Who are we?
The data controller responsible for processing your personal data is:
Association for Active Life and Education / Verein für aktiv Leben und Bildung
Gumpendorfer Straße 142, 1060 Vienna, Austria
Email: info@euactive.org
We are a non-profit organization with the mission of promoting active lifestyle for people of all ages and fitness levels, intercultural understanding and active citizenship. On this page, you can find information on what data we collect, how do we use it and why and how do we keep it safe.
How can you contact us?
If you have any further questions about our Privacy Policy, feel free to contact us:
- email: info@euactive.org
- postal address: Gumpendorfer Str 142, 1060 Wien
What legal basis do we use for processing your data?
We process personal data only where we have a legal basis under the General Data Protection Regulation (GDPR). Depending on the situation, we may process your data based on:
- your consent, for example when you agree to receive newsletters, complete optional surveys, or give photo/video consent;
- contractual or pre-contractual necessity, for example when you register for or participate in our events, projects, or activities;
- legal obligations, for example where we are required to keep records for accounting, reporting, or legal purposes;
- legitimate interests, for example to manage our organisation, communicate with participants, ensure website security, improve our activities, and document our non-profit work.
What information do we collect when you use our website?
When you visit our website, we may automatically collect basic technical and usage data, such as:
- IP address;
- browser type and version;
- device type and operating system;
- pages visited;
- date and time of visit;
- time spent on pages;
- referring websites or links;
- basic diagnostic and security data.
We use this information to operate the website, keep it secure, understand how visitors use it, and improve our website and services.
If we use cookies or analytics tools, we provide information about them and, where required, ask for your consent.
What information do we collect when you contact us?
When you contact us, send us a message, complete a form, or give us feedback, we may collect:
- first and last name;
- place of residence, if provided;
- email address;
- phone number, if provided;
- organisation or role, if relevant;
- social media handle, if you contact us through social media;
- survey or feedback responses;
- the content of your messages or communication with us.
We use this information to reply to you, answer your questions, manage communication, administer forms and surveys, organise volunteers or participants, and improve our services and activities.
What information do we collect when you participate in our events, projects, or activities?
When you register for or participate in our events, projects, workshops, or activities, we may collect:
- first and last name;
- email address;
- phone number, if provided;
- age group or date of birth, where necessary;
- attendance information;
- organisation or role, where relevant;
- language preferences;
- accessibility needs, if voluntarily provided;
- food preferences or dietary information, if relevant;
- survey responses, feedback, or evaluation data;
- any other information necessary for organising, documenting, evaluating, or reporting the activity.
We use this information to organise and manage our activities, communicate with participants, ensure safety and accessibility, evaluate the quality and impact of our work, and fulfil reporting obligations, including for publicly or EU-funded projects.
Photos and videos at events
During our events and activities, photos and videos may be taken for documentation, communication, dissemination, reporting, and visibility purposes, including in connection with funded projects.
Photos and videos may be used on our website, social media channels, newsletters, printed materials, project reports, and communication with partners or funders.
Where required, we will ask for consent before using identifiable photos or videos. Participants who do not wish to appear in identifiable photos or videos can inform us before or during the event.
For children and minors, consent may be requested from a parent or legal guardian where required.
Who do we share your information with?
We may share personal data only where necessary and appropriate, including with:
- service providers who help us operate our website, email, forms, communication tools, IT systems, or event registration;
- project partners, where this is necessary for implementing joint activities or funded projects;
- funders, auditors, or public authorities, where required for reporting, documentation, legal, or contractual obligations;
- members of our organisation who need access to the data for their work;
- IT support providers, where necessary for technical support and security.
We do not sell personal data.
Use of external service providers and international transfers
We may use external service providers such as email, cloud storage, online forms, video conferencing, newsletter, social media, or analytics providers.
Some of these providers may process data outside the European Economic Area. Where this happens, we rely on appropriate safeguards under GDPR, such as adequacy decisions or standard contractual clauses, where required.
How do we protect your information?
We protect personal data through appropriate technical and organisational measures, including:
- limiting access to people who need the data for their work;
- using secure systems and accounts where possible;
- storing documents and records in organised and protected locations;
- requiring service providers to protect personal data where applicable;
- reviewing and deleting data when it is no longer needed.
When may we disclose your information for legal reasons?
We may disclose personal data where this is necessary to:
- comply with legal obligations;
- respond to lawful requests from public authorities;
- protect the rights, safety, or property of our organisation, participants, staff, or partners;
- prevent or investigate possible wrongdoing;
- establish, exercise, or defend legal claims.
How long do we keep your information for?
We keep personal data only for as long as necessary for the purpose for which it was collected, unless a longer retention period is required or allowed by law.
For example:
- event and participant data may be kept for as long as needed to organise, document, evaluate, and report on the relevant activity or project;
- project-related records may be kept for the period required by funders, auditors, or legal obligations;
- accounting and financial records may be kept according to Austrian legal retention requirements;
- consent records may be kept as evidence of consent;
- anonymised statistical data may be kept indefinitely.
When personal data is no longer needed, we delete it or anonymise it where possible.
What are your rights?
Under GDPR, you may have the right to:
- request access to your personal data;
- request correction of inaccurate or incomplete data;
- request deletion of your data;
- request restriction of processing;
- object to certain processing;
- withdraw consent at any time, where processing is based on consent;
- request data portability, where applicable;
- lodge a complaint with a data protection authority.
In Austria, you can contact the Austrian Data Protection Authority:
Österreichische Datenschutzbehörde
Barichgasse 40–42
1030 Vienna
Website: www.dsb.gv.at
Email: dsb@dsb.gv.at
To exercise your rights, you can contact us at: info@euactive.org
What if we link to other websites?
On our website, you may find links to other websites, most commonly websites of our project partners or public institutions we collaborate with. If you click on a third party link, you will be directed to that third party’s site. We strongly advise you to review their Privacy Policy. We have no responsibility for the content, privacy policies or practices of any third party sites or services.
Can our privacy policy change?
We may update our Privacy Policy from time to time. In such case, we will notify you of any changes by posting the new Privacy Policy on this page and by publishing the date of our last update. We advise you to regularly review this Privacy Policy page.
We last updated this Privacy Policy in May 2026.