This Privacy Policy sets out the principles VALLEY RUGBY FOOTBALL CLUB LIMITED (referred to hereinafter as “we” or the “Club”) follows when collecting, using, disclosing, retaining and removing personal data.

We are committed to protecting the privacy, confidentiality and security of your personal data. We treat and handle personal data in accordance with our Privacy Policy and the requirements of applicable laws and regulations. We are equally committed to ensuring that all our employees and agents uphold these obligations.

Collection of personal data

“Personal data” refers to any data which directly or indirectly identifies you as an individual, or is capable of doing so. We collect and use personal data that we believe is necessary to conduct our business with you. The types of personal data we collect may include, but is not limited to:

• Contact information such as your name, email address, mailing address, telephone number, and fax number;
• Unique identifiers such as your HKID and passport number;
• Billing information such as your credit card number, bank account information, and billing address;
• Demographic information such as age, gender, nationality, date of birth, weight, height, preferences, marital status, car licence plate number, family and education background, and employment history;
• Membership information and activity records;
• Demographic information or identifier that are held in a cookie or processor serial number that is combined with other personal information; and
• Any of the above information in relation to your parents and/or child.

We will generally collect your personal data from the following sources:

• Information provided when you apply for membership at the Club (including via the ticketflap platform);
• Information we receive when you communicate or correspond with us (e.g. by phone, email or otherwise);
• Information provided to us from Valley Fort Rugby Football Club Limited, and any of our related entities;
• Information we receive from our partner associations, including but not limited to (i) the Hong Kong Hockey Association; (ii) the Hong Kong Netball Association; and (iii) the Hong Kong Rugby Union (the “Partner Associations”);
• Information we receive from coaches and administrators who has direct contact with you while you participate in the Club’s activities; and
• Information we receive when you access our website.

We will only collect your personal data with your consent or as otherwise permitted under applicable laws and regulations, and we will attempt to ensure that the personal data is both accurate and kept up to date.

If you are under the age of 18 you must ask your parent or legal guardian before providing any personal data to us. We would never collect personal data from children directly, without the parent or legal guardian's consent. We also urge parents and legal guardians to regularly monitor and supervise their children's online activities.

In order for us to properly process your membership application or provide you with our facilities / services, you must provide the personal data requested. Please note that if you do not provide us with the personal data requested, we may not be able to process your application(s) or to provide facilities and services to you.

We only retain personal data for so long as it is necessary. Data may be archived as long as the purpose for which the data was used still exists.

Purposes for which we will use your personal data;b]

We may use the personal information collected for the following purposes:

(a) carrying out the Club’s operations and provision of facilities, services and merchandises;

(b) conducting checks regarding eligibility for using the facilities and services applied for;

(c) processing application, administration, continuation and termination of your membership at the Club, and any other relevant matters;

(d) processing billing and payment, determining amounts outstanding, and, if necessary, collection of outstanding payments;

(e) offering, providing and marketing to you the facilities, services and/or merchandises offered by the Club, or of any of our sponsors, subsidiaries, affiliates, related or group entities (see section titled “Direct Marketing” below), and administering, maintaining, managing and operating such facilities/services;

(f) communicating with you via telephone, mail, e-mail, facsimile or any other means of communication;

(g) conducting market research for statistical or other purposes and designing facilities, services and/or merchandises for members;

(h) providing you with alerts, updates, materials or information about our facilities, services and/or merchandises or other types of information that you requested or signed up to;

(i) making disclosure as required by any applicable law, rules, regulations, codes of practice or guidelines or to assist in law enforcement purposes, investigations by police or other government or regulatory authorities in Hong Kong or elsewhere;

(j) complying with the laws of any applicable jurisdiction and with any internal policies of the Club;

(k) carrying out other services in connection with the operation of the Club’s business; and

(l) other purposes directly relating to any of the above.

[b]Direct Marketing

We intend to use your personal data for promotional and direct marketing purposes (i.e. offering or advertising products or services by sending the relevant information directly to you). We require your consent specifically for this purpose and you may opt out any time. For the purpose of this clause:

(a) the types of personal data that may be used in direct marketing are your name, address, contact details and any demographic and membership information that you provide to us or we collect from you;

(b) the type of services or products that may be offered or advertised will be related to the following products, services, advice and subjects:

(i) our facilities, services, merchandises and membership programmes;
(ii) the products, services, promotions and offerings from any of the Club’s sponsors (a current list of the Club’s sponsors can be found at http://www.valleyrfc.com/sponsors.html) and any other commercial affiliates; and
(iii) any charitable/non-profitable causes.

