Membership privacy policy

Effective when this website update is published.

TIGERS Arts & Sports Club, Aanakkampoyil uses membership information to organise sports, arts and community activities, manage membership, communicate with members and support participant safety.

Who can join

Membership is open from age 12. For ages 12–17, a parent or lawful guardian must review this notice and provide consent before the club accepts the child’s registration. The committee must confirm the guardian’s identity and authority through an appropriate process. A child’s own agreement is not a substitute for guardian consent.

Parents and guardians should contact the membership coordinators before submitting a child’s information. Please do not submit membership applications for children under 12.

Information and its purpose

• Name, contact details and age information: membership records, eligibility and communication.
• Photo and T-shirt size: member identification and club clothing arrangements.
• Sports and arts interests: organising relevant activities.
• Emergency contact details: reaching a nominated person when needed. Please inform that person before providing their details.
• Payment information: confirming membership fees. Never provide a PIN, password or OTP.
• The current registration information lists blood group. The club must collect it only for a clearly explained safety purpose, with a choice to decline; it must not be used as a substitute for medical testing.

Consent and children’s participation

Membership information must be used only for the purposes explained here. Separate, optional permission must be obtained before using a member’s identifiable photo in public promotion; for children, this requires guardian permission. Declining publicity permission must not prevent participation.

Children’s information must not be used for targeted advertising, commercial profiling or tracking. The club must not sell membership data.

Access and storage

Registration is handled through Google Forms and the associated Google storage. Club policy requires access to be restricted to named committee members who need it for membership, finance or safety duties. Files must not be made available through public sharing links. Service providers process information under their own terms; information may be disclosed where required by law.

Send payment proof privately to a membership coordinator only when requested. Crop or mask unrelated balances and transaction details. Do not post it in a club group.

Retention

The club’s default retention policy is to keep membership records while membership is active and for up to 12 months afterwards, then delete or anonymise them. Identification photos and emergency-contact information should be removed within 90 days after membership ends unless still needed for a specific unresolved matter. Unsuccessful or withdrawn applications should be deleted within 90 days.

Records required for accounting, legal obligations or an unresolved dispute may need to be kept longer, restricted to that purpose. Access and retention should be reviewed annually.

Your choices and requests

To request access to your information, a correction, deletion, withdrawal of consent or to raise a concern, contact the membership coordinators and ask them to pass the request to the TIGERS committee. A guardian may make a request for a child. The club may need to confirm identity privately and will aim to respond within 30 days. Withdrawing information essential to membership may mean membership or an activity cannot continue; the coordinator should explain this.

Anas — 8086 038 200
Alan — 8156 863 708

This website and external services

This website stores a language preference on your device when you use the language switch. You can remove it using your browser’s site-data settings. No advertising or analytics scripts have been added to this website package. Hosting providers may maintain ordinary access logs.

YouTube loads only after you choose to play the playlist. Google Forms, YouTube, Instagram and Facebook have their own privacy practices when you open or use them.

Policy updates

The club should publish changes here and notify members of material changes before using their information for a new purpose.