Privacy notice

Policy version: 2026-10-12-launch

Who is responsible Bedok Youth Society for the Disabled (BYSD) manages personal data for BYSD Community Race 2026, including registration, guardian approval and donations. Questions, correction requests and requests to withdraw consent can be sent to general@bysd.sg. Please provide enough information to locate your record; do not email NRIC numbers, payment credentials or medical records.

What we collect and why We collect team and organiser details; participant names, ages and contact details; emergency contacts; and guardian names, emails and relationships for participants under 18. Optional home postal codes for Tampines residents support participation reporting, and shirt sizes support shirt orders. These details help BYSD organise the event, check eligibility, communicate with participants and guardians, and respond to emergencies. For donations, we collect the donor's name, email, amount and any selected team. Payment references and status help us confirm payments, handle enquiries and maintain accounting records. Registration details are saved when submitted, including when payment is not completed.

Registering for someone else Before providing another person's details, explain this notice and obtain their permission or other valid authority. Under BYSD's event policy, obtain the parent or legal guardian's permission before providing an under-18 participant's details and the guardian's contact details. If you do not have that permission, contact BYSD before submitting. The later guardian email asks the guardian to approve or decline participation; it does not replace permission to collect and use the child's data at registration. Provide accurate information and only the details requested. Do not put private contact details or children's personal information in a public team name or story.

Who receives the information Authorised BYSD staff use the information for the purposes above. Supabase stores event records and supports staff sign-in; Vercel hosts the registration service; Resend sends event and guardian messages. HitPay processes hosted payments and receives payer name and email, amount, purpose and a payment reference. This registration service does not collect card numbers, banking passwords or payment PINs. Providers may process information outside Singapore; BYSD must ensure the required data protection safeguards for any overseas transfer.

What is public Team names, team stories and fundraising totals are public. Participant, donor, guardian and emergency contact details are not shown on public fundraising pages. Event-related messages do not sign you up for a newsletter. Any future marketing use requires an appropriate separate permission. Photography and video for publicity must be addressed separately from this privacy notice; contact BYSD before the event to discuss your preference.

Keeping data and exercising your choices BYSD will keep records only for as long as needed for event administration, enquiries, accounting and applicable legal obligations, then securely delete or anonymise them. You may contact BYSD to request access or correction, ask about retention, or withdraw consent. BYSD may need to verify your authority and will explain the consequences before processing a withdrawal, including whether participation can continue. Required records may still be retained where the law permits or requires it. Withdrawing consent does not automatically cancel a payment or create a refund entitlement.