Official Matters

1. Constitution

Bike Hash Singapore

UEN No. T13SS0125G

DATE OF REGISTRATION: 15 July 2013

A. Name and Place of Business

  1. The Club shall be known as the BIKE HASH (SINGAPORE).
  2. The Club’s place of business shall be in Singapore. The exact address shall be decided upon by the Committee and approved by the Registry of Societies.

B. Aims and Objectives

  1. To organize recreational Mountain Biking rides in Singapore and abroad and occasional social events for its Members.
  2. To foster mutual goodwill, understanding, and friendship between its Members.
  3. To foster relations with similar Clubs and Societies throughout the world.
  4. To offer equal opportunities for both male and female Members.

C. Membership

  1. Membership is open to all living in or visiting the Republic of Singapore who are not less than sixteen years of age, regardless of race, religion, gender and nationality. Honorary Membership may be held by former Members who may or may not reside in Singapore.
  2. The Committee has the right to refuse Membership without giving any reason, and its decision is final. It may also designate a former Member as Honorary. Honorary Members shall not be subject to the yearly subscription and shall remain Honorary Members unless such Honorary Membership is revoked by the Committee or requested by the Honorary Member. Honorary Members may at the discretion of the Committee hold office in the Club. Honorary Members may attend an AGM or EGM but have no voting rights at an AGM or EGM.
  3. All Members, guests, and applicants for Membership shall ride at their own risk. No Member of the Club shall be liable for injury or loss incurred by any Member, guest, or applicant for Membership while taking part in or organizing any activity connected with the Club.
  4. A person wishing to join the Club shall submit a completed Membership form to the Hon. Secretary, along with the subscription fee for the current year. A copy of the constitution may be obtained by every approved applicant through download from the Club website.
  5. Members who have become absent during a Membership year (defined as having missed five (5) consecutive organised Rides in a membership year) shall be considered Absent Members and shall not count in the Membership total for that year, nor in the determination of a quorum.
  6. An Absent Member shall not be entitled to a refund of the yearly Membership subscription fee. They shall in addition cease to enjoy full privileges, such as being eligible to vote or attend Club AGMs and EGMs. If an Absent Member attends a ride within the Membership year in which he/she became absent, he/she will not be required to pay the guest fee whether or not he/she attends the circle or not. A Member that has become absent can, at any time, revert to full Membership status by attending rides within the Membership year.

D. Subscription

  1. Yearly subscriptions are due immediately upon the signing of the Membership indemnity form and shall be $100 for male and female Members. Based on the prevailing Membership levels, revenues, and expenses, changes in rates may be proposed by the Committee, and shall be altered upon simple majority approval by the Membership in attendance at an AGM or EGM. Subscription must be for a complete year regardless of date of joining, or change of Membership status. Refunds shall not be payable under any circumstances.

E. Guests

  1. Anyone who is not a regular Member who attends any part of a Bike Hash shall pay the guest fee, whether or not they attend the circle or consume refreshments.
  2. The guest fee per ride shall be $15 for males and females, or such other sums as determined from time to time by the Committee.

F. Resignation and Expulsion

  1. A Member may resign from the Club at any time. Notice is not required, but as a courtesy the Member should inform the Hon. Secretary.
  2. A Member may be expelled from the Club if he/she commits acts which are injurious to the Club. A decision by the Committee shall come into force unless it is countermanded at an AGM or EGM.

