About our club

Members and visitors are expected to comply with these house rules and all applicable regulations and protocols.

Entering the premises and taking part in HFCC Racing activities is at your own risk.

Minors under the age of 16 may only access the premises under adult supervision.

Only members and guest drivers may access the circuit and drivers' stand; visitors may access the clubhouse and terrace.

Instructions from the board or persons appointed by the board must always be followed.

Practical information about fees, races, youth lessons and opening hours is available on the association website.

Drug use and smoking are prohibited throughout the premises.

These rules are public and available on the website and on request from the board.

Failure to comply with the house rules is considered a violation.

Members are natural persons aged 18 or older.

Youth members are members under 18 and do not have voting rights.

It is not permitted to make changes to the track, installations or clubhouse without permission from the board.

Payments at the bar are handled only through a board member or a bar manager appointed by the board.

The track, canteen and clubhouse must be left clean by members after use.

Parking on the parking area is only permitted in spaces designated by the board.

Cars may enter the track only through the pit lane; reversing on the track is prohibited.

Drivers must take speed differences into account and respect fellow drivers.

Only drivers and persons appointed by the board may use the drivers' stand.

Violation of these rules may lead to temporary or permanent denial of access, imposed by the board.

A guest driver can register through the website to come and drive.

A fixed guest-driving fee applies and must be paid per visit.

Further information is available on the website.

Guest drivers may use the tracks, drivers' stand and, if open, the clubhouse.

During guest driving, at least one member must be present who acts as contact person in consultation with the board and monitors compliance with the rules and safety.

Organisation and participation in races take place in accordance with the HFCC Racing race regulations.

Participation in introduction days is possible without membership.

Structural youth lessons are only possible for members.

Members can be scheduled by the board for volunteer duties. Planning and execution take place under the responsibility of the board or a coordinator or committee appointed by the board.

The HFCC Racing volunteer and VOG policy also applies to volunteers.

The HFCC Racing code of conduct applies to behaviour and manners.

Members, volunteers and visitors must comply with this code of conduct.

Treat each other with respect. Discriminatory, derogatory or aggressive expressions do not belong on the premises or online.

Take each other into account on and around the track: drive sportingly, avoid unnecessary damage and apologise for mistakes.

Discuss conflicts calmly with those involved or with a board member, not through shouting or intimidation.

Respect materials, track and clubhouse and handle them with care.

Contribute to a safe and positive atmosphere, also for visitors and new members.

In cases of inappropriate behaviour or repeated violation, the board may take measures ranging from a warning to suspension or termination of membership.

Measures resulting from violation of these rules are taken by the board in accordance with articles 10 and 10a of the articles of association.

10.1 HFCC Racing code of conduct

HFCC Racing wants to provide a safe, respectful and enjoyable environment for all members, visitors and especially minors. Volunteers and supervisors play an important role in this.

Physical contact with children can vary by situation: one child seeks comfort and closeness, another needs distance. Exact rules cannot always be given. One boundary always applies: actions and contact with an intended or unintended sexual character are absolutely unacceptable.

This code of conduct applies to everyone active on behalf of HFCC: volunteers, supervisors, interns and paid staff. Signing the code means you know and follow it.

In this code, minors means persons under the age of 18, unless explicitly stated otherwise.

10.2 Rules of conduct for voluntary staff

Provide a safe, respectful and positive atmosphere for minors.

Always treat children with respect and do not affect their dignity.

Respect children's privacy and do not enter their private life further than functionally necessary.

Sexual approach or abuse is strictly prohibited. All sexual acts or relationships with minors under 16 are considered inappropriate behaviour.

Never touch children in a way that may be experienced as sexual or erotic.

Act carefully during training, races, travel and other activities, especially in spaces such as changing rooms and accommodation.

Actively protect children from unequal treatment or inappropriate behaviour. Speak up and ensure the code is observed.

Always report behaviour that conflicts with this code, or suspicion of inappropriate behaviour, to the board or to the confidential contact person listed on the HFCC Racing website.

Do not accept or give material or immaterial rewards that are inappropriate.

