Friends of Nature (FoN-Cyprus) Ltd
Privacy Policy
Introduction
Friends of Nature (FoN-Cyprus) Ltd (“we”, “our”, “us”) is committed to protecting the privacy and personal data of all participants, parents/guardians, staff, and partners involved in our programmes. This Privacy Policy explains how we collect, use, store, and share personal data in connection with the delivery of the Duke of Edinburgh’s International Award in Cyprus.
What Data We Collect
We may collect and process the following categories of personal data:
- Identification & Contact Data: name, date of birth/age, gender, phone number, email, school, photographs, and — where relevant — parental/guardian details.
- Activity Data: Award activity records, Online Record Book (ORB) entries, attendance records, assessments, and photographs or media submitted or captured during activities.
- Medical & Safety Data: relevant medical information necessary for health, safety, and risk management during activities and expeditions.
- Financial Data: payment records, bank transaction references, and receipts related to participation fees.
- Other Data: expedition group allocations, activity locations, assessor details, and other information necessary for Award administration.
How We Use Personal Data
We process personal data for the following purposes:
- To administer Award registrations, activities, expeditions, and assessments.
- To manage payments, receipts, and refunds.
- To ensure health, safety, and safeguarding of participants.
- To maintain compliance with International Award Foundation rules and Cypriot law.
- To provide parents/guardians with updates and support during activities.
Adventurous Journey Updates (AJ Tracker)
Within the secure portal, parents/guardians of participants on a specific expedition will have access to expedition updates.
- Access is restricted to parents/guardians of the participants on that journey.
- Updates may include team progress, weather information, and group photographs.
- Participant names will not be used in updates.
- Updates and photographs remain available on the portal until the end of the Award season, after which they are removed.
- Parents/guardians are kindly asked to respect the privacy of other participants when viewing, saving, or sharing updates or photographs.
Data Sharing
Personal data may be shared with:
- The International Award Foundation (via the Online Record Book).
- Accredited Award Leaders, Supervisors, and Assessors.
- Insurance providers where required.
- Authorities or other third parties where legally required.
- We do not sell or share personal data with third parties for marketing purposes.
Data Retention
Personal data will be retained only as long as necessary for the administration of the Award Programme, legal compliance, or safeguarding requirements. Media and expedition tracker updates are deleted at the end of each Award season.
Legal Basis
We process data on the following lawful bases:
- Performance of a contract (Award registration and delivery).
- Compliance with legal obligations (safeguarding, insurance, tax).
- Consent (e.g. use of photos for publicity, where applicable).
- Legitimate interest (safety, communication with parents/guardians).
Rights of Data Subjects
Under GDPR, participants and parents/guardians have the right to:
- Access their personal data.
- Request correction of inaccurate data.
- Request deletion of data (subject to legal/safeguarding obligations).
- Object to processing in certain cases.
- Withdraw consent at any time (where processing is based on consent).
Requests can be made using our contact form.
Security
We take appropriate organisational and technical measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. Access to the portal and expedition updates is strictly controlled.
Contact
For any questions or data-related requests, please contact us using our contact form.