G. Management

  1. The Club shall be administered by a Committee of up to seven Members, but not less than four Members which may comprise of any mix of males and females. A Committee Member who becomes an Absent Member during his/her term may continue to hold office unless asked to resign by the Committee.
  2. The Committee shall consist of a President who shall be known as Grand Master (GM) or Grand Mistress (GMs), Hon. Secretary, Treasurer, and up to four Committee Members that shall have functions as determined by the overall Committee necessary for the successful operation of the Club. The position of Grand Master shall be male and Grand Mistress shall be female. One of the Committee Members may be elected as deputy GM or GMs and may be either male or female and shall carry out the functions of the GM or the GMs in the absence of either. Apart from the GM or GMs, Committee Members may hold more than one function should the Committee be less than seven persons. Should all four Committee Members not be elected one or more of their functions may also be Honorary and held by a non-voting, non-Committee Member.
  3. The functions of the Committee shall be as follows:a) To execute the resolutions passed at any AGM or EGM and to deal with the affairs of the Club. b) As required, to raise funds and to plan programs for the Club.
  4. Persons for the above offices shall be proposed and seconded at the AGM (or EGM) and election will follow on a simple majority vote of the Members present.
  5. The principal office bearers of the Club are the Grand Master or Grand Mistress, the Hon. Secretary, and the Treasurer. The principal office bearers must be at least 21 years of age.

H. Duties of the Committee

  1. GRAND MASTER or GRAND MISTRESS: Preside at any AGM, EGM, and Committee Meetings; be responsible for the affairs of the Club; have the deciding vote at any meeting in the event of a tie vote; represent the Club in its dealings with the public.
  2. HON. SECRETARY: Record and keep minutes of any AGM, EGM, and Committee Meeting and ensure their correctness; keep a Membership register.
  3. TREASURER: Responsible for the collection of all yearly subscriptions, guest fees and dues and keeping the accounts of the Club in proper order; prepare annual accounts of the Club for the Committee Meetings and AGM; sign all cheques and approve cash disbursements.
  4. FOUR COMMITTEE MEMBERS: Carrying out of instructions of the overall Committee in accordance with the duties they may have been assigned.

I. Meetings

  1. COMMITTEE MEETINGS a) The Committee shall meet at least twice a year. The Hon. Secretary shall inform all Committee Members of the date and time of the meeting at least seven days in advance. b) For the Committee Meeting to be valid and constitute a quorum, at least four Committee Members must be present.
  2. ANNUAL GENERAL MEETING (AGM)a) An AGM shall be held in April each year. At least fifteen Members of the Club must be present at the AGM for its proceedings to be valid. Notice of the AGM shall be sent to all Members of the Club at least fourteen days before the AGM. b) The following matters shall form the agenda for the Annual General Meeting: i) Read and confirm the minutes of the previous AGM, ii) Address any matters arising thereof, iii) Review the audited financial statement for the preceding year, iv) Elect the Committee for the upcoming year, v) Elect two voluntary Hon. Auditors from the Membership for the upcoming year, vi) Any other matters. c) Any Member who wishes to place an item on the agenda of the AGM may do so by giving notice (by written, electronic or other means) to the Hon. Secretary not less than seven (7) days prior to the meeting date. d) In the event of there being no quorum, the meeting shall be adjourned to a place and time to be notified. Should the number then present be insufficient to form a quorum, those present shall be considered a quorum, but they shall have no power to alter, amend, or make additions to the existing rules. e) Nominations for the new Committee are to be circulated in written, electronic form prior to the AGM, but primarily through an email to the Membership and a post on the Club website.
  3. EXTRA ORDINARY GENERAL MEETING (EGM) a) To discuss any urgent matter, the Committee has the power to call for an EGM by giving at least ten day’s notice. Clause I.2.d) of this constitution regarding the quorum and postponement of an AGM shall apply. b) An EGM requested by the Members must be held within thirty days of receipt by the Grand Master of a written request signed by at least one third of the Members. Only matters stated in the letter of request shall be discussed. Clause I.2. d) of this constitution regarding the quorum and postponement of an AGM shall apply. However, if no quorum is present after thirty minutes from the scheduled commencement of the EGM postponement meeting, the meeting shall be cancelled, and the meeting shall not be held for the same purpose until the lapse of at least six months from the date thereof.

c) At other times, an Extraordinary General Meeting must be called by the President on the request in writing of not less than 25% of the total voting membership or thirty (30) voting members, whichever is the lesser and may be called at any time by order of the Committee. The notice in writing shall be given to the Honorary Secretary setting forth the business that is to be transacted. The Extraordinary General Meeting shall be convened within two (2) months from receiving this request to convene the Extraordinary General Meeting.

d) If the Committee does not within two (2) months after the date of the receipt of the written request proceed to convene an Extraordinary General Meeting, the members who requested the Extraordinary General Meeting shall convene the Extraordinary General Meeting by giving ten (10) days notice to voting members setting forth the business to be transacted and simultaneously posting the agenda on the Society’s Website.

