English Quest Camps programmes will all be fully compliant with the new GDPR Regulation from May 25th 2018 onwards. To assist you with any requests for information, please find below the answers to some FAQs.
What information do we collect?
We will only collect information that is necessary to process your booking. This may include names as per passport, other passport information, dietary information, medical information, plus any other information that is necessary to process your booking.
Use of your information
We will process your information in accordance with GDPR regulations and only pass on information to suppliers or other organisations where it is necessary to process your booking.
Your rights
You are entitled to a copy of the information we hold about you and to correct any inaccuracies. You also have the right to ask us to remove you from our database or choose which information (if any) we are sent. This can, of course, affect our ability to process your booking.
How long do we store the information you send us?
Your data will be kept for the duration of your booking and for up to 1 year after the completion of your programme at English Quest Camps, which is the deadline for processing any insurance claims.
Where is it stored?
Your information is stored on our own secure server.
Who do we pass the information on to and what information is passed on?
We only pass information to suppliers for whom it is necessary to have that information in order to process your booking. For example, we will pass dietary requirements to our residences administration or the canteen of our school (we can pass dietary information anonymously to hotels if needed). Our suppliers are contractually obliged to delete any information we have provided once the programme is complete.
Is data encrypted?
Where possible we will ensure that all personal data is transported via a secure means.
Privacy Notice
ENGLISH QUEST — Overnight Summer Camp
Last updated: 11 August 2026
At English Quest, we care about the privacy, safety and wellbeing of every camper.
This Privacy Notice explains what personal information we collect about campers, parents and guardians, why we collect it, how we use it, who we may share it with, how we protect it, and what rights you have.
Because our programmes involve children and young people, we take particular care when handling their personal information and health information.
This notice applies to information collected through our website, registration process, booking system, forms, emails, telephone calls and during participation in our camp programmes.
1. Who we are
English Quest programmes are organised and operated by: Antonios Vanezis, a private entrepreneur based in Cyprus.
Legal organiser name: Antonios Vanezis
Official address: Ermou street 123, 6022 Larnaca-Cyprus
Email: info@englishquestcamp.com
Telephone: + 357 97 7343 97
For data protection purposes, Antonios Vanezis is generally the data controller for the personal information described in this notice.
If you have questions about how we use personal information, please contact:
Privacy Contact:Antonios Vanezis
Email: info@englishquestcamp.com
Address: Ermou street 123, 6022 Larnaca
Data Protection Officer: Antonios Vanezis
2. Whose information do we collect?
Depending on your relationship with the camp, we may collect information about:
- Campers and prospective campers
- Parents and legal guardians
- Emergency contacts
- People authorised to collect a camper
- Camp staff and volunteers
- Suppliers and activity providers
- Website visitors
For campers under 18, we may receive information directly from the young person or from a parent or guardian acting on their behalf.
We recognise that children and young people have specific privacy rights and protections. We therefore aim to explain our use of personal information in language that is clear and appropriate to the age of our campers. (ICO)
3. What information do we collect?
Depending on the programme and circumstances, we may collect:
Camper information
- Full name
- Date of birth
- Age
- Gender
- Nationality
- Home address
- Contact details
- Passport or identity information where necessary for travel
- School or educational information where relevant
- Photograph or identification information for camp administration
- Hobbies and interests
Parent/guardian information
- Name
- Relationship to camper
- Address
- Telephone number
- Email address
- Parental responsibility information
- Emergency contact details
Health and medical information
Where necessary to keep a camper safe, we may collect information about:
- Allergies
- Medical conditions
- Medication
- Dietary requirements
- Disabilities or accessibility requirements
- Mental or emotional wellbeing where relevant to participation and safeguarding
- Immunisation information where required
- Medical history relevant to camp activities
- Emergency medical information
Health information is considered special category personal data under UK/EU data protection law and receives additional protection.
We only ask for health information that we reasonably need to provide appropriate care, supervision, safeguarding or emergency assistance.
Camp participation information
We may also collect:
- Activity preferences
- Swimming ability
- Accommodation requirements
- Dietary preferences
- Travel and transportation information
- Attendance records
- Incident and accident records
- Behaviour or safeguarding records where necessary
Photographs and video
We may take photographs or video during camp for legitimate operational purposes, safety purposes or, where appropriate, promotional purposes.
Where promotional use requires consent, we will ask for consent separately.
4. Why do we use your information?
We use personal information only when we have a lawful reason to do so.
