Event Registration Privacy Notice
Last updated: October 2026
1. Introduction
Active Zone Outdoor (AZO) is committed to protecting the privacy and personal data of individuals participating in its activities.
This Privacy Notice explains how we collect, use, store, and protect personal information when individuals register for and participate in our outdoor, sporting, recreational, educational, and other organised activities, in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR).
2. Data Controller
The organisation responsible for processing your personal data is:
Organisation: Active Zone Outdoor (AZO)
Registered Address: Riga Fereou 10, Klavdia, 7576
Email: [email protected]
Website: activezoneoutdoor.cy
3. Personal Data We Collect
Depending on the activity, we may collect the following information:
- Personal information: Name, surname, age group, gender (where provided), email address, and telephone number.
- Emergency contact information: Name and telephone number of a designated emergency contact.
- Health and medical information: Relevant medical conditions, injuries, allergies, disabilities, or other circumstances that may affect safe participation.
- Additional information: Accessibility requirements, support needs, or other details voluntarily provided during registration.
- Parent or guardian information: Contact details and participation authorisation for participants under 18.
- Photographs and videos: Images and recordings taken during activities, subject to applicable consent requirements.
4. Purpose and Legal Basis of Processing
We process personal data for the following purposes:
- Registration and participation: To process registrations, manage bookings, and organise activities. The legal basis is the performance of a contract or steps taken before entering into a contract.
- Communication: To provide information, instructions, and updates concerning registered activities.
- Health and safety: To identify relevant participation needs, implement appropriate safety measures, and respond to emergencies. Health information is processed only where an appropriate legal basis and an additional GDPR condition for special-category data apply, such as explicit consent where appropriate.
- Emergency contact: To contact a designated person when necessary in connection with participant safety.
- Legal compliance: To fulfil applicable legal and administrative obligations.
- Photography and video: To publish identifiable photographs or videos for promotional purposes where participants have provided their consent.
5. Health and Sensitive Personal Data
Certain information, including health conditions and disabilities, is classified as special-category personal data under GDPR.
AZO collects only information relevant to safe participation and the provision of appropriate support.
Access to such information is restricted to authorised personnel who require it for activity organisation and participant safety.
Where processing is based on explicit consent, participants may withdraw that consent at any time. Withdrawal may affect AZO's ability to make certain safety arrangements where the information is essential.
6. Photography and Video Recordings
During activities, AZO may take photographs or record videos.
Where AZO relies on consent for promotional use, participants may choose whether their identifiable images or recordings can be published on AZO's website, social media channels, or other promotional materials.
Declining promotional photography consent will not affect participation.
Participants may withdraw their consent by contacting AZO. Withdrawal will not affect processing carried out lawfully before withdrawal, although complete removal from third-party platforms or previously distributed materials may not always be possible.
7. Sharing of Personal Data
Personal data may be shared, when necessary, with:
- Authorised AZO staff, instructors, and activity coordinators.
- Emergency services or healthcare professionals in emergency situations.
- Service providers supporting registration, website hosting, and related administrative operations.
- Public authorities where disclosure is required by law.
AZO does not sell personal data to third parties.
8. Data Retention
Personal data is retained only for as long as necessary for the purposes for which it was collected.
Registration information, health declarations, emergency contacts, incident records, and photographs may be subject to different retention periods, depending on their purpose and applicable legal requirements.
When personal data is no longer required, it is securely deleted or anonymised.
9. Data Security
AZO implements appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.
Access to sensitive information is limited to authorised individuals.
10. Your Rights
Under GDPR, you may have the right to:
- Access your personal data.
- Request correction of inaccurate information.
- Request deletion of your personal data.
- Request restriction of processing.
- Object to certain processing activities.
- Request data portability, where applicable.
- Withdraw consent at any time where processing is based on consent.
To exercise these rights, please contact AZO using the details provided in this notice.
You also have the right to lodge a complaint with the Office of the Commissioner for Personal Data Protection in Cyprus.
11. International Data Transfers
Where personal data is transferred outside the European Economic Area, AZO will ensure that appropriate safeguards are in place in accordance with GDPR.
Information about applicable safeguards can be requested using the contact details provided above.
12. Participants Under 18
Where participants are under 18 years of age, AZO may collect additional information from their parent or legal guardian for registration, communication, and participation authorisation.
Additional safeguards are applied when processing children's personal data.
13. Updates to This Privacy Notice
AZO may update this Privacy Notice to reflect changes in its activities, data processing practices, or applicable legal requirements.
The latest version will be available through the AZO website.
14. Contact Information
For any questions concerning this Privacy Notice or the processing of personal data, please contact:
Active Zone Outdoor (AZO)
Email: [email protected]
Website: activezoneoutdoor.cy