Privacy Policy Statement
Rajasthani Samaj ("Samaj") is committed to protecting your privacy. The Samaj aims to comply with the requirements of the Personal Data (Privacy) Ordinance ("the Ordinance"). This Privacy Policy Statement is intended to explain the Samaj's privacy practices in the collection, use, sharing and protection of the Personal Data of the Samaj's members and others.
A. Types of Personal Data Collected
In order for the Samaj to carry on its activities, you may be requested to provide data which may directly or indirectly identify you or other person(s) as an individual ("Personal Data") which the Samaj believes is necessary. Such Personal Data the Samaj collects may include but not limited to the following:-
- Contact information such as your name, email address, mailing and residential address, telephone number and fax number;
- Identification information such as your HKID card number, passport number and driving licence number;
- Demographic information such as age, gender and nationality, marital status and employment status;
- Billing information such as your credit card number, bank account information, and billing address;
In addition to the above, there may be occasions where you may be invited to provide Personal Data of other individuals, such as your spouse, your children and your guests where applicable. In such circumstances, you will need to obtain the relevant consent and authorisation from such individuals before providing their Personal Data to the Samaj and/or to give consent on their behalf for the use of their Personal Data by the Samaj. The Samaj reserves the right to request from you any supporting documentation for such consent and authorisation where necessary and applicable.
It is mandatory for you to provide certain personal data in the relevant personal data collection forms were appropriate. In the event that you do not provide such personal data, the Samaj may not be able to process your application, booking, request, billing or to provide services to you.
B. Purposes of Collecting Personal Data
For members of the Samaj, Personal Data collected may be used for the following purposes where appropriate: -
- Provision of services and performing any relevant transactions and administrative work relating to the provision of such services and the general functions of the Samaj;
- Processing your application for membership and participation in the Samaj where applicable;
- Conducting checks regarding eligibility for the events/services provided;
- Membership and identity verification;
- For marketing, promotional and membership management purposes, such as sending you offers and promotions (please see further details in "Direct Marketing" below);
- Meeting the requirements to make disclosure under the Samaj's rules or bye-laws relating to the Samaj's functioning and any law binding on the Samaj;
- Facilitating communications between you, the Samaj and other members where appropriate;
- Maintenance of membership records;
- Publication of the Samaj and delivery of such materials;
- Activities and communications (including election materials) relating to annual general meetings and other meetings of the Samaj;
- Determining and collecting amounts owed to or by members;
- Prevention and investigation of crime;
- Purposes specifically set out in the relevant Personal Information Collection Statement when personal data is collected by the Samaj; and
- Purposes directly relating thereto.
For guests joining the Samaj events, Personal Data collected may be used for the following purposes where appropriate: -
- Handling and provision of services and performing any relevant transactions and administrative work relating to the provision of such services and the general operations of the Samaj;
- Processing your registration and subscription to services of the Samaj where applicable;
- Conducting checks regarding eligibility for services sought;
- Identity verification;
- Maintenance of guest records;
- Meeting the requirements to make disclosure under the Samaj's rules or bye-laws relating to the Samaj's operations and any law binding on the Samaj;
- Prevention and investigation of crime;
- Purposes specifically set out in the relevant Personal Information Collection Statement when personal data is collected by the Samaj; and
- Purposes directly relating thereto.
C. Direct Marketing (applicable to members only)
The Samaj intends to use your name, contact information and demographic information for direct marketing carried out by the Samaj, by way of printed materials or electronic means of marketing information, including but not limited to membership, social or charitable events and functions, products and services promotion, whether offered by the Samaj or the Samaj's well-wishers which the Samaj considers to be of interest to you or the members of the Samaj generally.
The Club may not so use your Personal Data for direct marketing unless exempted by the Ordinance or the Samaj has obtained your consent. If you do not agree to the Samaj using your Personal Data for direct marketing purposes, please tick the opt-out checkbox when filling in any information collecting form of the Samaj if applicable, or you may opt-out from receiving any of the Samaj's information and/or marketing communications at any time free of charge by contacting the Sewa Committee via the contact details set out further below.
D. Disclosure of Personal Data
Personal Data provided to and held by the Samaj will be limited to other members of the Samaj. However, the Samaj may disclose such data, when it is necessary for the purpose of carrying on the Samaj's operations, and to provide you with services, to the Samaj's authorised personnel such as agents, consultants and service providers. The Samaj will not otherwise disclose your Personal Data to any third parties unless the Samaj has your consent to do so or the Samaj is required to do so in compliance with any applicable law.
E. Data Retention
Any Personal Data collected by the Club will only be kept for a duration that is relevant to the purpose for which it was collected and for as long as required by applicable law. The Samaj will take all reasonably practicable steps to erase or destroy your Personal Data that is no longer required for the purposes for which the data was originally collected.
F. Data Security
The Samaj is committed to protecting the security of your Personal Data by using a variety of physical, technological and organisational measures to assist in safeguarding your Personal Data from unauthorised access, accidental loss or destruction.
G. Changes to the Privacy Policy Statement
Any future changes or updates to the Privacy Policy Statement will be shared on the Samaj's website at www.rajasthanisamaj.com Should there be any inconsistency between the version posted on the Samaj's website and any previous versions, the version posted on the Samaj's website shall prevail.
H. Access to and Correction of Personal Data
You are entitled to access to your Personal Data held by the Samaj and to correct such data although the Samaj may only effect the change annually. Please direct your request for access to your Personal Data to the Samaj's by email at rajasthanisamaj@gmail.com.
Personal Information Collection Statement
· The personal data collected in this Form will be used by the Samaj for:-
o processing your registration and subscription to the Samaj;
o purposes as set out in the Privacy Policy Statement of the Club.
· It is mandatory for you to provide certain personal data as indicated in the form. If you fail to provide such personal data the Samaj may not be able to process your booking, request or provide services to you.
· The personal data may be provided to such persons within the Samaj whose proper business is to have access and assist in the provisions of services to you.
· You have the right to request access to and correction of your personal data. Any such request should be addressed to the Samaj Committee at rajasthanisamaj@gmail.com.
· The Privacy Policy Statement of the Club is available on its website at www.rajasthanisamaj.com.