Depending on the circumstances, we may use information to:
Manage your booking
- Process applications and registrations
- Confirm places
- Process payments
- Communicate with parents and guardians
- Manage cancellations, refunds and changes
- Organise arrival and departure
Keep campers safe
- Understand relevant medical and dietary needs
- Administer medication where authorised
- Respond to accidents and emergencies
- Contact parents or guardians
- Arrange appropriate medical assistance
- Manage allergies and other health requirements
Provide the camp programme
- Allocate accommodation
- Organise activities
- Arrange transportation
- Create appropriate activity groups
- Meet accessibility requirements
- Communicate important camp information
Safeguarding
We may use and share information where necessary to protect a child or young person from harm, abuse, neglect or another serious risk.
The safety and best interests of the child are important considerations when deciding how children’s information is handled. UK ICO guidance specifically recommends taking children’s best interests into account when processing their information. (ICO)
Legal and regulatory requirements
We may use information where necessary to:
- Comply with legal obligations
- Meet health and safety requirements
- Maintain appropriate records
- Respond to lawful requests from authorities
- Establish, exercise or defend legal claims
- Prevent fraud or other unlawful activity
5. What is our lawful basis for using information?
Under UK GDPR and EU GDPR, we must have a lawful basis for processing personal information.
Depending on the purpose, our lawful bases may include:
Contract:
Where processing is necessary to provide the camp programme that you have booked.
Legal obligation:
Where we are required by law to keep or provide certain information.
Legitimate interests:
Where processing is necessary for the legitimate operation, administration, security or protection of the camp, provided these interests do not override the rights and freedoms of the individual.
Consent:
Where we specifically ask for your permission, such as for certain optional marketing or promotional uses of photographs.
For health and other special category information, we will also rely on an appropriate additional condition under UK/EU data protection law.
The exact lawful basis may vary depending on the particular processing activity.
6. Health and medical information
We understand that medical information is particularly sensitive.
We collect health information only where it is reasonably necessary to:
- Protect a camper’s health and safety
- Provide appropriate supervision
- Plan activities safely
- Respond to medical emergencies
- Administer medication
- Accommodate allergies or dietary requirements
- Meet safeguarding responsibilities
- Meet applicable legal requirements
Access to medical information is restricted to staff or professionals who need the information for their role.
For example, a camp activity leader may need to know that a camper has a serious allergy, while they would not normally need access to the camper’s complete medical record.
We do not use health information for advertising or unrelated marketing.
7. Who may receive personal information?
We do not sell campers’ personal information.
We may share information with organisations or individuals where necessary and lawful, including:
- Camp staff who need the information to perform their duties
- Medical professionals and emergency services
- Hospitals or healthcare providers
- Activity providers
- Transportation providers
- Accommodation providers
- Insurance providers
- Payment and booking providers
- IT and software service providers
- Professional advisers
- Parents or legal guardians where appropriate
- Government authorities or law enforcement where legally required
We take particular care when sharing children’s information and only share information where there is an appropriate and lawful reason.
UK ICO guidance recommends particular caution when sharing children’s information and emphasises considering the child’s best interests and the risks associated with third-party sharing. (ICO)
8. International transfers
Some of our service providers may process personal information outside the UK or European Economic Area (EEA).
Where this happens, we will take appropriate steps required by applicable data protection law to protect the information.
This may include using:
- An adequacy decision
- UK or EU-approved contractual safeguards
- Appropriate supplementary security measures
- Other legally recognised transfer mechanisms
You may contact us for more information about the safeguards applicable to a particular international transfer.
9. How do we protect personal information?
We use appropriate technical and organisational measures to protect personal information against:
- Unauthorised access
- Accidental loss
- Destruction
- Unauthorised disclosure
- Alteration
- Misuse
Examples may include:
- Password-protected systems
- Access controls
- Restricted access to medical information
- Secure online registration systems
- Staff confidentiality obligations
- Staff data protection and safeguarding training
- Secure storage and disposal procedures
Access to children’s information is limited to people who have a genuine need to access it.
10. How long do we keep information?
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, or for as long as we are required to keep it by law.
Different types of information may therefore be kept for different periods.
For example:
Booking information:
5 years
Health and medical information:
5 years
Financial/payment records:
2 years
Safeguarding or incident records:
2 years
Marketing consent records:
3 years
When information is no longer required, we securely delete, anonymise or otherwise dispose of it.
11. Photographs and video
We may take photographs and videos during camp.
