1. About This Privacy Policy and the Data Controller

VOYVUA is a public-benefit-oriented youth study-tour programme to China initiated by the Cyprus Women and Children’s Federation. It focuses on youth education and international cultural exchange and is delivered through cooperation among the VOYVUA team, schools, overseas Chinese community organizations and other organizing bodies, and China-based local travel service providers. VOYVUA also supports parent-child study-tour groups.

This Privacy Policy explains how VOYVUA (“VOYVUA”, “we”, “us” or “our”) collects, uses, shares, stores and protects personal information when you visit the VOYVUA official website, submit an application or enquiry, register for or participate in a VOYVUA programme, communicate with us, or otherwise interact with us in connection with VOYVUA activities.

For the purposes of applicable data protection laws, the data controller is the VOYVUA project team, initiated by the Cyprus Women and Children’s Federation, responsible for the VOYVUA website and programmes. If a programme is organized with a school, community organization or other organizing body, that body may also process personal information for its own organizational, educational and administrative purposes.

This Privacy Policy should be read together with our Terms and Conditions, programme-specific notices, application forms, consent forms and any other documents provided to you. If you do not agree with this Privacy Policy, please do not access, browse, register on or submit personal information through the VOYVUA website.

2. Personal Information We Collect

We collect personal information that you provide to us, that is provided on your behalf by a parent, guardian, school, community organization or other organizing body, or that is generated through your use of our website and services.

2.1 Information you or your guardian provide to us

We may collect:

identity and contact information, such as name, username, email address, telephone number, postal address, date of birth, nationality, gender, language and country of residence;

guardian and emergency contact information, including name, relationship, telephone number and local emergency contact details;

participant information, such as school, grade, age, height, weight, dietary requirements, accessibility needs and programme preferences;

travel and identity documents, such as passport information, passport number, visa information, identity card information and flight details;

application and enrolment information, including programme choices, dates, eligibility and prerequisite information;

health, medical and safety information, such as allergies, medical conditions, medication requirements, dietary restrictions, accessibility requirements and information relevant to emergency medical treatment;

consent, authorization and waiver information, including parental consent, travel authorization, emergency medical authorization, activity participation consent, risk acknowledgement, behaviour code acknowledgement, and image/personal information use authorization;

payment-related information, such as billing details and transaction records. Payments made through our website may be processed by a third-party payment processor. We do not store full payment card details on our own systems;

communications with us, including enquiries, emails, messages, forms, feedback, complaints and records of pre-departure meetings; and

any other information you voluntarily provide to us.

2.2 Information from schools, community organizations and other organizing bodies

Where a programme is organized through a school, overseas Chinese community organization or other organizing body, we may receive personal information about participants and guardians from that organization, including registration lists, passport and identity information, flight details, emergency contacts, consent forms and programme-related communications.

If you provide personal information about another person, including a child, you confirm that you have the authority to do so and that any required consent has been obtained.

2.3 Information collected automatically

When you use the VOYVUA website, we may automatically collect technical and usage information, such as IP address, device type, browser type, operating system, pages visited, time and date of visits, links clicked, referring pages and general geographic location derived from your IP address. We collect this information through cookies and similar tracking technologies, as described below.

2.4 Photos and videos

With the consent of parents or guardians where required, we may take or receive photographs and videos during VOYVUA programmes for programme administration, safety, documentation and promotional purposes. Please see the section on Photos and Videos below.

3. Children’s Privacy and Parental Consent

VOYVUA programmes are designed for children and young people. We take the protection of children’s personal information seriously. We may collect personal information about a child from the child’s parent or guardian, a school, a community organization or another authorized organizing body. We do not knowingly allow a child to register or provide personal information directly to us without appropriate parental or guardian involvement, unless this is permitted by applicable law.

Where required by law, we will obtain verifiable consent from a parent or guardian before processing a child’s personal information. Parents and guardians are responsible for ensuring that the information they provide is accurate, complete and up to date, and for informing us of any changes that may affect the child’s participation or safety.

