National Auto Sport Association Privacy Policy

Last updated: June 3, 2025

1. Who We Are

National Auto Sport Association, Inc. (“NASA,” “we,” “us,” or “our”) is a United States-based motorsports membership organization that sanctions amateur racing events, driver education programs, and related activities. We are committed to protecting the privacy of individuals who interact with our Services. Our principal place of business is 7065 W. Ann Rd. #130-432, Las Vegas, Nevada 89130, USA. This Policy explains how we collect, use, disclose, and secure personal information obtained through our websites, registration and licensing platforms, telephone and SMS channels, online community forums, and any other web-based services that link to or reference this Privacy Policy (collectively, the “Services”).

2. Scope

This Privacy Policy applies to visitors, members, event participants (including minor drivers), vendors, and any other individuals who interact with the Services anywhere in the world. By providing your personal information through our Services, or by continuing to use our Services after being provided with this Policy, you acknowledge that your personal information will be processed in accordance with this Policy.

3. Information We Collect

Event Photography and Videography

Participants and attendees at NASA-sanctioned events may be photographed or recorded. NASA may use these images and recordings on our website, social media, promotional materials, and other media channels for promotional, informational, or archival purposes. By attending NASA events, participants and attendees acknowledge that they may be photographed or recorded. Participants can request the removal of specific images or recordings where they are clearly identifiable and the primary subject by contacting [email protected]. We will make reasonable efforts to accommodate such requests, unless there are overriding legitimate interests or legal obligations for continued use.

3.1 Information You Provide to Us

• Identity Data: First and last name. Your membership number is assigned internally by our system.
• Contact Data: Postal address, email address, and mobile telephone number.
• Demographic and Licence Data: Date of birth, a state-issued driver’s license (an uploaded image of the license may be required for identity verification and eligibility purposes when applying for a NASA Competition Licence), emergency contact information. Guardian information for minor drivers is collected only via physical waiver forms at events and is not digitally stored; these physical forms are securely stored and disposed of in accordance with our retention policies.
• Medical Data: Medical history information and physician clearance that you voluntarily submit with your explicit consent when applying for or renewing a NASA Competition License, for the specific purpose of assessing your fitness for competition. NASA is not a medical provider and does not provide healthcare services or advice. We safeguard this highly sensitive information with appropriate security measures, strict confidentiality, and access is strictly limited to designated NASA personnel involved in safety and eligibility assessments and, where necessary, emergency medical personnel.
• Event-Waiver Data: For adult participants, a selfie photo (for identity verification in relation to the digital waiver), electronic signature, timestamp, and waiver text captured through our digital waiver system. For minor participants, we use paper waiver forms signed by the participant and parent or legal guardian; no photos of minors are collected or stored digitally.
• Financial Data: Payment card details are collected and processed only by our PCI-compliant third-party payment processor. We do not store your full payment card details.
• Communications: Support requests, survey responses, contest entries, marketing preferences (including consent for partner communications), and any other information you choose to provide.
• Vehicle Information (Contingency Programs): Your full name, vehicle year, make, model, color, car number, and class provided when you explicitly opt-in to register for contingency programs. This information may be shared with contingency partners solely to administer and audit these programs. If a competitor chooses to claim for a contingency, participation data (which includes your full name and relevant event/vehicle details) will also be shared, again, in order to administer and audit these contingency programs.

3.2 Information Collected Automatically

• Usage and Log Data: IP address, browser type, referring pages, pages visited, time spent, links clicked.
• Device Data: Operating system version, device type, and unique device identifiers.
• Cookies and Similar Technologies: See Section 6 for details.

4. How We Use Your Information and Our Legal Bases for Processing

We process personal information for the following purposes, relying on the specified legal bases:

• Service Delivery: To register you for events, issue membership, competition, or other types of licences, process payments, and provide customer support.
  • Legal Basis: Performance of a contract with you.
• Transactional Communications: To send confirmations, schedules, safety updates, and other service-related information via email, voice, or SMS.
  • Legal Basis: Performance of a contract with you; Legitimate interests (to keep you informed about essential service aspects).
• Safety, Eligibility and Compliance: To verify age, legal driving status, and medical fitness for competition; to satisfy insurance requirements; and to enforce our rules.
  • Legal Basis: Legal obligation; Legitimate interests (ensuring the safety and integrity of our events); Explicit consent (for Medical Data).
• Analytics and Improvement: To understand usage patterns and enhance our websites, programs, and services.
  • Legal Basis: Legitimate interests (to improve our Services), with user controls such as cookie opt-outs.
• Legal: To resolve disputes, detect fraud, and comply with applicable laws and legal processes.
  • Legal Basis: Legal obligation; Legitimate interests (to protect our legal rights).
• Contingency Programs: To administer contingency program registrations and enable partner audits for accuracy and compliance, based on your explicit opt-in. This includes sharing your full name, relevant vehicle information, and participation data with contingency partners.
  • Legal Basis: Consent.
• Marketing and Promotional Communications (including on behalf of Partners): To send you information about NASA services, events, and offers, or promotional communications on behalf of our selected partners, where you have provided your explicit opt-in consent to receive such communications.
  • Legal Basis: Consent.