Some images may be used for:
- Internal camp records
- Parent communications
- Camp newsletters
- Website content
- Social media
- Promotional materials
Where consent is required for promotional use, we will ask for it separately.
Choosing not to provide permission for promotional photography will not affect a camper’s ability to participate in camp.
We will take particular care with images of children and will avoid publishing information alongside an image that could unnecessarily identify, locate or put a child at risk.
12. Marketing
We may send parents or guardians information about future camp programmes, registration dates and related services where permitted by law.
Where consent is required, we will ask for it separately.
You can unsubscribe from marketing communications at any time by:
- Clicking the unsubscribe link in an email; or
- Contacting us at info@englishquestcamp.com.
We do not sell children’s personal information to advertisers.
13. Cookies and website information
When you visit our website, we may collect information through cookies and similar technologies.
Some cookies are necessary for the website to function.
Other cookies, such as analytics or advertising cookies, may require your consent depending on the type of cookie and applicable law.
Please feel free to request more information and we will provide a copy of our Cooki Policy.
14. Your data protection rights
Depending on the circumstances and applicable law, you may have the right to:
- Be informed about how your information is used
- Request access to your personal information
- Ask us to correct inaccurate information
- Ask us to delete information in certain circumstances
- Ask us to restrict processing
- Object to certain processing
- Request portability of certain information
- Withdraw consent where processing is based on consent
- Object to direct marketing
Children also have data protection rights. Depending on their age, maturity and circumstances, a child may be able to exercise these rights themselves.
UK ICO guidance confirms that children have the same fundamental data protection rights as adults, with additional considerations relating to age, capacity and understanding. (ICO)
To exercise your rights, contact:
Email: info@englishquestcamp.com
We may need to verify your identity before responding to a request.
15. If you are a camper
Your information belongs to you too.
You can ask us questions about what information we hold about you and how we use it.
If you do not understand something in this notice, you can ask a parent, guardian, camp staff member or our privacy contact to explain it.
We will aim to communicate information about privacy in a way that is appropriate for the age and understanding of our campers.
16. Children’s privacy
Because our camp provides services to children and young people, we take additional steps to protect their personal information.
We aim to:
- Collect only information that we genuinely need
- Keep medical and safeguarding information particularly restricted
- Avoid unnecessary sharing
- Use high-privacy settings where appropriate
- Explain important uses of information clearly
- Consider the best interests and safety of children when making decisions about their information
- Give children appropriate opportunities to understand and exercise their privacy rights
The UK ICO and European Data Protection Board both emphasise the need for children’s information to receive specific protection and for privacy information to be clear, accessible and age-appropriate. (ICO)
17. Safeguarding and emergencies
If we believe that sharing information is necessary to protect a child or another person from serious harm, we may share relevant information with appropriate organisations or authorities.
This may include emergency services, healthcare professionals, safeguarding authorities, law enforcement or other appropriate organisations.
We will share only information that is relevant and necessary in the circumstances, where possible.
18. What happens if there is a data breach?
If we become aware of a personal data breach, we will assess the incident and take appropriate steps to contain and investigate it.
Where required by applicable law, we will notify the relevant data protection authority and/or affected individuals.
Our priority will be to reduce any risk to campers, parents and other individuals whose information may have been affected.
19. Complaints
If you have concerns about how we have handled your personal information, please contact us first:
Privacy Contact: Antonios Vanezis, Director English Quest programmes
Email: info@englishquestcamp.com
Telephone: + 357 97 7343 97
You also have the right to complain to the relevant data protection supervisory authority.
UK
If you are in the UK, you can contact the:
Information Commissioner’s Office (ICO)
www.ico.org.uk
European Union / EEA
If you are in the EU/EEA, you may contact the data protection supervisory authority in the relevant country.
You can find information about EU data protection authorities through the European Data Protection Board.
20. Changes to this Privacy Notice
We may update this Privacy Notice from time to time.
When we make significant changes, we will provide appropriate notice.
The latest version will always be available at:
www.englishquestcamp.com
Last updated: 30 August 2026
Contact us
If you have questions about privacy or how we protect your child’s information, please contact:
English Quest Camps
Antonios Vanezis/ Director
123 Ermou street, 6022. Larnaca-Cyprus
info@englishquestcamp.com
+357 97 7343 97
www.englishquestcamp.com
Data Protection Contact: Antonios Vanezis, info@englishquestcamp.com
We are committed to protecting the privacy, safety and wellbeing of every camper.
