Privacy Policy

Introduction

Richmond College Old Boys' Association (RCOBA) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you participate in the Richmond 150th Legacy Draw. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the platform.

Information We Collect

We collect information that you provide directly to us when you:

• Create an account (name, email address, phone number, password)
• Purchase tickets (payment information processed through PayHere)
• Complete your profile (Student ID, Grade, Class Section for students; OBA ID, Batch Year for Old Boys)
• Participate in the sales competition (referral code usage and sales data)
• Contact our support team (correspondence and support tickets)
• Use our platform (IP address, browser type, device information, usage patterns)

How We Use Your Information

We use the information we collect to:

• Process and manage your ticket purchases and participation in the raffle
• Manage the sales competition and leaderboard rankings
• Contact you regarding your account, tickets, and prizes
• Send you important updates about the Richmond 150th Legacy Draw
• Prevent fraud and ensure the security of our platform
• Comply with legal obligations and resolve disputes
• Improve our platform and user experience through analytics

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With PayHere for secure payment processing (they have their own privacy policy)
• With Richmond College and RCOBA officials for prize distribution and verification
• When required by law or to respond to legal processes
• To protect the rights, property, or safety of RCOBA, Richmond College, or participants
• With your explicit consent for specific purposes
• Publicly on the leaderboard (only name and sales statistics for competition participants)

Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• SSL/HTTPS encryption for all data transmission
• Secure password hashing and authentication systems
• Regular security audits and vulnerability assessments
• Restricted access to personal information on a need-to-know basis
• Payment data handled exclusively by PCI-DSS compliant PayHere gateway
• Regular backups and disaster recovery procedures

Your Privacy Rights

You have the right to:

• Access and review your personal information in your account dashboard
• Update or correct your personal information through your profile settings
• Request deletion of your account and personal data (subject to legal retention requirements)
• Opt-out of promotional communications (transactional emails cannot be opted out)
• Request a copy of your personal data we hold
• Withdraw consent for data processing where applicable

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• Account information: Retained while your account is active and for 7 years after the draw completion for audit purposes
• Transaction records: Retained for 10 years to comply with financial regulations
• Support communications: Retained for 3 years after resolution
• Marketing communications: Until you opt-out or request deletion

Children's Privacy

The Richmond 150th Legacy Draw is open to students of Richmond College. For participants under 18 years of age, we require parental or guardian consent. If you are a parent or guardian and believe your child has provided us with personal information without your consent, please contact us immediately at [email protected]

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the 'Last Updated' date. Your continued use of the platform after changes are posted constitutes your acceptance of the updated Privacy Policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

• Email: [email protected]
• Support Email: [email protected]
• Address: Richmond College Old Boys' Association, Richmond College, Galle, Sri Lanka