Privacy Policy

This Privacy Policy explains how THE HAWK Elite Football Club ("the Club", "we", "us") collects, uses, discloses and protects personal data through this website, its tournament registration pages and our club operations, in line with the Personal Data Protection Act 2010 (Act 709) as amended by the Personal Data Protection (Amendment) Act 2024 ("PDPA").

This Club works mainly with children. Most of the personal data we hold belongs to minors: our registered players, and the players of teams that register for our tournaments. Where this policy says "you" and the person concerned is under 18, it means that child's parent or legal guardian acting for them. We do not knowingly collect personal data directly from a child without the involvement of a parent, guardian or authorised team official.

Who we are

THE HAWK Elite Football Club, Seberang Perai Tengah, Pulau Pinang, Malaysia. For any privacy enquiry, access or correction request, or complaint, contact Tun Raihan at thehawkpenang15@gmail.com.

What personal data we collect

1. Player registration data: full name, age, school, category (age group), MyKid or MyKad number, player photograph, jersey number and playing position, guardian's name, and a copy of the player's birth certificate or MyKid where submitted for registration.
2. Guardian contact data: phone number and home address, so we can reach a player's family about club matters, safety or emergencies.
3. Attendance and development records: training attendance (recorded by scanning the player's Digital Player ID) and performance evaluations completed by coaches, including ratings, comments and decisions.
4. Tournament registration data: when a team registers for one of our tournaments through a registration link (thehawkpenang.com/register/…) or its QR code, we collect the team name and category, the team manager's name and phone number and, for each player, their full name, MyKid number and jersey number. This is submitted by a parent, guardian or team official who confirms they are authorised to provide it.
5. Admin and coach account data: name, email address, login details and role, for staff who use the Club's management portal.
6. Technical data: like most websites, we process standard technical information such as your IP address to keep the website secure, prevent misuse and understand overall website usage. It is not used to identify you (see our Cookie Policy).

Why we collect it, and on what basis

We use this data to run the Club: registering and managing players; recording attendance and tracking player development through coach evaluations; organising teams, training and tournaments; registering teams for our tournaments and checking that players are eligible for their age category; identifying registered players, including through the Digital Player ID; and contacting guardians and team officials about club and tournament matters.

For minors, our basis is the consent given by a parent or guardian at club registration, or by the parent, guardian or authorised team official who submits a tournament registration (the registration form cannot be sent without ticking its consent box). Consent can be withdrawn at any time by contacting us, although the player may then be unable to take part in activities that need this information, such as attendance tracking or a tournament.

What is shown publicly on this website

So families and supporters can follow the team, some information about registered players is shown publicly without a login: name, photograph, age, school, category, jersey number and position, guardian's name, membership status, and each player's Digital Player ID card, which carries a QR code of their player ID. Achievements, gallery photographs, coaches and management are also shown publicly.

These are never shown publicly and are limited to authorised Club staff: MyKid and MyKad numbers, guardian phone numbers, home addresses, registration documents, attendance records and evaluation reports. A parent or guardian can retrieve their own child's completed performance report on this website by entering the session date and the child's MyKid number.

For tournaments, only the tournament's own details (name, date, location, categories and images) are public. Team registrations, including player names, MyKid numbers and team managers' phone numbers, are never published and can only be viewed by a limited number of authorised Club administrators.

If you would prefer your child's information not to appear on the public pages, contact us and we will remove it.

Who we share data with

We do not sell personal data, and we do not share it with anyone for their own marketing.

Sixth Studio Enterprise, the developer that builds and maintains this website, may access system data only as needed to maintain, fix and secure the website for the Club. Otherwise, personal data is only shared with service providers that help us operate this website, strictly on our behalf, or where we are required to by law.

Where personal data is stored or processed outside Malaysia, we only transfer it as permitted under the PDPA.

How we protect your data

We use technical and organisational safeguards suited to the sensitivity of the data, including limiting sensitive information to authorised Club staff only, encrypted connections, secure handling of login details, and measures to detect and prevent misuse of the website. For security reasons, we do not publish the details of these safeguards.

How long we keep data

Player and guardian data is kept while the player is an active or registered member of the Club, and for a reasonable period afterwards for record-keeping and legitimate club administration. Tournament registration data is kept only for as long as it is needed for that tournament. A parent or guardian may ask for earlier deletion at any time, subject to any records we are required by law to keep.

Your (or your child's) rights under the PDPA

Subject to the PDPA, a parent or guardian acting for their child may:

1. Ask for access to the personal data we hold about their child.
2. Ask us to correct inaccurate, incomplete or outdated data.
3. Withdraw consent to our processing of their child's data.
4. Ask us to transmit their child's data to another organisation of their choice (data portability), where technically feasible.
5. Complain to us, or to the Personal Data Protection Commissioner (Jabatan Perlindungan Data Peribadi), about how we handle personal data.

To use any of these rights, contact us using the details above. We will respond within the time required by the PDPA.

