privacy policy

Vast Motorsport Media – Privacy Policy
EFFECTIVE DATE: 1 november, 2025

1. Introduction

Vast Motorsport Media (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy outlines how we collect, use, disclose and protect your personal information when you visit our website, participate in events, apply for casting or employment, or interact with us online or offline.

2. Information We Collect

We may collect the following types of personal information:

2.1 Personal Details

Full name, address, date of birth, gender

Email address, phone number, emergency contact details

2.2 Professional Information

Resume, experience, qualifications, photos or videos (for casting and media roles)

Social media handles or profiles

ABN, business name or payment details (for contractors or suppliers)

2.3 Event & Media Participation

Photographs, video recordings, or audio from events

Consent forms, uniform sizing, and availability details

Testimonials or quotes you provide

2.4 Website & Digital Information

IP address, browser type, and device information

Website usage statistics and cookies (see Section 8)

Social media engagement or online form submissions

3. How We Collect Information

We collect personal information in several ways, including:

When you fill out online forms or applications (e.g., “Join the Team”, “Contact Us”)

When you email, message, or speak with our team

When you attend our events, participate in photography or filming

From third parties such as event organisers, sponsors, or social media platforms (if you have consented or made this information publicly available)

4. How We Use Your Information

We use your personal information for purposes including:

Managing casting applications, bookings, and event participation

Communicating with you about events, opportunities, or updates

Creating promotional materials or social media content (with consent)

Processing payments or invoices

Managing partnerships and sponsorship agreements

Complying with legal obligations and safety requirements

5. Disclosure of Your Information

We may disclose your information to:

Event partners, sponsors, photographers, and venues

Our staff, contractors, and trusted service providers who assist us in operating our business (e.g., website hosting, email marketing, payroll)

Regulatory authorities if required by law or to ensure safety and compliance

Any third party with your express consent

We do not sell, rent, or trade personal information to third parties.

6. Use of Images and Media

By participating in our events or activities, you may be photographed or filmed.
You grant Vast Motorsport Media a royalty-free, worldwide, perpetual licence to use, reproduce, edit, and publish such media for promotional and marketing purposes, including social media, websites, and printed materials, unless you notify us otherwise in writing prior to the event.

7. Storage and Security

We store personal information electronically and, where necessary, in physical form.
We take reasonable steps to protect it from:

Misuse, interference and loss; and

Unauthorised access, modification or disclosure.

Access to personal data is restricted to authorised personnel only.
We use secure servers, password protection and encrypted systems where possible.

8. Cookies and Website Analytics

Our website uses cookies and analytics tools to improve your browsing experience and understand visitor behaviour.
Cookies do not personally identify you but help us track general trends (e.g., page visits, time on site).

You can disable cookies through your browser settings, though some website functions may not operate as intended.

9. Direct Marketing

We may send you updates, event announcements, or promotional information via email or SMS if you have opted in.
You can unsubscribe at any time using the link provided in our communications or by contacting us directly.

10. Accessing and Correcting Your Information

You have the right to:

Request access to the personal information we hold about you

Request corrections or updates if you believe the information is inaccurate or incomplete

Requests should be sent to media@vastmotorsportmedia.com
 and will be handled in accordance with the Privacy Act.

11. Data Retention

We retain personal information for as long as reasonably necessary to fulfil the purposes outlined in this policy or as required by law.
When information is no longer required, it is securely deleted or de-identified.

12. Overseas Disclosure

Some of our third-party providers (such as website hosting or cloud storage) may store information overseas.
We take reasonable steps to ensure those providers comply with privacy standards comparable to the APPs.

13. Complaints

If you believe your privacy has been breached or handled inappropriately, please contact us at:

Email: media@vastmotorsportmedia.com

Mail: Vast Motorsport Media, PO BOX 8052 Wooloongabba 4102, Queensland, Australia

We will investigate your complaint and respond within a reasonable timeframe.
If you are not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC):
www.oaic.gov.au

14. Policy Updates

We may update this Privacy Policy from time to time.
The latest version will always be available on our website, and the “Last updated” date at the top will reflect the most recent revision.