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1. Introduction

Hwa Chong Junior College Alumni, also referred to in this Privacy Policy as “HCJC Alumni”, “we”, “us” or “our”, respects the privacy of our members, alumni, volunteers, event participants, donors, partners and visitors to our website.

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This Privacy Policy explains how we may collect, use, disclose, store and protect personal data when you visit our website, register for our events, participate in our activities, communicate with us, make enquiries, join our mailing lists, or otherwise interact with us.

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We aim to handle personal data responsibly and in accordance with Singapore’s Personal Data Protection Act 2012, where applicable.

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2. Personal Data We May Collect

Depending on your interaction with us, we may collect personal data such as:

a. your name;
b. contact details, including email address, mobile number and mailing address;
c. year of graduation, cohort, school affiliation or alumni status;
d. occupation, company, professional background or areas of interest, where voluntarily provided;
e. event registration details, attendance records and dietary preferences;
f. payment, donation or transaction-related information, where applicable;
g. photographs, videos or recordings taken during alumni events or activities;
h. messages, feedback, enquiries or other content you submit to us;
i. technical information such as IP address, browser type, device information, pages visited, date and time of visit, and website usage data; and
j. any other information you voluntarily provide to us.

 

We will generally collect personal data directly from you, unless it is reasonable and permitted for us to collect it from other sources, such as event partners, registration platforms, publicly available sources, or other alumni members who have referred you to us.

 

3. How We Use Personal Data

We may collect, use and process personal data for purposes including:

a. managing alumni membership records and communications;
b. verifying alumni status or eligibility for certain activities;
c. organising, administering and publicising alumni events, reunions, talks, networking sessions and community activities;
d. processing event registrations, payments, donations, attendance and related administration;
e. sending newsletters, announcements, invitations, updates and other alumni-related communications;
f. responding to enquiries, feedback, requests or complaints;
g. maintaining and improving our website, programmes, services and communications;
h. sharing relevant opportunities, initiatives, surveys or calls for participation with alumni;
i. documenting and promoting alumni activities through photographs, videos, event summaries and social media posts;
j. complying with applicable laws, regulations, codes of practice or lawful requests from public agencies;
k. protecting the safety, security and integrity of our website, events, members, volunteers and systems; and
l. any other purpose that is reasonably related to the above.

 

We will only use personal data for purposes that we have notified you of, for purposes that are reasonably appropriate in the circumstances, or where permitted or required by law.

 

4. Consent

By submitting personal data to us, registering for our events, joining our mailing lists, participating in alumni activities, or using our website, you consent to our collection, use and disclosure of your personal data for the purposes described in this Privacy Policy.

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Where you provide personal data relating to another individual, you should ensure that you have obtained that individual’s consent to do so, unless you are otherwise permitted by law.

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You may withdraw your consent at any time by contacting us at the email address stated below. Please note that withdrawing consent may affect our ability to provide certain services, process your membership, register you for events, or communicate with you. Under the PDPA, individuals may withdraw consent by giving reasonable notice, and organisations should inform them of the likely consequences. (lawsociety.org.sg)

 

5. Disclosure of Personal Data

We do not sell personal data.

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We may disclose personal data where reasonably necessary to:

a. our Executive Committee members, sub-committees, volunteers and authorised representatives;
b. service providers supporting our website, email distribution, event registration, payment processing, IT systems, communications, design, photography, videography, printing or administrative functions;
c. event partners, sponsors or venue operators, where relevant to an event or activity;
d. professional advisers, auditors, insurers or legal advisers;
e. government agencies, regulators or law enforcement authorities, where required or permitted by law; and
f. any other party with your consent or where disclosure is reasonably necessary for the purposes stated in this Privacy Policy.

 

Where we engage third-party service providers, we will take reasonable steps to ensure that they protect personal data and use it only for authorised purposes.

 

6. Photographs, Videos and Event Publicity

Photographs, videos and recordings may be taken at alumni events and activities. These may be used for publicity, archival, reporting or community engagement purposes, including on our website, social media channels, newsletters, event materials and other alumni communications.

 

If you do not wish to be photographed or recorded, or if you would like us to consider removing a specific image of you from our channels, please contact us. We will assess such requests reasonably, taking into account the nature of the image, context of use and practical feasibility.

 

7. Cookies and Website Analytics

Our website may use cookies, analytics tools or similar technologies to improve functionality, understand visitor behaviour, monitor website performance and enhance the user experience.

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Cookies may collect information such as browser type, device type, pages visited, duration of visit and referring websites. This information is generally used in aggregated or statistical form.

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You may adjust your browser settings to disable or block cookies. However, some parts of the website may not function properly if cookies are disabled.

 

8. Third-Party Websites and Platforms

Our website may contain links to third-party websites, social media platforms, event registration platforms, payment providers or other external services.

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This Privacy Policy does not apply to those third-party websites or platforms. We are not responsible for their privacy practices, content or security. You should review their privacy policies before providing personal data to them.

 

9. Accuracy of Personal Data

We aim to keep personal data accurate and up to date where it is used for ongoing purposes. You should inform us if your personal data changes or if you believe that any information we hold about you is inaccurate or incomplete.

 

10. Protection of Personal Data

We will take reasonable administrative, technical and physical measures to protect personal data in our possession or under our control against unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks.

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However, no method of electronic transmission or storage is completely secure. While we take reasonable steps to protect personal data, we cannot guarantee absolute security.

 

11. Retention of Personal Data

We will retain personal data only for as long as necessary to fulfil the purposes for which it was collected, for alumni administration, for legal or business purposes, or as required or permitted by applicable laws.

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When personal data is no longer required, we will take reasonable steps to delete, anonymise or securely dispose of it.

 

12. Overseas Transfer of Personal Data

Where personal data is transferred outside Singapore, for example through cloud hosting, email distribution tools, website platforms or other service providers, we will take reasonable steps to ensure that such transfers comply with applicable data protection requirements.

 

13. Access and Correction Requests

You may contact us to request access to personal data that we hold about you, or to request correction of your personal data.

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We may need to verify your identity before processing such requests. We may also charge a reasonable administrative fee where permitted by law, and we will inform you of any applicable fee before processing your request.

 

14. Withdrawal from Mailing Lists

You may unsubscribe from our mailing lists or request to stop receiving non-essential communications from us by following the unsubscribe instructions in our emails, where available, or by contacting us at the email address below.

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Please note that we may still send you important administrative or transactional communications where necessary, such as event registration confirmations, membership-related notices, or responses to enquiries.

 

15. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, website features, legal requirements or operational needs.

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16. Contact Us

For any questions, feedback, access or correction requests, withdrawal of consent, or privacy-related matters, please contact:

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Hwa Chong Junior College Alumni 
Email: HCJCAlumni@hci.edu.sg

 

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