Effective Date: May 15, 2026
Operating Name: BMW CCA Trillium Chapter
Legal Name: BMW Club of Canada, Trillium Chapter
BMW Club of Canada, Trillium Chapter (“Trillium”, “we”, “our”, or “us”) is committed to protecting the privacy and security of the personal information entrusted to us by our members, event participants, volunteers, sponsors, and visitors.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in connection with our operations, events, programs, communications, and website activities.
This policy applies to all activities operated by BMW Club of Canada, Trillium Chapter, including high-performance driving events, schools, social events, volunteer activities, member communications, and website interactions.
For the purposes of this policy:
- “Personal information” means information about an identifiable individual.
- “Service provider” means a third party that supports Trillium operations, such as registration, email, payment, website hosting, analytics, database, or event administration services.
- “Usage information” means technical information collected through websites, email tools, or digital services, such as browser type, device type, IP address, pages visited, referral sources, and email interaction data.
BMW Club of Canada, Trillium Chapter is responsible for personal information under its control and has designated a Privacy Officer responsible for compliance with this policy and applicable Canadian privacy legislation.
Privacy inquiries, concerns, or requests may be directed to:
Privacy Officer
BMW Club of Canada, Trillium Chapter Email: privacy@trilliumbmwclub.ca
We collect personal information necessary to operate our organization, administer events, communicate with members, and support volunteer operations.
Depending on the activity, we may collect:
- first and last name
- mailing address
- email address
- telephone number
- emergency contact information
- BMW CCA membership information
- driver licensing information
- vehicle information
- event registration information
- volunteer information
- instructor assignment information
- waivers and signed declarations
- technical inspection forms
- minor participant and visitor, parent, or guardian information where applicable
- communication preferences
- website and email interaction information
- usage information associated with our website or digital services
We do not collect, process, or store payment card information directly. Payment transactions are processed by third-party providers such as BMW CCA, MotorsportReg, and PayPal.
These providers are responsible for processing payment information under their own privacy and security policies and applicable payment card security standards.
We use personal information for purposes related to the operation of the organization and delivery of our programs and events, including:
- administering memberships and participation
- verifying eligibility for events or programs
- managing event registration and operations
- assigning instructors and volunteers
- communicating event schedules, updates, and safety information
- managing waivers and insurance-related documentation
- supporting motorsport sanctioning and compliance requirements
- maintaining historical records related to liability and risk management
- responding to member inquiries
- coordinating volunteer activities
- sending newsletters and club communications
- managing and creating student DrivingEvals
- delivering sponsor, partner, or affiliated organization information as part of club communications
- improving website functionality, communications, and member experience
- complying with legal, insurance, or regulatory obligations
We limit collection and use of personal information to what is reasonably necessary for these purposes.
By providing personal information to BMW Club of Canada, Trillium Chapter, individuals consent to the collection, use, and disclosure of that information for the purposes identified in this policy.
Consent may be obtained:
- verbally,
- electronically,
- through event registration,
- through membership participation,
- through signed waivers or forms,
- or through other interactions with the organization.
Individuals may withdraw consent for certain communications at any time, subject to legal, operational, safety, insurance, or contractual requirements.
BMW Club of Canada, Trillium Chapter may send:
- operational communications,
- event notices,
- newsletters,
- member updates,
- sponsor, partner, or affiliated organization information,
- and promotional communications related to club activities.
Commercial electronic communications are distributed in accordance with applicable Canadian anti-spam legislation (CASL).
Recipients may unsubscribe from promotional or marketing communications at any time using the unsubscribe mechanism included in email communications or by contacting us directly.
Operational or transactional communications related to memberships, registrations, safety, or participation may continue where necessary.
BMW Club of Canada, Trillium Chapter does not sell, rent, or provide member email lists or personal information to sponsors or third parties for their independent marketing purposes.
Our email platforms may collect information such as whether an email was delivered, opened, or clicked. We use this information to manage communications, improve relevance, and support unsubscribe and consent-management obligations.
We may disclose personal information where reasonably necessary to operate our programs and events, including to:
- BMW Car Club of America (BMW CCA)
- MotorsportReg
- Canadian Automobile Sport Clubs (CASC)
- DrivingEvals
- insurers or sanctioning organizations
- event facilities
- emergency responders or medical personnel where necessary
- service providers supporting club operations
Third-party service providers, including cloud-hosted platforms, communication providers, registration systems, analytics providers, and payment processors, may store or process information outside Canada and may therefore be subject to foreign laws and lawful disclosure requirements in those jurisdictions.
We seek to work with service providers that maintain reasonable privacy and security practices appropriate to the sensitivity of the information they process. Service providers are expected to use personal information only for purposes related to the services they provide to Trillium or as otherwise permitted by their own applicable privacy policies and governing laws.
We require service providers to maintain reasonable safeguards appropriate to the sensitivity of the information.
