Privacy Policy

Privacy Practices

1. Types of Personal Data Processed by SCAA

SCAA may collect and process the following types of personal data of honorary official members, committee members, members, athletes, staff, participants and other individuals directly related to the membership, functions, courses and activities of SCAA only, for lawful purposes, and by lawful and fair means for the purposes of providing membership, services and facilities:

• 1.1 Identification (e.g. name and Hong Kong Identity Card/passport details);
• 1.2 Personal details (e.g. age, gender, date of birth, address, telephone number, e-mail address and other contact details);
• 1.3 Employment record (e.g. recruitment, background job particulars, payrolls, benefits, leave, training records, medical claims and history {if any} records, mandatory provident fund schemes participation, appraisals, disciplinary and termination matters); ；
• 1.4 Images (e.g. photo of an individual joining SCAA membership or participating in SCAA’s events / activities, and image of a visitor to the club house captured by CCTV system)
• 1.5 Contractor/Service Provider records(e.g. personnels of service providers/contractors entering SCAA’s club house, coaches, instructors, tutors who provide services to SCAA)

2 Main Purposes for Processing Personal Data

2.1 The purposes for which SCAA processes personal data are:

• 2.1.1 To verify an individual’s membership identity;
• 2.1.2 To ensure compliance with the rules and regulations, legal obligations and to establish or exercise legal rights of SCAA;
• 2.1.3 To develop, maintain and upgrade services, including facilities, programmes, activities and events;
• 2.1.4 To organize, conduct and promote SCAA’s events / activities;
• 2.1.5 To maintain relationships with SCAA’s members;
• 2.1.6 To handle complaints / enquiries as appropriate;
• 2.1.7 To carry out surveys / analysis;
• 2.1.8 For purposes related to recruitment of staff, manpower management, and maintenance of employment relationship;
• 2.1.9 For security purposes; and
• 2.1.10 Other operational and administrative records reasonably necessary for SCAA to carry out its functions.

2.2 Direct marketing activities

SCAA may use personal data to promote and market membership, products and services through direct marketing in accordance with the Hong Kong Personal Data (Privacy) Ordinance (the “Ordinance”), and any other applicable law and, if required, obtain prior consent for direct marketing activities. The promotion may include products and services from SCAA.

If you do not prefer your personal data to be used for the purposes of direct marketing activities, please send an e-mail, along with your name to our Data Protection Officer at [email protected] notifying us that you do not wish your personal data to be used for such purposes. 

3 Processing Personal Data

SCAA processes personal data on the following basis:

• 3.1 Consent: the Data Subject has given clear consent for SCAA to process their personal data for a specific purpose.
• 3.2 Contract: the processing is necessary for a contract SCAA has with a Data Subject, or because a Data Subject has asked SCAA to take specific steps before entering into a contract.
• 3.3 Legal obligation: the processing is necessary for SCAA to comply with the law.
• 3.4 Vital interests: the processing is necessary to protect the Data Subject’s life.
• 3.5 Public task: the processing is necessary for SCAA to perform a task in the public interest.
• 3.6 Legitimate interests: the processing is necessary for SCAA’s legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.
• 3.7 Special occasion: to process special category personal data for special events or campaign (e.g. membership drive campaign).
• 3.8 Criminal records information: the processing is in accordance with rights or duties imposed on it by law (e.g. when carrying out No Criminal / Sexual Conviction Record Checks), including as regards safeguarding and employment, or from time to time by explicit consent where required.

4 Access to and Sharing of Personal Data

• 4.1 Generally, SCAA collects personal data from the individual directly. This may be via a form, an online platform or simply in the ordinary course of interaction or communications.
• 4.2 Some of SCAA’s processing activity is carried out on its behalf by third parties, such as IT systems, web developers or cloud storage providers, sports entities or other professionals, authorities or from publicly available resources.. All SCAA’s service providers are bound by contractual duty to keep confidential any data they come into contact with against unauthorized access, use and retention.
• 4.3 Personal data collected by SCAA will remain within SCAA and will be processed by appropriate individuals on a “need to know” basis.
• 4.4 Where necessary, SCAA may be required to share personal data with third parties, such as:
• 4.4.1 professional advisers (e.g. lawyers, insurers and auditors);
• 4.4.2 government authorities;
• 4.4.3 where appropriate, parties who will be contacted by SCAA during the handling of a complaint / enquiry case including the party being complained against and/or other parties concerned.



• 4.5 Personal data held by SCAA will not be disclosed to third parties unless the disclosure is for the purpose for which the data was to be used at the time of collection of the data or a directly related purpose, or with the express consent of the data subject given voluntarily unless the obtaining of such consent is exempted under the law.



• 4.6 Unnecessary and excessive disclosure of personal data will not be made. For example, in issuing documents in relation to complaint / enquiry cases or disciplinary matters, unnecessary and excessive personal data will be removed or redacted.

5 Cookies and Personal Data Collected on SCAA’s Websites

• 5.1 Cookies are used by SCAA to collect statistics about the type of the Internet browser, operating system, the domain name of the Internet service provider, frequency and preference of the users when accessing SCAA’s websites or using online services offered on SCAA’s websites. SCAA may not be able to provide some of the functions the users may require unless the users agree to accept the cookies of the websites.
• 5.2 SCAA uses the webserver access log for the purpose of maintaining and improving its websites, marketing activities; notification pushing of SCAA’s services.
• 5.3 SCAA does not use, and have no intention of using the user’s data to personally identify anyone.

6 Hyperlinks

The Website may, from time to time, contain links to external sites operated by third parties for convenience. SCAA has no control of and are not responsible for these third party websites or the content thereof. SCAA cannot be responsible for the protection and privacy of any information which the Data Subject provide to these third party sites.

7 Security of Personal Data

SCAA takes appropriate physical, electronic, and managerial steps to protect the personal data it holds against loss, accidental or unauthorized access, use, modification, erasure or disclosure or other use.

8 Retention

• 8.1 SCAA will take all reasonably practicable steps to ensure that personal data are protected against unauthorized or accidental access, processing, erasure or other use;
• 8.2 SCAA retains Personal Data for no longer than is required for the fulfilment of the purposes (or any directly related purposes) for which the data was to be used, subject to legal, statutory and regulatory requirements mandating the data retention.
• 8.3 Personal data that is no longer needed is properly destroyed.

9 Data Accuracy

SCAA is committed to maintain personal data at reasonable accuracy, completeness and relevancy for the purpose for which the personal data is to be used. SCAA aims to keep the personal data accurate and up-to-date. However, such accuracy and completeness rely on the disclosure and update of all material information to SCAA by the Data Subject. Data Subject may amend their personal data, as appropriate, set out in ” Data Access and Correction ” section below.

10 Data Access and Correction

• 10.1 Request for access, correction and/or erasure of personal data, as well as withdrawal of consent, where applicable should be made by sending directly to the Data Protection Officer by fax to 2890 9304, via email to [email protected], or in person or by post to:
  South China Athletic Association
  88 Caroline Hill Road
  Causeway Bay
  Hong Kong
• 10.2 When handling a data access or correction request, SCAA will take reasonable steps to verify the identity of the requester to ensure that he is the person legally entitled to make the data access or correction request.

11 Enquiries

Any enquiries regarding SCAA’s Privacy Statement may be addressed to the Data Protection Officer by post to the above correspondence address, via email to [email protected] or by telephone to 2577 6932 during office hours.

SCAA may change this Privacy Statement from time to time. Please check this Privacy Statement occasionally for the most recent version.

This version was last updated on July 2024.

In case of discrepancies between the English and Chinese Version of this Privacy Statement, the English Version prevails.