If in doubt whether behaviour is appropriate, act in the spirit of this code and consult the board or confidential contact person.

10.3 Sexual inappropriate behaviour and sanctions

Sexual inappropriate behaviour means any form of sexual behaviour or approach, verbal, non-verbal or physical, intentional or unintentional, that is experienced as unwanted or takes place within an unequal power relationship.

10.4 Bullying and social safety

HFCC Racing does not tolerate bullying. Everyone must feel safe and welcome at the club.

Bullying damages enjoyment, self-confidence and child development and is therefore unacceptable.

Bullying includes repeated ridicule, exclusion or belittling; name-calling or gossiping, also online; physical harassment or damaging or taking belongings; and abusing power to dominate or isolate someone.

Trainers, supervisors and volunteers intervene immediately and report bullying to the board. Victims are taken seriously and supported. The bully is spoken to about behaviour and consequences. Repeated behaviour may lead to measures such as warning, exclusion from activities or suspension. Parents or carers are involved when minors are concerned.

10.5 Confidential contact person

HFCC Racing has a confidential contact person for reports or questions about inappropriate behaviour, integrity and social safety.

The confidential contact person is independent from the board and acts as first point of contact. Contact details are published on the website.

The confidential contact person does not decide on measures and, where needed and with respect for privacy, refers to the board or appropriate organisations.

Members, volunteers and others involved with the association may not use the accommodation, activities or communication channels of the association to promote their own events, services or initiatives without prior coordination with the board.

Paragraph 1 - Establishment

The General Meeting may establish a continuity committee. The committee acts only if all board members of HFCC Racing are absent or unable to act. It acts temporarily and has no structural board function.

Paragraph 2 - Composition

The committee consists of at least three and at most five people who are not members of the board. They are appointed by the General Meeting for three years, with the possibility of reappointment. The committee chooses a chair from among its members and keeps records.

Paragraph 3 - Powers

If the board is absent, the committee temporarily exercises all board powers necessary for continuity and represents the association in and out of court. It may not amend the articles, dissolve the association, or enter into obligations beyond normal operations unless urgent.

Paragraph 4 - Responsibility

The committee reports to the next General Meeting and must convene a General Meeting within three months to elect a new board.

Paragraph 5 - End of task

The committee's task ends once a new board has been elected and registered with the Chamber of Commerce. The General Meeting may dismiss or change the committee in the meantime.

Paragraph 6 - Other provisions

Where these rules do not provide, the committee decides within its powers in the spirit of the articles of association and house rules. The General Meeting can amend this regulation by ordinary majority. The committee consults the board at least twice a year about vision and current affairs.

Purpose

Digital voting at HFCC Racing aims to increase member involvement through an accessible method. It enables faster decisions and active involvement outside physical meetings.

Safeguards

Each digital vote must verify the identity of voting members, ensure each vote is personal and unique, make the result transparent and verifiable, and protect privacy in accordance with the HFCC Racing privacy regulations.

Digital General Meeting

The General Meeting may take place using electronic communication and a digital voting system, provided members can identify themselves with the email address known to the membership administration. Members have the same rights and duties as in a physical meeting.

Digital consultation

The board may consult members digitally about proposals or policy through a secure voting system. A consultation may be advisory or binding. Binding consultation is only allowed for topics not legally or statutorily reserved for the General Meeting. The voting period is at least five days.

Decision-making

Digital decision-making is excluded for matters reserved by law or the articles of association to the General Meeting, including amendments to the articles, dissolution, appointment or dismissal of board members, approval of annual accounts and discharge of the board.

Result and objection

Results are announced within five days after voting closes. Members may object within two days only on procedural grounds. An objection is accepted only if the irregularity could have affected the result.

The system

The board is responsible for choosing and managing the digital voting system. The system must ensure that votes cannot be changed after submission unless explicitly supported during the voting period, that results are stored safely and verifiably, and that personal data is processed according to the GDPR.

The association may use digital messaging applications such as WhatsApp or Signal to support direct and informal communication between members, volunteers and others involved.