J. Audit

  1. Two persons who are not Members of the Committee shall be elected as Hon. Auditors at the AGM. The Hon. Auditors shall hold office for one year only and shall not be re-elected. They shall be required to audit each year’s accounts and present a brief report upon them. They may also be required by the Grand Master to audit the accounts of the Club for any period within their tenure of office and make a report to the Committee.

K. Amendments

  1. Any additions or amendments to this constitution must be approved at an AGM or EGM. No addition or amendment to this constitution shall come into force until it has been approved by the Registrar of Societies.

L. Financial Provisions

  1. All transactions with any bank used by the Club shall be signed jointly by the Grand Master or the Hon. Secretary, and the Treasurer.
  2. No Member may commit the Club financially without the written consent (which may be in the form of an email) of the Committee.
  3. The fiscal year of the Club shall end on 31 December each year.

M. Prohibitions

  1. Gambling of any kind is forbidden.
  2. The funds of the Club shall not be used to pay the fines of Members who have been convicted in court.
  3. The Club shall not attempt to restrict or in any manner interfere with trade or prices or engage in any trade union activities.
  4. The Club shall not hold any lottery, whether confined to its Members or not, in the name of the Club or its Committee Members.
  5. The Club shall not indulge in any political activity or allow its funds and/or premises to be used for political purposes.

N. Interpretation

  1. In the event of any question or matter arising out of any point which is not expressly provided for in the Constitution, which shall also be the rules of the Club, the Committee shall have power to use its discretion. The decision of the Committee shall be final unless it is reversed at a General Meeting of members.

O. Dissolution

  1. The Club shall not be dissolved, except with the consent of not less than three fifths of the Members of the Club, expressed either in person or by proxy at an EGM convened for the purpose.
  2. In the event the Club is dissolved as provided above, all debts and liabilities legally incurred on behalf of the Club shall be fully discharged and the remaining funds shall be donated to charity or disbursed in any way as approved at the EGM in which dissolution is approved.
  3. Notice of dissolution shall be given to the Registrar of Societies within seven days of the dissolution.

Amended at the AGM held on 12th April 2015.

A copy of this constitution may be downloaded here.

2. Terms and Conditions

DPP – Bike Hash (Singapore)

The purpose of this document (“Data Protection Policy”) is to inform you of how Bike Hash Singapore (“BHS”) manages Personal Data which is subject to Singapore’s Personal Data Protection Act (“the Act”). Please take a moment to read this Data Protection Policy so that you know and understand the purposes for which we collect, use and disclose your Personal Data.

By interacting with us, submitting information to us, or signing up for any services offered by us, you agree and consent to the BHS collecting, using, disclosing and sharing amongst themselves your Personal Data, and disclosing such Personal Data to relevant third parties in the manner set forth in this Data Protection Policy.

This Data Protection Policy supplements but does not supersede nor replace any other consents you may have previously provided to BHS in respect of your Personal Data, and your consents herein are additional to any rights which the BHS may have at law to collect, use or disclose your Personal Data.

BHS may from time to time update this Data Protection Policy to ensure that this Data Protection Policy is consistent with our future developments, trends and/or any changes in legal or regulatory requirements. Subject to your rights at law, you agree to be bound by the prevailing terms of the Data Protection Policy as updated from time to time. Please check back regularly for updated information on the handling of your Personal Data.

Personal Data

In this Data Protection Policy, “Personal Data” refers to any data, whether true or not, about an individual who can be identified (a) from that data; or (b) from that data and other information to which we have or are likely to have access, including data in our records as may be updated from time to time.

