and procedural safeguards to help protect personal information, including:

• Password-protected systems and accounts
• Secure third-party storage providers
• Restricted access to personal information
• Regular review of security practices

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‍15. Where We Store Data

We use reputable service providers located in Australia and, in some cases, overseas.

Where personal information is transferred outside Australia, we take reasonable steps to ensure that appropriate privacy and security protections are maintained.

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‍16. How Long We Store Data

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory and organisational requirements.

When information is no longer required, it will be securely deleted or permanently anonymised.

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‍17. Third Parties Who Access Your Data

We may share information with:

• Service providers assisting with website hosting, email communications and event management
• Professional advisers, including legal and accounting advisers
• Fraud prevention and security providers
• Government authorities where required by law
• Other parties where you have provided consent or where disclosure is otherwise permitted by law

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‍18. Age of Consent

Our Site may be accessed by people of all ages.

Where participation in rides, events, memberships or community activities involves a person under the age of 18, consent may be required from a parent or guardian.

We do not knowingly collect personal information from children without appropriate consent.

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‍19. Governing Law

This Privacy Policy and your use of this Site are governed by the laws of Western Australia, Australia.

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‍20. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, technology, legal obligations or organisational requirements.

The Effective Date displayed on this page will indicate when the policy was last updated. We encourage you to review this page periodically.