(c) Before using your personal data for direct marketing, we must obtain your written consent, and only after having obtained written such consent, we will use your personal data for any promotional or marketing purpose.

(d) You may in future withdraw your consent to the use of your personal data for direct marketing purposes and thereafter we will cease to use such data for direct marketing purposes.

(e) If you wish to withdraw your consent, please inform us in writing to the address in the “Contact Us” section below. Any such request should clearly state details of the personal data in respect of which the request is being made. We will, without charge to you, ensure that you are not included in future direct marketing activities.

Photography and Video Policy:

Valley RFC will take all steps to ensure all images and video footage taken by staff and/or other club members are used solely for the purposes they are intended: print publications, online publications, presentations, websites, and social media. Any concerns about our photography and video policy or insight that images and footage are being used inappropriately should be referred to our Data Protection Officer at info@valleyrfc.com

Disclosure of personal data

We will keep your personal data confidential but, subject to any applicable law, we may disclose your personal data for the above purposes to the following classes of transferees:

(a) any member of our group or any of our related entities, including but not limited to Valley Fort Rugby Football Club Limited;

(b) our Partner Associations;

(d) any agent, business partner, adviser, auditor, contractor, financial institution, and third party service provider who provides administrative, data processing, data storage, communications, computer, payment, system infrastructure and operation, website administration, or any other service which assist us to carry out the purposes outlined above;

(e) our legal and professional advisors;

(f) government or regulatory bodies or any person to whom we are required to make disclosure under applicable laws and regulations in or outside of Hong Kong; or

(g) actual or proposed transferees of our operations (or a substantial part thereof) in or outside of Hong Kong.

Transfer of personal data

In connection with the purposes outlined above, the personal data that we collect from you may be transferred to, and stored at, a destination outside Hong Kong. It may also be processed by persons referred to above who operate outside Hong Kong.

By submitting your personal data you agree to this transfer, storing or processing of data outside Hong Kong, where there may not be in place data protection laws which are substantially similar to, or serve the same purposes as, the data protection laws and regulations in Hong Kong. However, we will take all steps reasonably necessary to ensure that your data is treated securely in accordance with this privacy policy.

Cookies

"Cookies " are pieces of information that a web site transfers to an individual's hard drive for record-keeping purposes. Cookies allow the web site to remember important information that will make your use of the site more convenient. Like most web sites, our website uses cookies for a variety of purposes in order to improve your online experience. For example, we may employ cookies so that we remember you when you return to the site or to help customize your web experience with us. We may associate personal information with a cookie file in those instances.

Use the options in your web browser if you do not wish to receive a cookie or if you wish to set your browser to notify you when you receive a cookie. If you disable all cookies, you may not be able to take advantage of all the features of our website.

Third-party sites

Our website or our communication with you may from time to time contain links to third-party websites over which we have no control. If you follow a link to any of these websites, please note that they have their own practices and policies. We encourage you to read the privacy policies or statements of these websites in order to understand your rights. We accept no responsibility or liability for any practices of third-party websites.

Security

We restrict access to personal information to our employees, service providers and contractors on a strictly need-to-know basis and ensure that those persons are subject to contractual confidentiality obligations.

We have stringent collection, storage and processing practices in place to ensure the security and confidentiality of your personal data and to guard against the unauthorised access, processing, use or loss and theft of your personal data. We review such practices from time to time. We also take steps to procure that third parties to whom we transfer your data also have similar security processes in place to ensure the security and confidentiality of your personal data, and compliance with any applicable data privacy laws.

Please note, however, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.

Your right to access your personal data

You have the right to:

(a) check whether we hold personal data about you;
(b) access any personal data we hold about you; and
(c) require us to correct any inaccuracy or error in any personal data we hold about you.

Any such request may be subject to a small administrative fee to meet our cost in processing your request.

You may also request us to cease using your personal data for direct marketing purposes. We will process such a request without charge.

Changes to our Privacy Policy

We may amend this Privacy Policy from time to time by posting the updated Policy on our website. By continuing to use our facilities and services after the changes come into effect means that you agree to be bound by the revised Policy.

Contact us

Requests for access and correction of personal data, or for withdrawal of consent for direct marketing, or if you have any comments questions or complaints relating to this Privacy Policy, please contact us in writing at the address below:

The Data Protection Officer
Valley Rugby Football Club Limited
info@valleyrfc.com