Harley Owners Group Petaling Jaya (“HOGPJ”, “we”, “our”, or “us”) is committed to protecting the privacy and personal data of our members, event participants, and users of the HOGPJ Mobile Application (the “App”). This Privacy Policy is issued in accordance with the Personal Data Protection Act 2010 (“PDPA”) of Malaysia and explains how we collect, use, disclose, store, and protect personal data when you use the App. By creating an account, submitting information, or otherwise using the App, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal data as described below. If you do not agree with this Privacy Policy, please do not use the App.
1. Definitions
- “Personal Data” means any information relating directly or indirectly to you that can identify you, whether processed by means of equipment operating automatically or otherwise.
- “Processing” means any operation performed on personal data, including collection, recording, storage, use, disclosure, and deletion.
- “App” means the HOGPJ Mobile Application and any associated services provided by HOGPJ.
- “Member” means a registered member of HOGPJ using the App.
2. Scope of this Policy
This Privacy Policy applies to all individuals who download, register for, or otherwise use the App, including members, event participants, and prospective members. It does not apply to third-party websites, applications, or services that may be linked to or accessible from the App, which are governed by their own privacy policies.
3. Information We Collect
3.1 Personal Information
- Full name
- Email address
- Mobile number
- Date of birth
- Gender
- Membership number
- Profile photograph (if provided)
- Mailing address (if required)
- Emergency contact information (if provided)
3.2 Membership Information
- Membership type
- Membership status
- Membership expiry date
- Membership registration and renewal details
- Payment verification information
The App does not process online payments. Members are required to make payments using the payment instructions provided by HOGPJ outside the App. After payment, a member may upload a screenshot or image of the payment receipt for verification. The uploaded receipt may contain the member's name, transaction reference number, payment date, and payment amount. Receipt images are used solely for membership or event payment verification by authorised HOGPJ administrators and are not used for any other purpose.
3.3 Event Registration Information
- Event registration details and package selection
- Rider and pillion information
- Emergency contact details
- Event attendance information
3.4 Device and Technical Information
- Device model and operating system
- Device identifier
- App version
- IP address
- Log data and crash reports (if available)
4. Legal Basis and Purposes of Processing
We process your personal data on the basis of your consent, the performance of your membership relationship with HOGPJ, and our legitimate interests in operating and securing the App. We use your information to:
- Create, verify, and manage your HOGPJ membership
- Approve membership applications and process renewals
- Verify uploaded payment receipts
- Generate digital membership cards
- Manage event registrations and attendance
- Maintain membership records
- Send important announcements, event notices, and renewal reminders
- Provide customer support
- Improve application performance and security
- Detect and prevent fraud or unauthorised activity
- Comply with legal and regulatory obligations
If you do not provide the personal data marked as required at the point of collection, we may not be able to process your membership application, register you for an event, or provide certain features of the App.
5. Event Registration
The App allows members to register for HOGPJ rides, events, gatherings, and club activities. Information collected during event registration is used solely for managing registrations, organising participants, emergency contact purposes, event communication, and attendance verification. Only authorised HOGPJ administrators may access this information.
6. Membership Renewal and Payment Verification
Members may renew their annual membership using the payment instructions provided by HOGPJ. After completing payment, members can upload a payment receipt image through the App for administrative verification. Receipt images are stored securely and are used only for verifying membership or event payments; they are not shared beyond the administrators responsible for verification.
7. Notifications
The App may send notifications relating to membership approval, renewal, and expiry reminders; event announcements, registration confirmation, and payment verification status; club news and important notices; and application updates. You may manage notification permissions at any time through your device settings.
8. How We Disclose Your Information
HOGPJ does not sell, rent, or trade your personal data. Your information may only be disclosed to:
- Authorised HOGPJ administrators responsible for membership and event management
- Technology service providers who support the operation, maintenance, hosting, or security of the App, under obligations of confidentiality
- Government authorities or regulatory bodies, where disclosure is required or permitted by applicable law
- Professional advisers, where necessary to establish, exercise, or defend legal rights
All recipients of your personal data are required to maintain appropriate confidentiality and security measures consistent with this Privacy Policy and applicable law.
9. Data Security
We implement reasonable administrative, technical, and organisational safeguards designed to protect your personal data against unauthorised access, disclosure, alteration, loss, misuse, or destruction, in line with the security obligations under the PDPA. These measures include access controls restricting data to authorised administrators, secure storage of uploaded receipts and documents, and periodic review of our security practices. While we strive to use commercially acceptable methods to protect your information, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.
10. Data Breach Notification
In the event of a personal data breach that is likely to result in significant harm to affected members, HOGPJ will take reasonable steps to assess and contain the breach, and will notify affected members and, where required, the relevant regulatory authority, in accordance with applicable law.
11. Data Retention
We retain your personal data only for as long as necessary to maintain active membership records, verify payments, maintain event history, meet legal and administrative obligations, resolve disputes, and improve our services. As a general guide, membership and payment verification records are retained for the duration of your membership and for a reasonable period thereafter to meet administrative and legal requirements. When personal data is no longer required for these purposes, it will be securely deleted or anonymised.
12. Your Rights
Subject to applicable law, including the PDPA, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate or incomplete personal data
- Update your contact details
- Withdraw consent to the processing of your personal data, subject to legal or operational requirements
- Request that we limit the processing or disclosure of your personal data
- Request deletion of your account and associated personal data, where permitted by law
Please note that withdrawing consent or deleting certain information may affect our ability to provide membership services, process event registrations, or verify payments through the App. To exercise any of these rights, please contact us using the details in Section 20 below. We will respond to verified requests within the timeframe required by applicable law.
13. Cookies and Similar Technologies
The App may use limited technical information and device identifiers to improve application functionality, security, and user experience. No advertising cookies are used within the App.
14. Children's Privacy
The App is intended for individuals aged 18 years and above. We do not knowingly collect personal data from children under the applicable legal age. If we become aware that we have inadvertently collected personal data from a child without appropriate consent, we will take reasonable steps to delete such information.
15. Third-Party Services
The App may rely on third-party service providers to support hosting, notifications, cloud storage, analytics, or other technical operations. These service providers may process limited personal data solely to provide their respective services to HOGPJ, and are contractually required to protect such data in accordance with applicable privacy and data protection standards.
16. International Data Transfers
Where necessary, your personal data may be processed or stored on secure servers located outside Malaysia by trusted service providers. Where such transfers occur, HOGPJ will take reasonable steps to ensure that appropriate safeguards are in place so that your personal data continues to be protected to a standard comparable to that required under the PDPA.
17. Changes to This Privacy Policy
HOGPJ may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Any changes will be published within the App or communicated through our official channels, together with an updated effective date. Continued use of the App after such updates constitutes acceptance of the revised Privacy Policy.
18. Governing Law
This Privacy Policy is governed by the laws of Malaysia, including the Personal Data Protection Act 2010, without regard to conflict-of-law principles.
19. Contact Us
If you have any questions, requests, or concerns regarding this Privacy Policy or the handling of your personal data, including requests to exercise your rights under Section 12, please contact us:
Harley Owners Group Petaling Jaya (HOGPJ)
Email: hogpjao@gmail.com / lohpjao@gmail.com
Website: Harley Davidson Asia Pacific Market / Harley Davidson Petaling Jaya Chapter
Address: GF-A, Ground Floor Menara Star 2, Pacific Towers Jalan 13/6, Seksyen 13, Petaling Jaya, Malaysia
We will make reasonable efforts to acknowledge and respond to your inquiry as soon as practicable, and in any event within the timeframe required by applicable law.