Privacy Policy

This Policy is intended to inform you of:

• what personal data we collect,
• how we collect it,
• how we use, disclose and protect it, and
• your choices regarding your personal data.

This Policy is issued to provide transparency about our information management practices in line with user expectations and applicable law.

When you choose to interact with us—such as creating an account, subscribing to newsletters, participating in clan activities, registering for events, contacting us, or otherwise using our Services—we may collect personal data that you voluntarily provide. Such personal data may include, but is not limited to:

• Full Name and NRIC (only include the last 4 characters e.g. 123A)
• Contact details (phone number, email address, mailing address)
• Date of birth and gender
• Family relationships (for lineage documentation)
• Photographs and video recordings from events.
• Other information you provide in forms or electronic communications

We may also automatically collect non-personally identifiable information such as technical details about your device and usage of the Site (e.g., browser type, IP address, pages visited) through cookies and similar technologies.

We may use your personal data for purposes including, but not limited to:

• Membership registration and verification
• Providing and improving our Services
• Responding to inquiries or requests
• Organising and managing clan events and activities
• Communicating updates, newsletters and announcements.
• Documenting clan heritage and genealogy
• Complying with legal and regulatory obligations

This may include sharing necessary data with our third-party service providers that help us deliver specific Services (e.g., email distributors, event management platforms).

We generally collect personal data when you:

• Register for or use our Services
• Sign up for newsletters or event notifications
• Fill out membership forms
• Contact us via email or online forms
• We may also receive personal data about you from third parties (e.g., payment or event platforms) if you have consented to share that information.

Disclosure of Personal Data

We do not sell your personal data to third parties. We will not disclose your personal data to third parties except:

• to third parties who work on our behalf under confidentiality obligations
• with your consent
• to service providers engaged for event logistics or communication
• in response to legal requirements, court orders, law enforcement requests or government authorities.
• to protect rights, property or safety of Soh Clan Association, users, or others

Opt-Out and Consent

You may opt out of receiving any emails or notifications from us at any time by writing to us in the email or any forms of communication. However, opting out of such emails or notifications does not affect matters about your membership or essential service notifications.

Our Site may use cookies, web beacons, and similar technologies to collect non-personally identifiable information such as Site usage patterns, preferences, and performance data. Most browsers allow you to block or delete cookies, but doing so may affect certain features of the Site.

We implement appropriate security measures to safeguard your data, including:

• Restricted access to member databases
• Secure digital storage and password protection
• Regular reviews of data handling practices.

We take reasonable steps to protect personal data from unauthorized access, disclosure, alteration, or destruction. However, no internet transmission is completely secure, and we cannot guarantee absolute protection.

We retain personal data only for as long as necessary to fulfill the purposes outlined in this Policy or as required by law. Once personal data is no longer needed, it will be securely deleted or anonymised.

Our Site may contain links to third-party websites not owned or controlled by us. This Policy does not apply to those third-party sites. We encourage you to read their privacy policies before providing personal data.

You may:

• Access and correct personal data we hold about you
• Withdraw consent to certain uses of your personal data (subject to legal or contractual restrictions)
• Lodge questions or complaints about this Policy or our personal data practices

To exercise these rights, please contact us using the details below.

Soh Clan Association

Email: Sohclan_sg@126.com

Phone: 6293 2529

We reserve the right to update this Policy at any time. Material changes will be indicated through notices on the Site or by other appropriate means. Your continued use of the Site or Services signifies acceptance of the updated Policy.

You may request access to or correction of your personal data by contacting:

Soh Clan Association

Email: Sohclan_sg@126.com

Phone: 6293 2529

However, if you have questions or concerns about this Privacy Policy or our use of your personal data, please contact our Data Protection Officer, John Soh at 9067 8220.