1. Data User

The Data User under the Personal Data (Privacy) Ordinance ("PDPO") is:

Hong Kong Hikers Club

Email: legal@hkhikersclub.com

2. Personal Data Collected

We may collect the following categories of personal data:

1. Identity information, such as name, date of birth, and gender (required to confirm eligibility, support safety planning, and verify identity where necessary)
2. Contact information, including mailing address, email address and phone number
3. Billing and payment details
4. Emergency contact information
5. Event registration and participation information
6. Device information, such as IP address, browser type, and system data
7. Cookies and analytics data
8. Communication preferences
9. Uploaded media or submissions
10. User‑generated content, such as reviews, comments, posts, and images
11. Survey responses and feedback
12. Other information you voluntarily provide to us

Providing certain data is mandatory in order for us to process event bookings, merchandise purchases, or meet safety requirements. Failure to provide required information may result in our inability to offer or complete these services.

We collect certain information to create and manage your membership account and to verify your eligibility to participate in Club activities.

3. Purpose of Use

We use personal data for:

1. Processing orders and event bookings
2. Safety and emergency purposes
3. Communication regarding events, updates, and operations
4. Payment processing and fraud prevention
5. Website security and analytics
6. Compliance with legal obligations
7. Marketing communications (only with your consent)

4. Direct Marketing

We may send you newsletters, event updates, promotional messages, or other marketing communications only if you have given us your explicit consent.

We will clearly identify all marketing communications as such, and you may withdraw your consent at any time by clicking the unsubscribe link in our emails, adjusting your account settings, or contacting us at legal@hkhikersclub.com.

Unsubscribing from marketing messages will not affect service‑related communications such as event confirmations, safety notices, or operational updates.

5. Data Retention

Data is retained only for purposes outlined above:

1. Financial records: 7 years
2. Event safety records: 12 months
3. Account data: Until account deletion
4. Cookies/analytics: per technology provider schedule

Data is securely erased once no longer necessary.

6. Data Security

We implement technical and organizational safeguards, including:

1. Encrypted transmission (SSL)
2. Restricted access controls
3. Secure server environments
4. Data minimization
5. Staff confidentiality obligations

However, no internet transmission is entirely secure.

7. Data Sharing

We do not sell personal data.

We may share data with:

1. Payment processors
2. Event organizers
3. Logistics and delivery partners
4. IT service providers
5. Emergency services when required

All third parties are bound by contractual confidentiality obligations.

8. Cross-Border Transfer

Our servers are currently hosted in Singapore.

By using our services, you consent to cross-border data transfer where necessary.

9. Cookies & Tracking

We use:

1. Essential cookies for authentication
2. Functional cookies for preferences
3. Analytics tools (e.g., Google Analytics)

You may disable cookies via browser settings, though certain features may not function.

10. Access & Correction Rights

Under PDPO, you may:

1. Request a copy of your personal data
2. Request correction of inaccurate data
3. Withdraw consent for marketing

Requests must be submitted by email: legal@hkhikersclub.com

We will respond within the statutory period of 40 days.

A reasonable administrative fee may apply for access requests.

11. Updates to This Policy

We may update this Privacy Policy to reflect operational or legal changes.

Updates will be posted on our website.

12. Contact

For privacy concerns: legal@hkhikersclub.com