Privacy notice

We receive only the information needed to run the club and its communications. This can include:

• messages and contact details you send by email, LINE, Instagram or Facebook;
• photos or videos you submit, plus optional event, date, photographer and contact details;
• merchandise, sponsorship, membership and event enquiries;
• account details and roles for people allowed to use restricted coach or committee tools; and
• basic technical information used for hosting, security and rate limiting, such as request times, browser information and IP addresses.

The public website does not currently use advertising trackers or build advertising profiles, and it does not collect card payments.

We use information to:

• reply to questions and help people join club activities;
• organise training, events, membership, merchandise and sponsorship;
• review and publish approved club photos, videos and stories;
• operate and protect the website and restricted club tools; and
• keep necessary club records and resolve safety, access or delivery problems.

Committee tools may sort enquiries and prepare suggested replies. A person must review and confirm a reply before an email is sent; the system does not autonomously send club email.

When the club connects its Gmail account, messages and drafts remain in Gmail and are retrieved only for authorised committee work. We do not copy mailbox bodies into the club database. The encrypted Google connection token is kept in a restricted database until the connection is replaced, revoked or no longer needed.

Restricted coach and committee pages use necessary sign-in cookies. These cookies keep the account signed in and enforce the person's role; they are not advertising cookies.

Club activities may include adults and children. A person submitting media must have the right to share it and must obtain any permission needed from the people shown, including a parent or guardian where appropriate. We may resize, crop or caption approved media for the website and club social channels.

If you want an image, video or story involving you or your child reviewed or removed, email us with a link or clear description. We will act on reasonable requests as quickly as practical.

We use service providers to host the website, store club content and accounts, deliver video, protect forms and support communications. These can include Vercel, Sanity, Supabase, Mux, Upstash and Google/Gmail. If you contact us through LINE, Instagram or Facebook, that platform also handles your information under its own privacy terms.

Some providers may process information outside Thailand. We do not sell personal information or share it for third-party advertising.

We keep information only while it is useful for club operations, safety, resolving a dispute or meeting a legal requirement. Email remains subject to the club's Gmail practices; approved media can remain in the club gallery; and technical logs and backups follow the relevant provider's deletion cycle. We periodically remove information that is no longer needed.

We limit restricted tools by role and protect sensitive connection details with encryption. No online service can promise perfect security, so please do not send sensitive medical, financial or identity documents unless the committee specifically asks for them through an appropriate channel.

Depending on the situation and applicable law, you may ask what information we hold about you, request a correction or deletion, withdraw permission for future use, or object to a particular use. Some records may need to be retained for safety, dispute or legal reasons. Contact us and we will respond as soon as reasonably practical.

Privacy questions and removal requests can be sent to rugbyhuahin@gmail.com. We may update this notice as the club's tools and practices change; the date above shows the latest version.