You will be provided with clear options to manage your marketing preferences, including those for partner communications, at the point of information collection and within communications you receive. We do not use personal information for unsolicited marketing or advertising campaigns without your explicit consent.

5. Text Messaging (SMS) Programs

NASA operates non-marketing SMS programs. Participation is voluntary and requires express consent. In addition to event notifications and member services support, we also send notifications regarding waitlists and available spot openings if you explicitly agree during the waitlist sign-up process.

• Program & Purpose:
  • NASA Event Notifications SMS: Time-sensitive updates related to an event for which you have registered (schedule changes, weather alerts, paddock instructions) and to deliver links for completing digital event waivers.
  • NASA Member Services SMS: Two-way support line. Text our main number (510-232-6272) and a NASA representative will reply from our 3CX phone system.
• Opt-In Method:
  • Event Notifications: Checking the consent box and providing your mobile number on an event-registration form.
  • Member Services: You initiate the conversation by sending the first text.
• Typical Frequency:
  • Event Notifications: Varies by event; usually < 10 msgs per event.
  • Member Services: Varies based on your inquiry.
• Fees: Message and Data rates may apply.
• Opt-out: Reply STOP to unsubscribe at any time from any program.
• Help: Reply HELP for assistance or email [email protected].

No mobile information will be shared with third parties or affiliates for their marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except subcontractors (e.g., Twilio, wireless carriers, or our 3CX platform) engaged under contract to provide SMS services on our behalf, who are bound by obligations to protect such data.

6. Cookies, Analytics, and Tracking Technologies

We use first-party cookies (small text files stored on your device) and services like Google Analytics to understand how visitors navigate and use our sites, to improve our services, and for essential site functionality. Google Analytics collects traffic data such as truncated IP addresses (where IP anonymization is enabled), device identifiers, and browsing actions.

• Types of Cookies We May Use:
  • Essential Cookies: Necessary for the website to function and cannot be switched off in our systems.
  • Performance/Analytics Cookies: Allow us to count visits and traffic sources so we can measure and improve the performance of our site (e.g., Google Analytics).
• Your Choices:
  • You can disable cookies through your browser settings. However, disabling essential cookies may affect website functionality.
  • You can install the Google Analytics Opt-Out Browser Add-on.
  • We are evaluating the implementation of a cookie consent management tool to provide more granular control over non-essential cookies.

7. How We Share Information

We do not sell, rent, or lease your personal information. We disclose information only in the following circumstances and with appropriate safeguards:

• To NASA Regions and Service Providers: We may share information with regional directors, administrators, and official NASA volunteers who run local events, and with third-party service providers assisting with payment processing, SMS delivery, digital waiver management, website hosting, IT support, and analytics. These parties are bound by contractual obligations to protect the confidentiality and security of personal information and to use it only for the purposes for which it was disclosed to them.
• To Contingency Partners: Your full name, vehicle information, and participation data provided by participants who opt into contingency programs may be shared with those specific partners solely to administer and audit these programs.
• For Legal or Safety Reasons: If required by law, regulation, subpoena, court order, or to respond to an emergency, or to protect the rights, property, or safety of NASA, our members, or others.
• With Your Consent: When you expressly authorize us to share your information with other third parties (this is separate from NASA sending communications on behalf of partners, where NASA controls the sending).
• International Data Transfers: If we engage service providers or have operations that involve transferring your data outside of your country of residence (e.g., data hosted on servers in another country), we will take appropriate steps to ensure that your personal information is treated securely and in accordance with this Privacy Policy and applicable law. This may include using Standard Contractual Clauses or relying on other lawful transfer mechanisms.

8. Community Platforms and Third-Party Services

NASA may utilize or provide links to third-party platforms, such as public Discord servers or other online forums, for community engagement and communication. Your use of these platforms is voluntary. Please be aware that these third-party services have their own privacy policies, terms of service, and community guidelines, which govern their collection and use of your information. We encourage you to review the privacy policies and terms of any third-party platform before engaging.

