THE HONG KONG TRIATHLON ASSOCIATION

(the “Association”)

Declaration

The Association operates a “Non Refund Policy”. Once your entry is accepted, your entry fee will not be refunded. All entry fees are also not transferable to another applicant.

I understand that by participating in the Event there are risks of injury, death and/or loss. I am hereby entering the Event at my own risk and responsibility. I discharge the Organizer and any other individual organization connected directly or indirectly with the Event from any responsibility in the event of including but not limited to injury, death or loss of property incurred during as consequence of or while travelling to or from the Event. I permit the Association to use the above personal data in the operation of this activity and to inform me of future activities. I understand I can contact trihk@triathlon.com.hk to amend any of my personal data, and or to refuse receiving further promotional information by emailing to the said address.

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I am physically fit and capable of participating in the Event and have not been otherwise advised by a qualified medical practitioner.

I declare that all the above details are true and correct. I agree to abide by the rules of the Hong Kong Triathlon Association.

Circular (“Circular”) Relating To The Personal Data (Privacy) Ordinance (The “Ordinance”)

1. Collection of Personal Data: From time to time, it is necessary for the Association to collect personal data in connection with its activities from its members (“Data”).

2. Purposes of Collection:

(i) The purposes for which personal data are divided into obligatory purposes and voluntary purposes. If Data are to be used for an obligatory purpose, the Relevant Person MUST provide his/her Data to the Association if he/she wants the Association to admit a person to membership. Failure to supply such Data may result in the Association being unable to admit a person to membership.

(ii) If personal data are only to be used for a voluntary purpose, the Relevant Person can tell the Association not to use Data for that purpose and the Association will not do so.

(iii) Purposes for which it is obligatory for the Relevant Persons to provide Data are as follows:

(a) the daily operation of the Association;

(b) membership registration, correspondence with Relevant Persons or other related purposes;

(c) providing news to members regarding events and activities organized by the Association through any of its divisions;

(d) providing notices to members of activities, training courses, meetings, conferences and other activities;

(e) providing newsletters, reports, promotions or other documentation issued by the Association or other organizations or government departments;

(f) providing invitations to attend programmes and activities or join in competitions/nominations which are organized by other organizations or government departments;

(g) purposes directly relating to the purposes listed above.

3. Transferring of Data to Other Persons: The Association may provide your personal data to any other persons whether or not such persons are members of the Association and/or any other persons who need to use your personal data for operational purposes or any other purposes related to Guiding. These persons include:

(i) Staff of Sponsoring Authorities which sponsor the Association or its activities;

(ii) Members of different Working Committees and Organizing Committees set up by the Association for the purposes of advising and assisting in the operations of the Association; and

(iii) members of National Associations or Regional Associations established to organize to events.

4. Right of Access and Correction: Under and in accordance with the terms of the Ordinance, any individual has the following rights:

(i) to check whether the Association holds Data about him/her and the right of access to such data;

(ii) to require the Association to correct any Data relating to him/her which are inaccurate; and

(iii) to ascertain the Association’s policies and practices in relation to Data and to be informed of the kind of personal data held by the Association.

In accordance with the terms of the Ordinance, the Association has the right to charge a reasonable fee for the processing of any data access or correction request.

5. Retention of Personal Data and Related Records

According to the Data Protection Principle 2(2) of the Ordinance, the Association is required to take all practical steps to ensure that personal data is not kept longer than is necessary for the fulfillment of the purpose for which it is to be used. In order to comply with this requirement, the Association will erase the personal data and related records for a Guide / Guide official / member / volunteer in accordance with the following schedule:-

(i) the next membership year following the member has resigned;

(ii) the next membership year following the member reach the age of 18 years of age and has ceased to be our member.

A member may prior to the scheduled erasure date referred to above make a written request to the Association requiring it retain his/her personal data until he/she gives 30 days’ notice in writing to the Association requesting it to erase his/her personal data.

6. Data Protection Officer: For the purposes of paragraphs 2 and 4 above, the person to whom requests for access to data or correction of data or for information regarding policies and practices and kinds of data held, are to be addressed is as follows:

The Hong Kong Triathlon Association

Room 1020, Olympic House, 1 Stadium Path, So Kon Po,

Causeway Bay, Hong Kong

Telephone : [2504 8282]

Fax : [2576 8253]

E-mail: trihk@triathlon.com.hk

7. Nothing in this Circular shall limit the rights of the members under the Ordinance.

If there is any inconsistency or conflicts between English and Chinese version, the English version will prevail.

Dec 2017

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I have carefully read and I fully understand the terms set out in this Circular and agree with these terms unless otherwise specified above.