If you believe that a child has provided personal information to us without the required consent, please contact us so that we can take appropriate action.

4. Sensitive Information

Some information we collect may be considered sensitive or special category personal information under applicable law, such as health information, medical conditions, allergies, dietary requirements and accessibility needs. We process this information only where necessary for the safety and well-being of participants, to arrange appropriate programme services, to respond to emergencies, or where we have obtained appropriate consent or another lawful basis.

5. Cookies and Tracking Technologies

Like many websites, the VOYVUA website may use cookies and similar tracking technologies to help the website function properly, improve user experience, analyse website traffic, remember preferences and support communication and marketing.

We may use:

strictly necessary cookies, which are required for the website to operate and to maintain security;

functionality cookies, which remember your preferences and improve your experience;

analytics and performance cookies, which help us understand how visitors use the website and how we can improve it; and

marketing cookies, where permitted and subject to any required consent, which help us deliver content relevant to your interests.

You can manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. If you reject cookies, some features of the website may not function properly. Where required by law, we will request your consent before placing non-essential cookies.

6. How We Use Personal Information

We use personal information for the following purposes:

to process enquiries, applications and registrations;

to assess eligibility, prerequisites and suitability for a programme;

to administer enrolment, confirmations, payments, refunds and programme records;

to communicate with parents, guardians, participants, schools, community organizations and organizing bodies about programmes, schedules, preparation, changes and emergencies;

to arrange and coordinate programme services, including accommodation, meals, transportation, courses, activities, insurance, visas and other travel-related arrangements;

to protect the safety, health and well-being of participants and staff, including through emergency contact arrangements, medical response, risk management and safeguarding;

to verify identity and travel documentation and to assist with visa, immigration and entry requirements where applicable;

to manage behaviour, discipline, safeguarding and incident reporting in accordance with programme rules;

to comply with legal, regulatory, tax, accounting and financial reporting obligations;

to respond to complaints, disputes, claims and legal processes;

to improve our website, programmes, services and communications;

to maintain records and prepare reports and summaries for schools, organizing bodies and partners;

to use photographs and videos for programme documentation and promotional purposes, subject to consent where required; and

to send programme updates and, where permitted by law, marketing communications about VOYVUA programmes and related activities. You may opt out of marketing communications at any time.

We may also use information for additional purposes where we have obtained your consent or where otherwise permitted by applicable law.

7. Legal Bases for Processing

Where required by applicable law, we rely on one or more of the following legal bases:

Contract: processing is necessary to enter into or perform a contract with you or to take steps at your request before entering into a contract, such as processing an application or delivering a programme.

Consent: you or your child’s parent or guardian has given consent to the processing, including for sensitive information, photos and videos, or marketing where required. Consent may be withdrawn at any time, without affecting processing carried out before withdrawal.

Legal obligation: processing is necessary for compliance with legal, regulatory, safeguarding, immigration, tax or accounting obligations.

Vital interests: processing is necessary to protect the vital interests of a participant or another person, such as in a medical emergency.

Legitimate interests: processing is necessary for our legitimate interests, such as programme administration, safety, security, improvement of services and communication, provided that these interests are not overridden by the rights and interests of the individuals concerned.

8. How We Share Personal Information

We do not sell or rent personal information. We may share personal information with:

schools, overseas Chinese community organizations and other organizing bodies involved in recruiting, organizing or managing participants;

China-based local travel service providers responsible for delivering ground services in China, including transportation, accommodation, meals, activities, reception and on-site coordination;

insurers and insurance intermediaries, for arranging travel or accident insurance;

payment processors and financial institutions, for processing payments and refunds;

visa, immigration, airline, transport, accommodation and emergency service providers where necessary for programme arrangements or safety;

IT, website hosting, communications and other service providers that support our operations;

emergency services, medical providers and relevant authorities where necessary to protect health, safety or vital interests;

professional advisers, auditors and legal representatives where necessary;

government authorities, regulators, courts or law enforcement where required by law or necessary to protect rights, property or safety;

affiliates, partners or successors in connection with a merger, acquisition, reorganization or transfer of activities; and

other parties where we have obtained consent or where disclosure is permitted or required by law.