At the start of membership, a member may be invited to join the messaging applications used by the association. Participation is voluntary.

When membership ends, participation in the association's messaging applications ends.

For temporary or permanent denial of access, the board may suspend or end participation in messaging applications for the duration of the measure.

Communication through messaging applications is supplementary and informative. No formal rights or obligations can be derived from messages sent through these channels. Formal communication, decision-making and voting take place only according to the articles of association and house rules.

This privacy statement implements the General Data Protection Regulation (GDPR) and supplements the articles of association of HFCC Racing.

1. Who is responsible?

The board of HFCC Racing is responsible for processing personal data. Questions can be addressed to the board using the contact details on the website.

2. What data do we process?

Name, address, telephone number, email address, date of birth, bank account number, licence or transponder number, membership administration data, volunteer data, voluntarily provided skills and interests, and where necessary gender and nationality. Photos and videos are used only with permission.

3. Why do we process this data?

For member and guest administration, collection of fees, organising club nights, youth lessons, races, volunteer duties and events, sending information and invitations, publishing results and photos with permission, and complying with legal obligations.

4. Legal bases

Membership or agreement with HFCC, consent, and legal obligations.

5. Minors

If you are under 16, we process your data only with written consent from a parent or carer.

6. Retention

Administrative and financial data: 7 years. Membership, race and volunteer data: up to 2 years after membership ends. Photos and videos: until consent is withdrawn.

7. Sharing with third parties

Sports federations and umbrella organisations where necessary for licences, races and competition participation, such as NOMAC; our bank or payment provider; and external processors working on our behalf under processing agreements.

8. Security

We take appropriate measures to protect data. Only board members who need access have access.

9. Your rights

You have the right to access, correction, deletion where legally possible, restriction or objection, and withdrawal of consent.

10. Complaints

If you have a complaint, contact the board. If this does not resolve it, you can file a complaint with the Dutch Data Protection Authority.

Paragraph 1 Batteries, safety and equipment

Charging and using batteries, including LiPos, on the HFCC Racing premises must follow applicable safety rules. Only suitable approved chargers may be used. Batteries must be charged in a battery safety bag, current limits may not be exceeded, batteries may not overheat, and damaged or defective batteries may not be used or charged.

Batteries may not be left on the premises or in the clubhouse or thrown into waste bins. Damaged batteries must be disposed of according to applicable rules at designated collection points. Unsafe setups, defective equipment and improvised charging or power supplies are prohibited.

Board members and race officials may intervene immediately in unsafe situations and stop use of the relevant equipment. Members, volunteers and visitors must comply with all safety rules.

Paragraph 2 Protocol and plan

HFCC Racing wants to provide a safe and enjoyable sports environment. This safety protocol and emergency plan applies to all activities on and around the premises and supplements the articles of association and house rules.

Entering the premises and taking part in activities is at your own risk. The association accepts no liability for damage, theft or injury unless there is intent or gross negligence.

Paragraph 3 First aid

A first-aid kit is present in the clubhouse and checked regularly. During club nights, training and events at least one person with first-aid or emergency response knowledge is present. Serious accidents are reported to 112 and recorded.

Paragraph 4 Fire safety

Fire extinguishers are available near charging areas and in the clubhouse. Escape routes and emergency exits must remain clear. In case of fire, alarm is raised immediately and everyone is alerted to leave the premises.

Paragraph 5 Evacuation

Assembly point: on the lane next to McDonald's. Board members or appointed officials guide visitors and check whether everyone has left the clubhouse and circuit area.

Paragraph 6 Accident register

Incidents and accidents are recorded in a logbook. The board reviews reports annually and proposes improvements where needed.

Paragraph 7 Responsibility

The board of HFCC Racing is responsible for implementing and enforcing this protocol. The safety protocol is evaluated annually and updated if necessary.

A list of decisions is prepared for every General Meeting as part of the minutes. This list contains only the decisions taken and is intended to clarify them for members.

The minutes always remain leading; no independent rights can be derived from the decision list.

Written notice also includes cancellation by email addressed to the treasurer of the association.