Volunteer Privacy Policy

Revised 3/10/2026

Overview

Bristol Raceway Ministries ("BRM," "we," "our," or "us") values the trust of those who serve with us. This policy explains how BRM collects, uses, stores, protects, and shares personal information provided by individuals who apply to or serve as volunteers. It also describes the rights of volunteers regarding their personal information and BRM's responsibilities as the organization that maintains those records. This policy applies to current, former, and prospective volunteers.

Purpose

BRM has legal and ethical responsibilities related to the collection, processing, storage, and retention of personal data. This policy exists to ensure that personal information is handled lawfully, responsibly, and securely, and in a manner consistent with recognized data protection best practices. BRM collects and processes personal data only for legitimate ministry, administrative, and legal purposes and only to the extent necessary for those purposes.

Definitions

Personal Data: Information that identifies or can reasonably be used to identify an individual. This includes contact information, emergency contacts, volunteer service records, signed agreements, and related administrative information, whether stored electronically or in paper form.

Information We Collect

We may collect the following categories of personal information from volunteers:

  • Full name, mailing address, email address, and phone number
  • Emergency contact name, relationship, and phone number
  • Signed agreements, waivers, and acknowledgment forms
  • Communications sent to BRM by email, phone, or text

For certain transportation-related volunteer roles, Bristol Motor Speedway may require additional screening such as a Motor Vehicle Record (MVR) review. When this occurs, volunteers complete the Speedway's required form directly with the Speedway or its authorized screening provider. BRM does not retain driver's license numbers, Social Security numbers, or other sensitive screening information. BRM may receive only a confirmation of eligibility from the Speedway and does not receive or maintain full driving history reports.

When forms are submitted electronically, we may collect technical data such as IP address, timestamp, and browser type for the purpose of validating electronic signatures and maintaining accurate and legally binding records.

Volunteer service is limited to individuals 18 years of age or older. BRM does not knowingly collect personal information from individuals under the age of 18 for volunteer registration.

How We Collect Information

Personal information is collected through the following means:

  • Volunteer registration and agreement forms, in paper or electronic format
  • Direct communications with BRM staff by phone, email, or text
  • Emergency contact and role preference forms completed during onboarding
  • Eligibility confirmations received from Bristol Motor Speedway for transportation-related roles
  • Electronic audit data generated when forms are submitted digitally, for the purpose of maintaining accurate and legally binding records

Paper forms are entered into ministry systems by authorized personnel. Electronic forms are submitted directly into secure systems and may include electronic signatures or audit logs. Only information necessary for the stated purpose is requested.

How We Use Volunteer Information

Volunteer information is used solely for legitimate ministry and administrative purposes. This includes:

  • Processing volunteer agreement forms
  • Coordinating schedules, assignments, and event participation
  • Maintaining safety and emergency contact records
  • Verifying eligibility for specific volunteer roles
  • Maintaining internal ministry records and compliance documentation
  • Communicating important ministry updates
  • Responding to inquiries, concerns, or complaints
  • Complying with legal, insurance, and recordkeeping obligations

BRM does not use volunteer information for commercial marketing purposes. With your consent, BRM may contact you by phone, email, or text for volunteer coordination and ministry communications.

Information Sharing

BRM does not sell, rent, trade, or disclose volunteer personal information for marketing or promotional purposes. Personal data will not be disclosed to third parties without consent, except where required by law or necessary for legitimate ministry operations.

We may share limited information with trusted service providers who assist with secure data storage, communication services, email delivery, or SMS messaging operations necessary to support ministry activities. Volunteer information may also be shared when reasonably necessary:

  • With insurance providers in connection with an incident or claim
  • With ministry partners involved in joint activities when required for coordination
  • When required by law, legal process, or governmental request
  • When necessary to protect the legal rights, safety, or property of BRM, volunteers, or others
Storage and Access Controls

Electronic Records: Electronic personal data is stored in password-protected systems, including Google Workspace and other trusted service providers. Access is limited to the Executive Director, Ministry Secretary, and other individuals authorized by leadership.

Paper Records: Paper records are stored in locked filing cabinets or secure areas with access restricted to authorized personnel. Paper forms are digitized when appropriate for administrative use and recordkeeping.

We implement reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or destruction. While no system can be guaranteed completely secure, BRM takes reasonable steps to safeguard the information entrusted to us.

Retention and Disposal

Volunteer records, including signed agreements, registration forms, and SMS consent records, are retained for administrative, legal, insurance, and ministry purposes in accordance with BRM's Document Retention Policy. Records may be maintained beyond the duration of active volunteer service when reasonably necessary to fulfill these purposes.

When personal data is no longer required, paper records are securely destroyed and electronic records are permanently deleted using appropriate methods.

Data Breaches

Any suspected loss, unauthorized disclosure, or misuse of personal data must be reported immediately to the Executive Director or Ministry Secretary. BRM will investigate and respond promptly to confirmed data breaches.

Volunteer Responsibility

Volunteers may have access to personal or sensitive information about others through their service. Any such information must be treated as confidential and must not be shared, posted, or disclosed without authorization. Volunteers are expected to handle all information in accordance with BRM's confidentiality policy.

Your Rights

Volunteers may request access to their personal information, request correction of inaccurate information, request deletion where permitted by law, or withdraw consent to automated SMS messaging at any time. Requests must be submitted in writing and will be addressed within a reasonable timeframe. Contact us at the information below.

Changes to This Policy

BRM may update this policy periodically to reflect changes in ministry practices, technology, or legal requirements. Updated versions will be distributed to active volunteers and posted with a revised effective date.

Contact Information

Bristol Raceway Ministries
P.O. Box 1414
Bristol, TN 37621
(423) 430-0798
office@bristolracewayministries.org