We require service providers and partners to protect personal information and to use it only for the purposes for which it was shared, in accordance with applicable law and appropriate safeguards. Some third parties, such as schools, insurers, travel service providers or authorities, may process information for their own legal or administrative purposes.

9. International Transfers

VOYVUA operates internationally. Personal information may be transferred to, stored in and processed in Cyprus, China, and other countries where VOYVUA, our partners, schools, organizing bodies, service providers or travel providers operate. These countries may have data protection laws that differ from those in your country.

Where required by applicable law, we will take appropriate safeguards for international transfers, such as contractual protections or other lawful transfer mechanisms. By providing personal information to us, you acknowledge that your information may be transferred and processed in these locations in accordance with this Privacy Policy.

10. Data Retention

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, including to administer applications and programmes, provide services, maintain records, protect safety and safeguarding, resolve disputes, enforce agreements, and comply with legal, tax, accounting and financial reporting obligations.

If an application does not proceed, we may retain relevant records for a reasonable period for administrative, legal and safety purposes. If a participant participates in a programme, we may retain information during the programme and for a reasonable period afterwards for legal, financial, safeguarding, insurance and record-keeping purposes. When information is no longer required, we will delete, anonymize or securely dispose of it in accordance with applicable law.

11. Security

We use administrative, technical and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration or disclosure. These measures are appropriate to the nature of the information and the risks involved.

However, no method of transmission over the Internet or method of electronic storage is completely secure. While we work to protect personal information, we cannot guarantee absolute security. If we become aware of a security incident involving personal information, we will take appropriate steps and provide notifications where required by applicable law.

12. Your Rights and Choices

Subject to applicable law, you or your child’s parent or guardian may have the right to:

access personal information we hold about you or your child;

request correction of inaccurate or incomplete information;

request deletion of personal information, subject to legal and operational retention requirements;

request restriction of or object to certain processing;

request portability of information where applicable;

withdraw consent at any time, without affecting the lawfulness of processing before withdrawal;

opt out of marketing communications; and

lodge a complaint with a relevant supervisory authority.

To exercise these rights, please contact us using the details below. We may need to verify your identity and, where relevant, your authority to act on behalf of a child. Some rights may be limited where we have a legal obligation or legitimate reason to retain or process information.

13. Marketing Communications

We may send you programme updates and, where permitted by applicable law, marketing communications about VOYVUA programmes and related activities. Where required, we will obtain your consent before sending direct marketing. You may withdraw your consent or opt out of marketing communications at any time by following the unsubscribe instructions in the communication or by contacting us. We will then stop using your personal information for direct marketing, subject to any legal requirements.

14. Photos and Videos

With consent where required, VOYVUA staff, partners or service providers may take photographs and videos during programmes for documentation, safety, reporting and promotional use on the VOYVUA website, publications and communications. We do not sell these images or pass them to third parties for their independent marketing use.

If a parent or guardian does not wish a child’s image to be used for promotional purposes, please inform us on the relevant form or contact us. We will apply withdrawal of consent on a forward-looking basis. We may not be able to remove materials that have already been printed, published or distributed.

15. Third-Party Websites

The VOYVUA website may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing personal information.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will revise the effective date at the top of this policy. We encourage you to review this Privacy Policy periodically. Your continued use of the VOYVUA website or participation in VOYVUA programmes after changes are posted will be subject to the updated Privacy Policy, to the extent permitted by applicable law.

17. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how personal information is handled, please contact:

VOYVUA Privacy Contact
Email: info@cwca-cyprus.org
If your request involves a school, community organization, organizing body, insurer or travel service provider that processes information for its own purposes, we may notify or coordinate with the relevant organization to address your request.