Privacy Policy

At Brno Playback Theatre Gathering 2026, we respect your privacy and are committed to protecting your personal data.

This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, how long we retain it, and what rights you have under applicable data protection law, including the General Data Protection Regulation (GDPR) where applicable.

1. Data Controller

The organisation responsible for the processing of your personal data is:

BeeFun Academy (Nofar Drukman)
Koliště 3, Brno, Czech Republic
Email: [email protected]

For any questions concerning your personal data or this Privacy Policy, you may contact us at the email address above.

2. What Personal Data We Collect

Depending on how you interact with us and register for the Gathering, we may collect the following categories of personal data:

Registration and contact information

• First and last name
• Email address
• Telephone / WhatsApp number
• Country and city of residence
• Playback Theatre group or organisation
• Years of experience
• Professional or educational information that you choose to provide
• How you heard about the Gathering

Event participation information

We may also collect information necessary to organise your participation, such as:

• Accommodation preferences
• Dietary requirements
• Accessibility requirements
• Other practical information necessary for your participation

Please provide only information that is necessary and relevant to your participation.

Payment information

We may process information relating to your registration fee and payment status. Where payment is made through an external payment provider, payment card or banking details may be processed directly by that provider. We do not intend to store complete payment card details on our own systems.

Communication data

If you contact us by email, WhatsApp, social media, or another communication channel, we may retain the information contained in that communication in order to respond to you and manage your participation.

3. Registration Through Google Forms

We use Google Forms to collect and manage registration information for the Brno Playback Theatre Gathering.

When you complete our registration form, the information you provide is processed through Google's services and may be stored within the systems associated with our Google account.

The information collected through the registration form is used only for purposes connected with organising and administering the Gathering, including registration, participant communication, accommodation, meals, payments, and other practical arrangements.

Google may process personal data in accordance with its own privacy policies and terms. You can learn more about Google's privacy practices in Google's Privacy Policy.

4. Communication Through WhatsApp

We may use WhatsApp to communicate with registered participants before, during, and after the Gathering. This may include:

• Practical information about the event
• Schedule and programme updates
• Travel and arrival information
• Accommodation-related communication
• Group announcements
• Responses to individual questions
• Urgent or important information relating to the Gathering

If you choose to communicate with us through WhatsApp, your phone number and the content of your communications may be processed through WhatsApp's services. WhatsApp is operated by Meta Platforms, Inc. and is subject to WhatsApp's own privacy policy and terms of service.

We will use WhatsApp only for reasonable communication purposes related to the Gathering and will not use your WhatsApp contact details for unrelated marketing without an appropriate legal basis or consent where required.

5. Why We Use Your Personal Data

We use personal data only for purposes connected with the organisation and operation of the Gathering, including:

• Processing and managing registrations
• Confirming participation
• Processing payments and refunds
• Communicating with participants by email and WhatsApp
• Organising accommodation and meals
• Responding to questions and requests
• Managing transfers and cancellations
• Providing information about changes to the programme
• Ensuring the practical and safe organisation of the event
• Managing participant requirements, including dietary or accessibility needs
• Maintaining appropriate financial and legal records
• Protecting the security of our website, registration systems, and event
• Improving the organisation and experience of future events

We do not sell participants' personal data.

6. Legal Basis for Processing

Depending on the purpose, we process personal data on one or more of the following legal bases under the GDPR:

Performance of a contract — Article 6(1)(b)
We process information that is necessary to register you for the Gathering and provide the services included in your registration.

Legal obligations — Article 6(1)(c)
We may process and retain certain information where required by applicable accounting, tax, financial, or other legal obligations.

Legitimate interests — Article 6(1)(f)
We may process certain information where necessary for legitimate organisational interests, such as communicating with participants, maintaining the security of our website and systems, preventing misuse, and managing the Gathering.

Consent — Article 6(1)(a)
Where consent is required, we will ask for your explicit consent. You may withdraw consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

7. Dietary and Accessibility Information

Some participants may voluntarily provide information concerning dietary requirements, allergies, accessibility requirements, or similar needs. Some of this information may constitute special categories of personal data under the GDPR.

We will use such information only where necessary to provide appropriate arrangements for participation in the Gathering and will take reasonable steps to limit access to this information. Where processing requires your explicit consent, we will obtain that consent through the registration process.

We will not use such information for marketing purposes.

8. Who May Receive Your Personal Data

We may share relevant personal data with service providers and partners where this is necessary to organise the Gathering. Depending on the circumstances, these may include:

• Accommodation providers
• Catering providers
• Payment service providers
• Google, through Google Forms and related Google services
• WhatsApp / Meta, when WhatsApp is used for communication
• Registration and event-management platforms
• Website hosting providers
• IT and technical service providers
• Email and communication service providers
• Professional advisers or authorities where legally required

We will aim to provide third parties only with the information necessary for the specific purpose. Where a third party processes personal data on our behalf, we will seek to ensure that appropriate contractual and organisational safeguards are in place where required by applicable law.

