1. Introduction

Sabah Land Rover Club (“SLRC”, “we”, “our” or “us”) is committed to protecting the privacy and personal data of our members, website visitors, event participants, supporters and other individuals who interact with us.

This Personal Data Protection Policy explains how we collect, process, use, disclose, store and protect personal data when you visit our website, register as a member, participate in club activities, register for events or communicate with us.

We handle personal data in accordance with applicable Malaysian laws, including the Personal Data Protection Act 2010 (Act 709), as amended, where applicable.

By using our website or providing personal data to us, you acknowledge that you have read this Policy.

2. Personal Data We Collect

Depending on your interaction with the club, we may collect the following categories of personal data:

  • Personal identification information: Name, age or date of birth, gender where relevant, and identification details where necessary for a legitimate purpose.

  • Contact information: Email address, telephone number, residential or mailing address.

  • Membership information: Membership number, membership status, application details and membership renewal records.

  • Vehicle information: Land Rover model, vehicle registration number, vehicle specifications and other information relevant to club activities.

  • Event and activity information: Event registrations, attendance records, emergency contact details and participation information.

  • Payment information: Membership fees, event fees, transaction references and payment status. Payment card details are generally handled by the relevant payment service provider rather than retained by the club.

  • Website usage information: IP address, browser type, device information, access logs, cookies and other technical information, where collected.

  • Communications: Enquiries, feedback, complaints and correspondence sent to the club.

We will only collect personal data that is reasonably necessary for the purposes described in this Policy or otherwise permitted by applicable law.

3. How We Collect Personal Data

We may collect personal data directly from you or through the following methods:

  • Membership applications and registration forms.

  • Website contact forms, online registrations and other website features.

  • Event, convoy, expedition and off-road activity registrations.

  • Email, telephone calls, messaging platforms and other communications.

  • Payments and membership administration processes.

  • Cookies, server logs and website analytics tools, where applicable.

  • Other lawful sources, where permitted by applicable law.

Where personal data relates to another individual, such as an emergency contact, you should ensure that you have the appropriate authority to provide that information and that the individual has been informed where required.

4. Purposes of Processing Personal Data

We may process personal data for the following purposes:

  1. To manage club membership applications, renewals and membership records.

  2. To communicate with members, website visitors and event participants.

  3. To organise club meetings, gatherings, convoys, expeditions, training and community activities.

  4. To manage event registrations, attendance, safety arrangements and emergency communications.

  5. To administer membership fees, event fees, receipts and related financial records.

  6. To publish club news, announcements, event updates and membership information.

  7. To maintain and improve the security, functionality and performance of our website.

  8. To respond to enquiries, feedback, complaints and requests.

  9. To take and publish photographs or videos of club activities, subject to applicable laws and appropriate notices, permissions or other lawful grounds.

  10. To comply with legal obligations and establish, exercise or defend legal claims where necessary.

  11. To prevent fraud, misuse, unauthorised access and other activities that may compromise the club or its members.

We will not use personal data for purposes incompatible with those described above unless we have obtained the necessary consent or have another lawful basis to do so.

5. Disclosure of Personal Data

We do not sell personal data to third parties.

Where necessary for the purposes described in this Policy, we may disclose personal data to:

  • Authorised club committee members and personnel responsible for membership and event administration.

  • Event organisers, activity coordinators and service providers assisting with club activities.

  • Website hosting providers, IT support providers, email service providers and website analytics providers.

  • Payment processors and financial service providers.

  • Insurers, professional advisers and other relevant service providers, where necessary.

  • Government authorities, regulators, law enforcement agencies or other parties where required or permitted by law.

We take reasonable steps to ensure that third parties receiving personal data are subject to appropriate confidentiality, security and data protection obligations.

6. Photographs, Videos and Club Publications

Photographs and videos may be taken during club events, meetings, convoys and other activities for documentation, reporting, historical records and club publicity.

Such materials may be published on our website, official social media pages, newsletters or other club communication channels, subject to applicable law and appropriate consent, notice or other lawful grounds.

If you have concerns about a photograph, video or other material featuring you, please contact the club using the details provided in this Policy. We will consider your request and take appropriate action where reasonably practicable and legally required.

Members and participants should also respect the privacy of other individuals when taking, sharing or publishing photographs and videos.

7. Cookies and Website Technologies

Our website may use cookies and similar technologies to support website functionality, remember preferences, analyse website traffic and improve user experience.

You may be able to manage or disable cookies through your browser settings. However, disabling certain cookies may affect website functionality.

Where required by applicable law, we will provide appropriate information and obtain consent for the use of cookies or similar technologies.

8. Security of Personal Data

We take reasonable practical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration or destruction.

These measures may include restricting access to authorised personnel, using appropriate passwords and access controls, maintaining reasonable website security measures and engaging service providers that apply suitable safeguards.

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

If a personal data breach occurs, we will assess the incident and take the notification and remedial steps required under applicable law.

9. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including membership administration, event management, financial recordkeeping, legal compliance and the resolution of disputes.

When personal data is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it, subject to applicable legal and recordkeeping requirements.

10. Access, Correction and Other Privacy Rights

Subject to applicable law, you may have the right to:

  • Request access to personal data held about you.

  • Request correction of inaccurate, incomplete or outdated personal data.

  • Withdraw consent to processing where processing is based on consent.

  • Request that certain processing cease or not begin, where applicable.

  • Request information about the processing of your personal data.

  • Exercise any other rights available under applicable data protection laws.

Certain requests may be subject to legal exceptions, verification requirements or applicable fees permitted by law.

To exercise your rights, please contact us using the contact details below. We may need to verify your identity before responding.

If you withdraw consent or request the deletion of information necessary for membership or event participation, we may be unable to provide certain services or administer your membership.

11. Transfer of Personal Data Outside Malaysia

Some website hosting, cloud storage, communication or other service providers may process or store personal data outside Malaysia.

Where personal data is transferred outside Malaysia, we will take the steps required under applicable Malaysian data protection laws, including any applicable conditions and safeguards for cross-border transfers.

12. Personal Data of Minors

Our website and activities may be accessed by individuals under the age of 18. Where we collect personal data relating to minors, we will take appropriate steps to comply with applicable laws and, where required, obtain consent or involvement from a parent or legal guardian.

Parents or legal guardians who have concerns about personal data relating to a minor may contact the club for assistance.

13. Third-Party Websites and Services

Our website may contain links to third-party websites, social media platforms or external services.

We are not responsible for the privacy practices, content or security of third-party websites. Your use of those services is subject to their respective privacy policies and terms.

We encourage you to review the applicable policies before providing personal data to third parties.

14. Changes to This Policy

We may update this Policy from time to time to reflect changes in our activities, website functionality, data handling practices or applicable legal requirements.

Any revised Policy will be published on our website with an updated “Last Updated” date. Where required by law, we will provide additional notice or seek consent for material changes.

We encourage you to review this page periodically.

15. Contact Us

If you have questions, requests or complaints concerning this Personal Data Protection Policy or the handling of your personal data, please contact:

Sabah Land Rover Club

  • Email: contact@sabahlandroverclub.com

  • Attention: Club Committee / Personal Data Protection Contact

We will review and respond to requests in accordance with applicable laws and our internal procedures.