We may disclose personal information where we reasonably believe it is necessary to:
- comply with applicable law,
- respond to lawful requests,
- protect the safety of participants or the public,
- investigate incidents,
- support insurance or legal claims,
- enforce club rules or agreements,
- or protect the rights and property of Trillium.
BMW Club of Canada, Trillium Chapter is operated primarily by volunteers.
Certain volunteers, directors, instructors, and committee members may have access to personal information where necessary to fulfill their organizational responsibilities.
Access to personal information is limited to individuals with a legitimate operational need and is subject to reasonable administrative and technical safeguards.
Volunteers are expected to:
- maintain confidentiality,
- protect personal information,
- use organizational systems responsibly,
- and report suspected privacy or security incidents
We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information we maintain.
Safeguards may include:
- restricted access to systems and records,
- password protection and account security requirements,
- multi-factor authentication on certain systems,
- controlled access to cloud-based services,
- role-based access limitations,
- secure storage of paper records,
- volunteer confidentiality expectations,
- periodic review of administrative access,
- and retention/destruction procedures.
Despite these safeguards, no method of transmission or storage can be guaranteed completely secure.
Personal information is retained only as long as reasonably necessary for operational, legal, insurance, safety, or historical purposes.
Certain records, including waivers, incident documentation, and event-related records, may be retained for extended periods to support insurance, legal, safety, or risk management obligations.
Usage information and website analytics data may be retained for shorter periods unless required for operational, security, or legal purposes.
When information is no longer required, it will be securely destroyed or anonymized where practical.
Certain events or activities may involve minors attending as participants or visitors.
Where required, a parent or legal guardian must provide consent and execute applicable waivers or documentation on behalf of a minor.
Parents or legal guardians may request access to or correction of personal information relating to a minor participant or visitor, subject to applicable legal limitations.
Information relating to minors is handled with appropriate care and limited to operational, safety, and legal requirements.
Individuals may request access to personal information held by BMW Club of Canada, Trillium Chapter and may request corrections where information is inaccurate or incomplete.
Individuals may also request:
- updates to communication preferences,
- withdrawal from marketing or promotional communications,
- or deletion of personal information where appropriate.
Requests should be submitted in writing to the Privacy Officer.
We may require verification of identity before processing requests.
Certain legal, operational, insurance, safety, or regulatory requirements may prevent deletion or modification of certain records, including:
- event waivers,
- incident documentation,
- historical participation records,
- insurance-related records,
- dispute resolution records,
- or information required for compliance purposes.
We will make reasonable efforts to respond to access, correction, withdrawal, or deletion requests within 30 days, unless additional time is reasonably required due to the nature of the request.
BMW Club of Canada, Trillium Chapter takes privacy incidents seriously.
Any suspected unauthorized access, disclosure, loss, or misuse of personal information should be reported promptly to the Privacy Officer.
Where appropriate, affected individuals may be notified in accordance with applicable legal requirements and organizational procedures.
Individuals with concerns regarding the handling of personal information may contact the Privacy Officer for review and resolution of privacy-related concerns or complaints.
Our website, newsletters, or communications may contain links to third-party websites, sponsors, service providers, or social media platforms.
BMW Club of Canada, Trillium Chapter is not responsible for the privacy practices or content of third-party websites or platforms.
Individuals are encouraged to review the privacy policies of those organizations separately.
Publicly shared content, including comments, forum posts, testimonials, photographs, or social media interactions submitted voluntarily through public channels or social media platforms may be visible to others and may be subject to the privacy practices of those platforms.
Our website, email communications, and digital services may use standard technologies such as cookies, analytics tools, embedded content, and tracking technologies to improve user experience, understand website usage, administer communications, and support organizational operations.
These technologies may collect limited technical information such as:
- browser type,
- device type,
- IP address,
- pages visited,
- referral sources,
- time spent on pages,
- and interaction with email communications or website content.
We may use:
- essential cookies necessary for website functionality,
- functionality cookies that remember preferences,
- and analytics or performance cookies that help us understand how visitors use our website and communications.
BMW Club of Canada, Trillium Chapter may use third-party services including website hosting providers, analytics platforms, email communication platforms, social media integrations, and event registration services.
Users may adjust browser settings to limit or disable cookies; however, certain website functionality may be affected.
Any interactions with third-party websites, embedded content, social media features, or external services are governed by the privacy policies of those third parties.
Photographs and video may be captured during events, meetings, or activities for operational, promotional, historical, educational, or community purposes.
By attending or participating in events, individuals acknowledge that photographs or recordings may be used in club communications, newsletters, websites, social media, promotional materials, or historical archives.
Individuals with concerns regarding photography or media usage may contact the event organizer or Privacy Officer.
This Privacy Policy may be updated periodically to reflect operational, legal, or technological changes.
Where appropriate, significant changes may be communicated through official club communication channels.
The most current version of the policy will be made available through our official channels.
Questions, concerns, or requests regarding this Privacy Policy or the handling of personal information may be directed to:
Privacy Officer
BMW Club of Canada, Trillium Chapter Email: privacy@trilliumbmwclub.ca
