How Al Khaadem Youth Camp uses your personal data

The camp is a programme of Al Khaadem Foundation (Registration No. 202001009346 (1365666-K)) (“AKF”), organised by Foqus Aky Sdn. Bhd. (Registration No. 201101004056 (932196-M)) (the “Organiser”), which also collects all registration fees. The Organiser is the data user responsible for your personal data under the Act.

About the participant: full name, preferred name, date of birth, sex, identity document number (Malaysian IC or passport), T-shirt size, and — where you tell us — medical conditions, allergies, dietary requirements, regular medication and support needs.

A passport-size photograph of the participant, where you choose to upload one. It is resized and stripped of camera metadata before it is stored, kept in a private file store (Vercel Blob, Singapore) that answers to nothing but this system, and seen only by the camp office, who may accept it or ask you for another.

About you, the parent or guardian: full name, mobile number, email address, your relationship to the participant, and the other adults you authorise to collect the participant.

About payment: the amount, method and reference of each payment, and a receipt image where you upload one. Card and bank details are entered with the payment provider, never with us.

During the camp: attendance and boarding records, briefing attendance, kit collection, group and accommodation allocation, and — unless you opt out — photographs, video and audio in which the participant may appear.

On this website: unless you decline, an advertising cookie (Meta Pixel) records that you visited our public pages, so that our advertising can be measured. When you register a participant or a payment is confirmed, our server also reports that one event to Meta, together with an irreversible hash of your email address (never the address itself and nothing about the participant), so that the registration can be matched to the advertisement that led to it. You can decline on the cookie banner, or at any time through “Cookie settings” at the foot of any page, and declining stops both. The cookie is never set on the pages behind sign-in, on payment pages, or on any page whose address carries your email.

To register the participant and hold their place; to keep them safe, fed and cared for at camp — including emergency medical treatment; to place them in the right group and accommodation; to release them only to an adult you have authorised; to take and verify payment; to contact you before, during and after the camp; to arrange the camp insurance; to meet our legal obligations; unless you opt out, to publish photographs; and, unless you decline, to measure our advertising.

Inside the camp, on a need-to-know basis only: the camp office sees registration and payment details; the camp medic sees medical conditions, medication and allergies; house leaders and facilitators see support needs and allergies; the kitchen sees dietary requirements and food allergies; the handover desk sees the identity document, to check the adult collecting the participant.

Outside the camp: healthcare providers and the camp’s insurer, where needed for treatment or a claim; our payment providers, Billplz and Atome, for payments you choose to make through them; our hosting providers, Vercel and Neon, whose servers for this system are in Singapore; and Meta Platforms, unless you have declined the advertising cookie.

We do not sell personal data, and we do not share it with anyone else unless the law requires it.

Our database is hosted in Singapore and our website is served from a global network. Unless you decline the advertising cookie, Meta processes that data in the countries where it operates. We rely on the necessity of these transfers to run the camp, and on your not having objected to the cookie, as the Act permits.

Registration, consent, payment and safety records are kept for as long as the law and the camp’s insurance require, and then deleted or anonymised. Identity document numbers are stored encrypted and are never shown in full except to a staff member checking an adult at the handover desk. A registration you remove before paying is removed from every list; its record is retained only as the Act requires.

Giving us the participant’s name, date of birth, sex, and your name, mobile number and email is required — without them we cannot register or contact you. Medical, dietary and support information is required to be disclosed under the camp’s Terms and Conditions so that we can keep the participant safe. Photography and the advertising cookie are both opt-out: to keep the participant out of published photos, tell the Organiser in writing before the camp; decline the cookie at any time using “Cookie settings” at the foot of any page — declining stops it and removes Meta’s cookie.

You may ask for a copy of the personal data we hold about you or the participant, ask us to correct it, or limit how we use it, by contacting the Organiser at 017-761 4052. Date of birth and sex are corrected by the camp office, because they decide the participant’s group; everything else you can correct yourself from your family page.

For any question about this notice or your personal data, contact the Organiser on 017-761 4052, or through the “Contact us” button at the corner of this page.