香港三項鐵人總會

(「總會」)

聲明

香港三項鐵人總會實行”不退款”政策, 報名一經接納，報名費將不獲退回。所有報名費均不能轉讓給其他人。

本人是自願參加此活動和願意承擔自身的意外風險及責任，本人並無權向主辦機構及所有與這比賽直接或間接有關的獨立機構，就本人在活動進行期間及往返活動場地時所引致之所有損失，包括但不限於自身意外、死亡或其他任何形式的損失，進行任何索償或追討責任。本人准許香港三項鐵人總會使用本人所提供之資料，作為本活動及未來活動宣傳之用。本人明白可隨時聯絡trihk@triathlon.com.hk 以修改個人資料或提出拒絕接收往後之宣傳資料。

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本人聲明本人身體健康及有能力參加此活動，並經由執業醫生確認本人之體適能適合參加此活動。

本人聲明以上所有資料是真實和正確的。我同意要遵守香港三項鐵人總會之規則。

有關《個人資料(私隱)條例》(「《條例》」)的通函(「通函」)

1. 收集個人資料：總會不時需要就其活動向其會員收集個人資料(「資料」)。

2. 收集資料的目的：

(i) 收集個人資料的目的分為必須目的及自願目的。如果資料被用於必須目的，而若相關人士希望總會接納某人士為會員，則相關人士必須提供他/她的資料予總會。未能提供該資料可能導致總會無法接納某人士為會員。

(ii) 如果個人資料僅被用於自願目的，相關人士可告知總會不得將資料用於該目的，而總會將不會如此使用該資料。

(iii) 相關人士必須為以下目的提供資料：

(a) 總會的日常運作；

(b) 會員登記、與相關人士通訊或其他有關目的；

(c) 向會員提供關於由總會透過其各區所籌辦比賽、訓練課程及活動的消息；

(d) 向會員提供有關比賽、訓練課程、課堂、以及其他活動的通知；

(e) 提供由總會或其他組織或政府部門所發出的通訊、報告、宣傳小冊子、期刊或其他文件；

(f) 提供出席由其他組織或政府部門所籌辦的訓練課程及活動或者參加由其他組織或政府部門所籌辦的比賽的資訊；

(g) 與上文所列出的目的直接有關的目的。

3. 向其他人士轉移資料：總會可將閣下的個人資料提供予不論是否總會成員的任何其他人士及/或為與三項鐵人運動有關的運作目的或任何其他目的而有需要使用閣下個人資料的任何其他人士。此等人士包括：

(i) 贊助總會或其活動的贊助機構(包括學校及福利機構)的職員；

(ii) 為在總會運作上提供意見及協助的目的而由總會成立的不同工作委員會及籌備委員會的成員；及

(iii) 為籌備當地比賽隊伍的地方總會。

4. 查閱及改正資料的權利：根據及按照《條例》的條款，任何個人有以下權利：

(i) 查核總會是否持有關於他/她的資料及查閱該資料的權利；

(ii) 要求總會改正任何有關他/她的不準確資料；及

(iii) 確定總會在資料方面的政策及實務，並獲告知總會所持有個人資料的種類。

按照《條例》的條款，總會有權就處理任何查閱或改正資料的要求收取合理費用。

5. 個人資料及紀錄保留期限

根據及按照《條例》保障資料第二(2)原則，總會須採取所有切實可行步驟確保資料的保存時間不能超過使用該等資料而達到原定目的之實際所需。本會只在有必要的整段期間內保留個人資料。

因此，根據及按照《條例》的要求，總會將會依據以下附表刪除總會會員的個人資料及相關紀錄：

(i) 總會會員由離任起計下一個會員年度；

(ii) 總會會員已滿18 歲及離任起計下一個會員年度。

總會會員會員可以在上述提及刪除個人資料的預定日期之前以書面要求總會保留他/她的個人資料直至他/她向總會發給 30 天書面通知要求總會刪除他/她的個人資料。

6. 保障資料主任：就上文第 2 及 4 段而言，任何關於查閱或改正資料，或索取關於資料政策及實務以及所持有資料種類的要求，應向下列人士提出：

香港三項鐵人總會

香港銅鑼灣掃桿埔大球場徑

一號奧運大樓1020室

電話：[2504 8282]

傳真：[2576 8253]

電郵：trihk@triathlon.com.hk

7. 本通函不會限制會員在《條例》下所享有的權利。

英文版本與中文版本如有任何不符或抵觸，將以英文版本為準。

2017 年 12 月

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本人已細閱及全面了解在本通函內所列出的條款，並且同意此等條款。

Hong Kong Triathlon Association

Hong Kong Triathlon Association

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