9. International Transfers

Some of the services we use, including Google and WhatsApp/Meta, may involve the processing or storage of personal data outside the European Economic Area (EEA).

Where personal data is transferred outside the EEA, we will take appropriate measures to ensure that the transfer is carried out in accordance with applicable data protection law, including the GDPR. Depending on the circumstances, this may include an adequacy decision, Standard Contractual Clauses, or another legally recognised safeguard.

10. How Long We Keep Your Data

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected.

Registration and event-related information will generally be retained for the period necessary to administer the Gathering and deal with related financial, legal, accounting, or organisational matters. Financial and accounting information may be retained for longer where required by applicable law.

Information relating to dietary or accessibility requirements will be deleted or anonymised when it is no longer necessary for organising the event, unless there is a legal reason to retain it.

When personal data is no longer required, we will delete it, anonymise it, or securely restrict its processing where appropriate.

11. Photography and Video

Photography and video recording may take place during the Gathering. Photographs or videos may be used for:

• Documentation of the Gathering
• The Gathering's website
• Social media
• Future event promotion
• Educational or informational materials relating to the Gathering

We will make reasonable efforts to inform participants when photography or filming is taking place. Where required, we will seek appropriate consent for the use of identifiable images for promotional purposes.

If you do not wish to appear in promotional photographs or videos, please contact us at [email protected]. We will make reasonable efforts to respect your request.

12. Newsletters and Future Communications

We may contact participants regarding information directly related to their registration and participation in the Gathering. Such communications are necessary for the administration of the event.

If we wish to send you promotional information about future Gatherings, events, workshops, or related activities where consent is required, we will ask you to opt in. You may withdraw your consent to marketing communications at any time. Every marketing email will provide an appropriate way to unsubscribe.

13. Cookies and Website Technologies

Our website may use cookies and similar technologies. Some cookies may be technically necessary for the website to function correctly. Other cookies, such as analytics, advertising, or third-party cookies, may be used depending on the tools and services implemented on the website.

Where required by applicable law, we will request your consent before placing non-essential cookies on your device. You can also manage or disable cookies through your browser settings. Disabling certain cookies may affect some website functionality.

The exact cookies used by the website may change over time as website services and providers change.

14. Data Security

We take reasonable technical and organisational measures to protect personal data against:

• Unauthorised access
• Accidental loss
• Destruction
• Unauthorised disclosure
• Unauthorised alteration
• Other unlawful processing

Access to personal data is limited to people and service providers who need it for legitimate organisational purposes. However, no method of electronic transmission or storage can be guaranteed to be completely secure.

15. Your Data Protection Rights

Subject to the conditions and limitations provided by applicable law, you may have the following rights:

• Right of access — to request information about the personal data we hold about you and obtain a copy.
• Right to rectification — to request correction of inaccurate or incomplete personal data.
• Right to erasure — to request deletion of your personal data in certain circumstances.
• Right to restriction — to request that processing of your personal data be restricted in certain circumstances.
• Right to data portability — to receive certain personal data in a structured, commonly used and machine-readable format.
• Right to object — to object to certain processing, including direct marketing.
• Right to withdraw consent — where processing is based on consent, you may withdraw your consent at any time.

These rights are not absolute and may be subject to legal limitations.

16. How to Exercise Your Rights

To exercise any of your data protection rights, please contact:

BeeFun Academy (Nofar Drukman)
Email: [email protected]

Please provide sufficient information to allow us to identify your request and the personal data concerned. We will respond within the timeframe required by applicable data protection law.

17. Right to Lodge a Complaint

If you believe that your personal data has been processed unlawfully, you have the right to lodge a complaint with the competent data protection supervisory authority.

If the relevant supervisory authority for the controller is in the Czech Republic, you may contact the Office for Personal Data Protection (Úřad pro ochranu osobních údajů).

You may also contact us first, and we will make reasonable efforts to address your concern.

18. Third-Party Websites and Services

Our website, registration form, or communications may contain links to websites or services operated by third parties. These may include services provided by Google, WhatsApp/Meta, payment providers, accommodation providers, and other event partners.

This Privacy Policy does not apply to those third-party websites or services. We recommend reviewing the privacy policies of any external service before providing personal information to them.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the Gathering, our website, the services we use, or applicable legal requirements. The most recent version will be published on this page together with the date of the latest update.

20. Contact

For any questions regarding this Privacy Policy or the processing of your personal data, please contact:

BeeFun Academy (Nofar Drukman)
Koliště 3, Brno, Czech Republic
Email: [email protected]

Last updated: August 2026