Data Retention Policy
This policy sets out how long Cyprus Swim Series (I.E. Athletic Tourism (Cyprus) Ltd) keeps personal data. We keep data only for as long as we need it for the purpose it was collected for, or as long as the law requires. It complements our Privacy Policy.
Retention periods
| Data | How long we keep it | Why |
|---|---|---|
| Bookings and participant registrations (names, contact details, date of birth, race entries) | 6 years after the event; longer where the period for legal claims is extended (for example for people who were children at the time of the event) | Limitation periods for legal claims |
| Parental Consent Forms for participants under 18 | Same as the child’s registration record | Proof of parental consent; legal claims |
| Medical information shared on the Parental Consent Form | Destroyed within 30 days after the event, unless an incident occurred involving the child | Only needed for safety during the event |
| First aid and medical incident reports | 6 years after the event, or longer where the period for legal claims is extended | Legal claims; insurance |
| Records of the EU co-funded Pissouri 3rd Edition 2026 (for example participant lists and proof of communication activities) | 5 years from 31 December of the year in which the final payment of the funding is made | Regulation (EU) 2021/1060, Article 82 |
| Payments, invoices and refunds | 7 years | Accounting and tax law |
| Published race results | Kept as the historical record of the event. On request we replace a name with initials or remove it. | Legitimate interest in sporting records |
| Published event photos and videos | Kept in our galleries and channels as an archive of the event, until you ask us to remove an image | Legitimate interest in event coverage |
| Unpublished event photos and videos | 3 years after the event | Selecting material for future coverage |
| Emails and enquiries | 2 years after our last contact | Follow-up questions and complaints |
| Service surveys | 2 years | Improving our events |
| Newsletter subscriptions | Until you unsubscribe, or after 3 years without opening any email | Consent or soft opt-in |
| Cookie choices (css-consent) | 6 months, stored in your browser | Remembering your choice |
| Google Analytics data | 14 months | Website statistics (with consent) |
At the end of each period we delete the data or make it fully anonymous. Paper records are shredded.
Contact
Questions about this policy: hello@cyprusswimseries.com · 7 Rigenis Street, 8200 Geroskipou, Paphos, Cyprus.
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