Terms and Conditions & GDPR
This is a document that specifies the terms and conditions of participation and general data protection regulation (further stated as "document") at AQUA 2023 (further stated as "event").
By registering for the event, participants or their legal representatives agree to this document. In the event of any breach of the terms in this document, the participant can be excluded from the event without a refund.
Organizer of AQUA 2023 is Slovenský skauting, o.z. (Scouting Slovakia) residing in Bratislava, at Mokrohájska cesta 6, 841 04 Bratislava (further stated as "SLSK"); Hlavný kapitanát vodných skautov (the Slovak Sea Scouts Council of Captains; further stated as "organizers"). You can contact SLSK also at the following e-mail address: firstname.lastname@example.org and by phone: +421 2 446 40 154. Organizers of the event can be contacted by e-mail address: email@example.com
The event is governed by the laws of the Slovak Republic. The rules and regulations set out by SLSK and organizers are to be respected at all times. The participants are obliged to follow the rules of conduct in the area (camp rules), which will be issued on-site by organizers.
Organizers reserve the right to modify these terms and conditions if there are significant changes in the event's organization.
Sign up conditions
Participant in the event is every person registered via the event's registration form. There are three types of participants:
- International service team (IST) member - adult (18+ years old) volunteer
- patrol leader (PL) - adult (18+ years old) responsible for her/his patrol
- patrol participant (PP) - a member of a patrol, guided by PL
IST members register via the registration form independently.
PPs register via their PL, using this form, forming a patrol of 6 to 12 persons (5-11 participants and one patrol leader). PPs must be aged 12 or above (at the beginning of the event at the latest) unless agreed otherwise with organizers. Participants under 18 years (born after 24. 7. 2005) are to provide written consent of participation from their parents/legal guardians. The parental consent form can be found here. PLs that accompany patrols have a duty of care and are responsible for the behavior, safety, and well-being of the patrol members.
All patrol participants must be able to swim. IST members can be allocated to a position that does not require swimming ability.
All participants must be members of their National Scout Organization (NSO), a member of WOSM or WAGGGS. Each NSO accepts full responsibility for its members taking part in the event and for ensuring that the PLs and IST members can fulfill their duties.
An exception to these terms and conditions can be given in special cases by the organizers.
The participation fee is set to 250 € for participants in patrols and 120 € for IST members. Patrols pay the fee for all its members as one payment; IST members pay individually. All fees must be sent before the date specified by the organizer of the event.
The fee includes a camping spot including all related charges, the AQUA 2023 program with all related equipment and transportation, and meals for the duration of the event from dinner on the 24. 7. 2023 till breakfast on the 30. 7. 2023 including plates and cutlery.
The fee does not include insurance. It is recommended that the participants insure themselves with appropriate insurance coverage, such as travel insurance for the period before arrival at the start of AQUA 2023 and until after the finish of the event, together with medical insurance (slovak insurance).
Furthermore, the fee does not include include any personal equipment (such as personal hygiene or sleeping needs - tent, sleeping bag, and pad...) nor the transport to and from the event itself outside the program blocks.
Upon payment of the participation fee, the registration becomes binding, and any changes are subject to these cancellation conditions.
Organizers reserve the right to cancel the event entirely if serious unforeseen circumstances occur. These cases of serious unforeseen circumstances are considered to be, in particular, cases where such an unusual circumstance makes the realization of the event impossible or possible only with significantly increased safety, health, financial or legal risks. These are, in particular, cases of natural disaster, civil unrest, a significant increase in the risks associated with the COVID epidemic, or measures taken by the relevant authorities which significantly limit or hinder the planned course of the event.
If organizers cancel the event, participants will be refunded the amount equal to the proportional share of the budget balance after paying all the necessary expenses related to the preparation and/or cancellation of the event.
In case of a breach of these terms and conditions by a participant, the participant forfeits any right to a refund of the participation fee.
If the registration is canceled for any reason by the participant before 31. 5. 2023, the participant has a right to a refund of:
a) PPs and PLs 78 % of the paid fee;
b) ISTs 50 % of the paid fee.
If the registration is canceled for any reason by the participant after 1. 6. 2023, the participant forfeits any right to a refund of the participation fee.
If PPs cancel their participation, the rest of the patrol must still meet the required number of its members (minimum 5 PPs + PL).
A change of participants will be allowed, and the participation fee can be transferred to the new participant. In case of changing PPs, such change of participants must be agreed upon beforehand with the affected patrol leader. By registration, the new participant agrees to this document. If you want to change participants, contact us by e-mail.
In case a participant does not attend due to serious health issues, a maximum of 20 % of the participation fee will be refunded upon presentation of a medical report. A written medical report must be received no later than on 30. 07. 2023 to email firstname.lastname@example.org.
Personal data processing
By registering for the event, participants or their legal representatives willingly agree to the administration of provided personal data. The administrator of the personal data is SLSK. Information on the administration of personal data by SLSK can be found here.
The personal data, for which we are asking in the event registration form, will be processed on participant's consent expressed by a clear confirmation action (§ 13, article (1), letter a), concerning the Act 18/2018 on personal data protection, Collection of Laws of the Slovak Republic).
We will process the collected personal data only for communication purposes and further administration and coordination of the AQUA 2023 event. The personal data will not be shared with any third-party service, company, or person.
Furthermore, by registering for the event, participants or their legal representatives agree to the acquisition and processing of participants' photos and/or audiovisual material during the event and to the usage of that material for the propagation purposes of SLSK.
Participants can withdraw their consent anytime by contacting the AQUA organizers team. Withdrawal of consent does not affect the lawfulness of the processing based on consent before its withdrawal.
Participants also have the right to access their personal data, rectify it, delete it, transfer it, and restrict its processing. One can obtain full information about the rights concerning personal data administration from https://gdpr-info.eu/ or in Act 18/2018, Collection of Laws of the Slovak Republic.