Information you voluntarily disclose in public channels on these platforms (e.g., messages, usernames, profiles) may be visible to other users of the platform, the platform provider, and potentially to NASA if we participate in or moderate such communities. NASA’s Privacy Policy applies to information we directly collect through our Services as described herein, but it does not govern the independent data practices of these third-party platforms.

9. Your Choices and Rights

You have certain rights regarding your personal information, subject to local law. These may include:

• SMS Opt-Out: Reply STOP to any NASA text to cease messages from that specific program.
• Email Preferences: Use the unsubscribe link contained in any NASA marketing or promotional email to opt-out of future similar communications. You may also be able to manage your communication preferences through your account settings or by contacting us.
• Cookies: Adjust browser settings or use the Google Analytics opt-out add-on as described in Section 6.
• Access and Portability: You have the right to request access to the personal information we hold about you and, where appropriate and feasible, to receive a copy of such information.
• Correction (Rectification): You may request that we correct any inaccurate or incomplete personal information.
• Deletion (Erasure): You may request that we delete your personal information, subject to certain exceptions (e.g., where we are legally required to retain it or for legitimate operational needs).
• Object to Processing: Where we process your information based on legitimate interests, you may have the right to object to this processing.
• Restrict Processing: You may have the right to request that we restrict the processing of your personal information in certain circumstances.
• Lodge a Complaint: You have the right to lodge a complaint with a relevant data protection authority if you believe our processing of your personal information violates applicable law.

To exercise these rights (other than SMS/email opt-outs), please contact us at [email protected]. We will respond to your request within a reasonable timeframe (e.g., 30-45 days, as required by applicable law), and we may need to verify your identity before processing your request.

10. Data Security

We employ administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include encryption in transit, role-based access controls, and regular reviews of our security practices. While we strive to protect your personal information, no Internet transmission or electronic storage is 100% secure, and we cannot guarantee absolute security. In the event of a data breach that is likely to result in a high risk to your rights and freedoms, we will notify you and relevant authorities as required by applicable law.

11. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this Policy, to comply with our legal, insurance, and sanctioning body obligations, and to resolve disputes. Specific retention periods vary based on the type of information, legal requirements, risk management considerations, and operational needs. For example:

• Membership data may be retained for a period following membership lapse to facilitate renewals and for historical record-keeping in compliance with sanctioning body requirements.
• Event waiver data is retained in accordance with legal and insurance requirements, typically for several years.
• Medical data submitted for competition licenses is retained for the duration of the license validity and any legally required period thereafter.

When personal information is no longer required, we securely delete or de-identify it in accordance with our data retention procedures.

12. Children’s Privacy and Minor Drivers

NASA occasionally permits junior drivers as young as 11 years old to participate in sanctioned programs under our Competition Licence pathway.

• Parental Consent: Accounts for children under 13 must be created and managed by a parent or legal guardian. We require verifiable parental consent before any personal information is collected from a child under 13. For online account creation, verifiable parental consent may be obtained through methods such as a signed consent form submitted electronically or by mail, or other legally compliant mechanisms. For on-site activities, paper waivers signed by the parent or legal guardian serve as consent. We do not send marketing or promotional communications (including on behalf of partners) to children under 13.
• Information Use: Personal information collected from children under 13 is used solely for purposes related to their participation in NASA programs, safety, and as described in this Policy, and is not used for other purposes without explicit parental consent.
• COPPA Compliance: Our practices are designed to comply with the Children’s Online Privacy Protection Act (COPPA). We do not knowingly allow a child under 13 to manage an account independently or provide personal information directly to us without verifiable parental consent. If we learn we have collected personal information from a child under 13 without such consent, we will delete it promptly. Parents can review, request deletion of, or refuse further collection of their child’s personal information by contacting [email protected].

13. International Users

If you access the Services from outside the United States, you consent to the processing and storage of your information in the United States and other jurisdictions where we or our service providers operate. Data protection laws in these jurisdictions may be different from, and potentially less protective than, those of your home country. We take appropriate steps to ensure that your personal information is treated securely and in accordance with this Privacy Policy and applicable law when transferred internationally.

14. Changes to This Policy

We may update this Policy from time to time to reflect changes in our practices or legal requirements. We will post the revised version on our website with an updated “Last updated” date. Material changes will be announced prominently on our website, and where appropriate, we may notify you via email or SMS, providing reasonable notice before the changes take effect.

15. Contact Us

If you have questions or concerns about this Privacy Policy or NASA’s data practices, please contact our Privacy Officer:

National Auto Sport Association, Inc.
Attn: Privacy Officer
7065 W. Ann Rd. #130-432
Las Vegas, NV 89130, USA
Email: [email protected]
Phone: +1 510-232-6272