Data breach notification

If a personal data breach occurs, we will notify the Personal Data Protection Commissioner as soon as practicable and within 72 hours where the PDPA requires it. If the breach is likely to cause significant harm, we will also notify the affected guardians without unnecessary delay, and no later than 7 days after notifying the Commissioner.

Cookies and browser storage

This website does not use tracking or advertising cookies. It only keeps a few small settings in your browser, such as your light or dark theme choice and, for staff, the login session. See our Cookie Policy for details.

Changes to this policy

We may update this Privacy Policy to reflect changes in our practices, our website or the law; the date below shows when it last changed. Where practicable, we will tell guardians about material changes to how player data is handled.

Contact us

Questions, access or correction requests, or withdrawal of consent: Tun Raihan, THE HAWK Elite Football Club · thehawkpenang15@gmail.com

Last updated 12 October 2026

Terms & Conditions

These Terms & Conditions govern your use of this website, including its tournament registration pages, operated by THE HAWK Elite Football Club, Pulau Pinang, Malaysia ("the Club", "we", "us"). By using this website, you agree to these terms. If you do not agree, please do not use it.

Using this website

This website provides club information, player and team information, tournament registration, and a management portal for authorised admins, coaches and staff. Use it only for lawful purposes and in a way that does not infringe the rights of others or restrict their use of the site. Do not try to access areas or data you are not authorised to see, interfere with the website, or submit information automatically or in bulk.

Staff accounts

The management portal is restricted to authorised accounts, and some features are only available to particular roles. You are responsible for keeping your login details confidential and for all activity under your account. Tell the Club straight away if you suspect someone else has used your account.

Player registration & club membership

Registering a player with the Club, and the related player and guardian information, is governed by the Club's registration process and our Privacy Policy. Registering does not by itself guarantee a player's place in a team; team selection is at the Club's discretion.

Tournament registration

Teams register for our tournaments through a registration link or QR code shared by the Club. Official registration links always start with thehawkpenang.com/register/. Please do not enter player details on any other website claiming to be ours.

By submitting a tournament registration, you confirm that:

1. you are the parent or guardian of the players listed, or a team official authorised by their parents or guardians to register them and provide their details;
2. the information is true and complete, including each player's MyKid number, and the players are eligible for the category entered; and
3. you agree to the Club using this information as described in our Privacy Policy.

Submitting a registration does not by itself guarantee a team a place. The Club may check eligibility, ask for supporting documents, refuse or remove a registration (for example, if it is incomplete, inaccurate, duplicated or ineligible), and open, close or reopen registration at any time. Each team may register once per category; contact the Club to change a submitted registration. Tournament rules, fees, dates and venues are as set out in the tournament details or announced by the Club, and may change. This website does not take payments.

Content & intellectual property

All content on this site, including text, images, branding, and player and team information, is owned by or licensed to THE HAWK Elite Football Club and is protected as described in our Disclaimer & Copyrights notice. You may not reproduce, redistribute or use this content for commercial purposes without our prior written permission.

No warranty & limitation of liability

This site is provided "as is" without warranties of any kind. Full disclaimer and liability terms are set out in our Disclaimer & Copyrights notice, which forms part of these Terms.

Changes to these terms

We may update these Terms & Conditions to reflect changes to the Club's operations, this website or applicable law. Continuing to use the site after changes are posted means you accept the revised terms.

Governing law

These Terms are governed by the laws of Malaysia. Any disputes arising from use of this site are subject to the jurisdiction of the courts of Malaysia.

Last updated 12 October 2026

Cookie Policy

This website does not use tracking or advertising cookies. It only stores a small amount of information in your browser where needed for the website to work, as explained below.

Your display preference

If you switch between light and dark mode, your choice is remembered on your device so the website shows your preferred theme next time. It is not sent to us and contains no personal information.

Staff login sessions

When an authorised admin or coach logs in to the management portal, their browser keeps them logged in while they use it. This is cleared when they log out or close the browser tab, and sessions also expire automatically. It is never used to track anyone across other websites.

Website reminders

When tournament registration is open, the website may remember during your visit that you have already seen its registration reminder, so it is not shown to you again. This is cleared when you close the tab and contains no personal information.

Website statistics

We may measure overall website traffic, such as the number of page views, in a privacy-friendly way that does not use cookies and does not identify or track individual visitors.

Content from other services

Like most websites, some images and features may be delivered by third-party services. When your browser requests them, those services receive standard technical information such as your IP address. We do not use this to track you. See our Privacy Policy for more.

Managing your browser storage

You can clear stored website data at any time in your browser's settings (usually under "Privacy" or "Site data"). This resets your theme preference and reminders, and logs you out of any active portal session, but does not affect any information already saved in the Club's systems.

Questions

For any questions about this Cookie Policy, contact Tun Raihan, THE HAWK Elite Football Club · thehawkpenang15@gmail.com

Last updated 12 October 2026