Examples of such Personal Data you may provide to us include (depending on the nature of your interaction with us) your name, NRIC, passport or other identification number, telephone number(s), mailing address, social media profiles, email address, and any other information relating to any individuals which you have provided us in any forms you may have submitted to us, or via other forms of interaction with you.

Collection of Personal Data

Generally, we collect Personal Data in the following ways:

  1. when you submit an application form or renewal form relating to membership in the BHS;
  2. when you interact with us, for example, via telephone calls, letters, face-to-face meetings, social media and emails;
  3. when you use some of our services or resources, for example, websites and any online accounts with us;
  4. when you request that we contact you, be included in an email or other mailing list; and; when you submit your Personal Data to us for any other reasons.
  5. When you browse our website, you generally do so anonymously but please see the section below on cookies. We do not at our website automatically collect Personal Data unless you provide such information. We do use Google Analytics and other similar services to collect statistical data anonymously which is used purely for analytical purposes.
  6. If you provide us with any Personal Data relating to a third party (e.g. information of your spouse, children, parents, and/or employees), by submitting such information to us, you represent to us that you have obtained the consent of the third party to provide us with their Personal Data for the respective purposes.

You should ensure that all Personal Data submitted to us is complete, accurate, true and correct. Failure on your part to do so may result in our inability to provide you with the services you have requested.

Purposes for the Collection, Use and Disclosure of your Personal Data

Generally, BHS collects, uses and discloses your Personal Data for the following purposes:

  1. responding to your queries and requests;
  2. managing administrative and operations and complying with internal policies and procedures; matching any Personal Data held which relates to you for any of the purposes listed herein;
  3. handling requests and enquiries
  4. organising events
  5. meeting or complying with any applicable rules, laws, regulations, codes of practice or guidelines issued by any legal or regulatory bodies which are binding on BHS; and
  6. purposes which are reasonably related to the aforesaid.

In relation to BHS services, we may also have specifically notified you of other purposes for which we collect, use or disclose your Personal Data. If so, we will collect, use and disclose your Personal Data for these additional purposes as well, unless we have specifically notified you otherwise.

You have a choice to withdraw your consent. You may contact us using the contact details found below.

Please be aware that once we receive confirmation that you wish to withdraw your consent, it may take up to 30 working days for your withdrawal to be reflected in our records. Please note that even if you withdraw your consent, we may still contact you for other purposes in relation to our services that you maintain with BHS.

BHS may from time to time, as part of the scope of services that we provide you with, transfer your personal data overseas or to a relevant third party.

BHS may take reasonable steps to destroy or de-identify your personal data when it is no longer necessary for us to retain it.

Disclosure of Personal Data

BHS will take reasonable steps to protect your Personal Data against unauthorised disclosure. Subject to the provisions of any applicable law, your Personal Data may be disclosed, as part of our scope of services to you for the following:

  1. BHS’s officers, who may provide services to you, address your questions and requests in relation to your subscription and billing arrangements with us;
  2. agents, contractors or third party service providers who provide operational services to BHS;
  3. vendors or third party service providers in connection with marketing promotions and services offered by BHS;
  4. our professional advisers such as auditors and lawyers;
  5. relevant government regulators, statutory boards or authorities or law enforcement agencies to comply with any laws, rules, guidelines and regulations or schemes imposed by any governmental authority; and
  6. any other party to whom you authorise us to disclose your Personal Data to.

Use of Cookies

A cookie is a small piece of information that is placed on your computer when you visit certain websites. BHS uses Google Analytics first party cookies on its website.

Contacting Us – Withdrawal of Consent, Access and Correction of your Personal Data

If you:

  1. have any questions or feedback relating to your Personal Data or our Data Protection Policy;
  2. would like to withdraw your consent to any use of your Personal Data as set out in this Data Protection Policy; or
  3. would like to obtain access and make corrections to your Personal Data records, please contact BHS in Singapore at webmaster@bikehashsingapore.com

Please note that if your Personal Data has been provided to us by a third party (e.g. a referrer), you should contact that organisation or individual to make such queries, complaints, and access and correction requests to BHS on your behalf.

Governing Law

This Data Protection Policy and your use of this website shall be governed in all respects by the laws of the Republic of Singapore.

