Photography & Video Policy
1. General Provisions
Active Zone Outdoor (AZO) may take photographs and record videos during its activities, events, workshops, training programmes and outdoor experiences for documentation, communication and promotional purposes.
AZO is committed to respecting participants' privacy, dignity and personal data in accordance with the General Data Protection Regulation (GDPR), applicable Cyprus legislation and relevant data protection principles.
2. Purpose of Photography and Video Recording
Photographs and videos may be collected and used for the following purposes:
- Documenting activities, events and organisational achievements.
- Promoting AZO's activities, services and initiatives.
- Publishing content on AZO's official website and social media channels.
- Preparing reports, newsletters, presentations and promotional materials.
- Reporting and dissemination activities related to funded projects, partnerships and collaborations.
- Maintaining organisational records where necessary and lawful.
3. Participant Consent
AZO respects each participant's right to privacy and personal data protection.
Where consent is the legal basis for identifiable photography, video recording or publication, AZO will request participants' consent before using their images or recordings for the relevant purposes.
Participants may decline to provide consent without affecting their eligibility to participate in an activity.
Consent may be withdrawn at any time by contacting AZO. Withdrawal will not affect the lawfulness of processing carried out before withdrawal.
AZO will take reasonable steps to respect participants' preferences regarding photography and video recording.
4. Photography and Video Recording During Activities
Photography and video recording may take place during AZO activities by authorised staff, instructors, volunteers or designated photographers.
Participants will be informed when photography or video recording is planned.
AZO will make reasonable efforts to avoid identifiable photography or video recording of participants who have not provided the necessary consent.
Where practical, participants may be offered an opportunity to remain outside designated photography or filming areas.
Photography and filming must not compromise participant safety, disrupt activities or interfere with instructions provided by instructors and organisers.
5. Publication and Use of Images
Photographs and videos may be published through:
- AZO's official website.
- Official social media accounts.
- Newsletters and email communications.
- Promotional materials, brochures and posters.
- Project reports and dissemination materials.
- Publications by project partners or funding bodies, where participants have been appropriately informed and a valid legal basis exists.
AZO will not sell participants' photographs or videos to third parties for commercial advertising purposes without appropriate prior authorisation.
Images will not knowingly be used in a misleading, discriminatory, degrading or inappropriate manner.
6. Photography and Video Recording of Children
AZO recognises the importance of protecting children and young participants.
For participants under the age of 18, AZO will obtain appropriate consent or authorisation from a parent or legal guardian where required by applicable law.
Additional safeguards will be applied to protect children's privacy, dignity and safety.
AZO will avoid publishing unnecessary personal information about children, including their full names, contact details or other identifying information.
7. Photography and Video Recording of Persons with Disabilities
AZO is committed to promoting inclusion, equality, dignity and respect for persons with disabilities.
Photographs and videos involving persons with disabilities will be taken and used in a respectful and non-discriminatory manner.
Information about photography and consent will be provided in accessible formats where necessary, including simple language or other appropriate communication methods.
AZO will respect the individual's preferences and decision-making rights, with appropriate support where required.
8. Third-Party Photography and Recording
Participants, visitors and other individuals may take personal photographs or videos during activities, provided that doing so does not compromise safety, privacy or the rights of others.
Participants are expected to respect the wishes of individuals who do not want to be photographed or recorded.
The publication of identifiable images of other participants without an appropriate legal basis or permission may infringe their privacy or data protection rights.
Professional or commercial photography by third parties requires prior authorisation from AZO.
9. Storage and Protection of Images
AZO will take reasonable technical and organisational measures to protect photographs and video recordings from unauthorised access, loss, misuse or disclosure.
Access to stored materials will be limited to authorised individuals who require it for legitimate organisational purposes.
Photographs and videos will be retained only for as long as necessary for their stated purposes, in accordance with AZO's applicable retention procedures and legal obligations.
Where images are processed through external service providers or online platforms, AZO will consider applicable data protection requirements, including international data transfers where relevant.
10. Right to Withdraw Consent and Request Removal
Participants may contact AZO to:
- Withdraw previously provided consent.
- Request information about how their images are being used.
- Request access to photographs or videos containing their personal data.
- Request correction or deletion of personal data, where applicable.
- Object to certain processing activities where permitted by law.
Where a valid removal request is received, AZO will take appropriate steps to remove the relevant material from channels under its control, subject to applicable legal requirements.
AZO may not be able to remove copies already downloaded, shared or independently published by third parties. Where appropriate, AZO will take reasonable steps to communicate removal requests to relevant recipients.
11. Data Protection and Complaints
AZO processes personal data in accordance with the GDPR and applicable Cyprus data protection legislation.
Participants may contact AZO regarding any concerns about photography, video recording or the use of their personal data.
Participants also have the right to lodge a complaint with the Office of the Commissioner for Personal Data Protection in Cyprus.
12. Contact Information
For questions, consent withdrawal or requests concerning photographs and video recordings, please contact:
Active Zone Outdoor (AZO)
Email: [email protected]
Website: activezoneoutdoor.cy
Last updated: October 2026