3. Bike Hash (Singapore):

Website General Terms & Conditions

This web page (together with the documents expressly referred to on it, the membership application or renewal form and any other related documents entered into by you (the “Rider”) from time to time (the “Ancillary Documents”)) sets out information about us and the legal terms and conditions (the “Terms”) on which we, Bike Hash (Singapore) (the “Hash”) offer the activities and services organised by us (the “Activities”) to you.

These Terms will apply to all Activities organised by the Hash and its affiliates and you are deemed to accept these conditions (as amended from time to time) upon submission of your signed membership application or renewal until your membership is terminated. Please read these Terms carefully and make sure that you understand them.

We amend these Terms from time to time as set out in clause 2. It is your responsibility to ensure you understand the terms which will apply at all times. These Terms were most recently updated on 17 June 2018.

  1. Information about us
    1. We operate the website http://www.bikehashsingapore.com. We are Bike Hash (Singapore), a society registered on 15 July 2013 at the Registry of Societies under UEN No. T13SS0125G and with our place of business being Singapore.
    2. To contact us, please use the Email address provided above.
  2. Our right to vary these terms
    1. We may revise these Terms from time to time in the following circumstances:
      1. changes in how we accept payments;
      2. changes in relevant laws and regulatory requirements; and
      3. other necessary amendments to enhance your membership.
    2. Whenever we revise these Terms in accordance with this clause 2, we will keep you informed and give you notice of this by stating that these Terms have been amended and the relevant date at the top of this page.
  3. Exclusion and Limitation of Liability
    1. You agree that your participation in any of the Activities is at your own risk and accordingly the Hash excludes (or limits to the maximum extent permissible under the law) its liability to you for any loss (in each case whether direct, indirect or consequential), including but not limited to: loss of profit; loss of revenue; loss of goodwill; loss of reputation; loss of opportunity; loss of anticipated savings or loss of margin; liability of any member to a third party, indirect, consequential or special loss.
    2. Riders are at all times solely liable for their acts and omissions, and take part in the Hash at their own risk. Save for in the case of death or personal injury caused by our negligence or fraud or fraudulent misrepresentation, the Hash excludes (or limits to the maximum extent permissible under the law) its liability to Riders for any and all claims, losses and liabilities made or incurred by Riders or third parties, including without limitation any injury suffered by a Rider or third party however occasioned, and other claim, loss and liability made or incurred by a Rider or third party.
    3. Under no circumstances shall the Hash be liable for any consequential loss (whether in contract, tort, or otherwise).
  4. Intellectual Property
    1. The Hash reserves the right to post images and videos taken and/or compiled by the Hash and other Riders and for such images and videos to be published on this Hash website, YouTube and/or any other appropriate public platform as will promote the success of the Hash. Riders irrevocably consent to such publication.
    2. All images and videos taken in the course of any Activity remain the Intellectual Property of the creator.
  5. Miscellaneous
    1. All Riders are responsible for putting in place (and keeping in place) adequate medical and personal injury insurance to cover the Activities.
    2. These Terms are governed by Singapore law.
    3. Headings are for convenience only and shall not be taken into consideration in the interpretation of these Terms.
    4. The Terms of governing the membership contract are between the Rider and the Hash. No third party shall have any rights to enforce any of the Terms, whether in contract, tort or otherwise.
    5. Each clause of these Terms is severable. If any court or relevant authority decides that any Term is unlawful or unenforceable, the remaining clauses will remain in full force and effect. In the case of a conflict of terms between these Terms and any Ancillary Documents, these Terms shall prevail.
    6. The Hash is the data controller for the purpose of the Personal Data Protection Act 2012. By submitting your signed membership application or renewal, you consent that we may store and process the personal data (including sensitive personal data) that we collect from you in accordance with the purpose that we notify to you at the time of collection. In particular, we may use information we hold about you for the purposes of distributing emails to Riders in the ordinary course of organising an Activity. Please address any questions, comments and requests regarding our data processing practices to the Honorary Secretary.