Privacy Policy

The following text explains how OLArt21, z. s., the organiser of the Festival of Songs Olomouc international choir festival, processes the personal data of website visitors, festival participants and everyone who contacts us. We process personal data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR) and the Czech Act No. 110/2019 Coll., on the Processing of Personal Data.

This is a translation. In case of any discrepancy, the Czech version prevails.

1. Who processes your personal data

The controller of your personal data is the association OLArt21, z. s., company ID (IČO) 14136210, registered office Věry Pánkové 829/2, 779 00 Olomouc, Czech Republic, registered in the register of associations kept by the Regional Court in Ostrava, file no. L 20038.

Correspondence address: Anna Mihulková, Foerstrova 1047/49, 779 00 Olomouc, Czech Republic
E-mail: festival@svatkypisniolomouc.cz

The law does not require the association to appoint a data protection officer, so please send any questions to the e-mail address above.

2. What personal data we process

We only process data you give us yourself and data created automatically when you visit the website.

Application for the Mundi Cantant or Vocalis Bellus competition

• name of the choir or ensemble, city and country,
• name of the conductor or artistic leader,
• name, e-mail and phone number of the contact person,
• invoicing details (name, address, company ID and VAT number, if provided),
• number of participants, competition category and days of attendance,
• the ensemble's biography and photo, if you attach them.

We do not collect data about individual choir members (names, dates of birth etc.) through the application.

Contact form and e-mail

Your name, e-mail address and the content of your message, plus any other data you include in it.

Ticket reservations

Name, e-mail address, the selected concert and the reserved seats.

Visiting the website

• IP address, browser and device type, time and pages visited (server logs),
• data on how you use the website, collected with cookies, only with your consent (see section 6 Cookies and analytics),
• when you submit a form, technical data used to protect against spam (IP address, the result of the Google reCAPTCHA check).

We obtain data directly from you or from the person acting on behalf of the applying ensemble. We may check invoicing details in public registers (commercial, association or trade registers).

3. Why we process data and on what legal basis

Not every e-mail you receive from us is a marketing message. We send organisational information about the festival (timetable, programme changes etc.) to applied ensembles as part of ensuring their participation in the festival. You can opt out of invitations by replying to any of our e-mails or by writing to festival@svatkypisniolomouc.cz.

We do not use your data for automated decision-making or profiling with legal effects.

4. Photos and audiovisual recordings of the festival

During the festival we take photos and make video and audio recordings of concerts and competition performances. We publish them on this website, on the festival's social media (Facebook, Instagram, YouTube), in printed materials and in the media, and keep them in the festival archive. We do so under the competition rules, which applying ensembles accept by submitting the application, and on the basis of our legitimate interest in documenting and promoting the festival.

We ask applying ensembles to inform their members about the recordings, and for minors their legal guardians. If you do not want a particular photo or recording to be published, write to us and we will find a solution.

5. Who we share your data with

Only authorised members and collaborators of the association have access to the data, to the extent they need for their work. We do not sell data. To run the website and the festival we use these processors and service providers:

• WEDOS Internet, a. s. (Hluboká nad Vltavou, Czech Republic) – website and database hosting,
• Google Ireland Limited (Dublin, Ireland) – e-mail (Gmail), form protection with Google reCAPTCHA, traffic measurement with Google Analytics and YouTube videos embedded on the pages of previous editions,
• Hotjar Ltd. (Malta) – analysis of website use (only with your consent),
• Fonticons, Inc. (USA) – Font Awesome icons; your IP address is sent to their servers when a page loads,
• Electricblaze – a widget showing posts from our Instagram profile; its content may be loaded from the servers of Meta Platforms Ireland Limited,
• accountants and tax and legal advisers bound by confidentiality,
• public authorities where the law requires it (e.g. the tax office, the Police of the Czech Republic).

Some providers (Google, Fonticons) may also process data in the USA. Such transfers rely on the European Commission's adequacy decision (EU-US Data Privacy Framework) for certified companies, or on standard contractual clauses approved by the European Commission.

6. Cookies and analytics

Cookies are small text files that a website stores in your browser. Browser storage (localStorage) works similarly. We use them for three purposes:

• Technical (necessary) – they remember your choice in the cookie bar and protect forms against spam. The website does not work properly without them, so they do not need your consent.
• Analytics (tracking) – Google Analytics and Hotjar. They show us which pages are read, for how long and on which devices, and help us improve the website. Hotjar may record mouse movements, clicks and scrolling; it does not record what you type into form fields. We only start them after you consent.
• Third-party cookies – these may be set by embedded YouTube videos and the widget showing Instagram posts.

On your first visit a bar appears where you can give consent, refuse it or choose by category. You can change your choice or withdraw consent at any time with the Cookie settings link in the footer of every page of the website. When you withdraw consent, we delete the analytics cookies. You can also block or delete cookies in your browser settings; some parts of the website may then not work properly.

For more information see the privacy policies of Google and Hotjar. You can also turn off Google Analytics with a browser add-on.

7. How long we keep data

• Applications and communication with ensembles – for the festival year concerned and a further 3 years, for possible claims and the preparation of future editions.
• Invoices and accounting records – for the period set by accounting and tax law (usually 5 to 10 years).
• Lists of participants, results, photos and recordings – permanently, as part of the festival archive and history, unless you raise a justified objection.
• Questions from the contact form – as long as needed to deal with them, at most 2 years.
• Ticket reservations – until the end of the festival year concerned, at most 12 months.
• Invitations to future editions – until you opt out, at most 3 years after your last participation.
• Form security records – data used to limit the number of submissions is stored only in irreversibly hashed form for a few hours at most; records of rejected submissions for at most 12 months.
• Analytics data – according to the cookie expiry in the table above; aggregated statistics for at most 14 months.

After this period we delete or anonymise the data.

8. How we protect your data

We have taken technical and organisational measures to protect personal data against unauthorised access, alteration, loss or misuse:

• the website only communicates over an encrypted connection (HTTPS), and we send e-mails over an encrypted connection,
• the database and the mailbox are protected by unique access credentials and only authorised persons can access them,
• forms are protected by Google reCAPTCHA, input checks and a limit on the number of submissions; only images can be uploaded,
• everyone who works with the data is bound by confidentiality.

9. Your rights

In connection with the processing of your personal data you have these rights:

• right of access – you can ask us whether and what data about you we process and get a copy,
• right to rectification of inaccurate or incomplete data,
• right to erasure (“right to be forgotten”) if the data is no longer needed, you withdraw consent or you raise a justified objection; data we must keep by law (e.g. accounting records) will be deleted when the legal period expires,
• right to restriction of processing, for example if you contest the accuracy of the data, for the time needed to verify it,
• right to data portability for data you gave us in connection with an application or reservation or on the basis of consent, in a machine-readable format,
• right to object to processing based on our legitimate interest, including invitations and the publication of photos,
• right to withdraw consent – at any time and as easily as you gave it; this does not affect the lawfulness of processing before the withdrawal,
• right to lodge a complaint with the supervisory authority, the Office for Personal Data Protection (Úřad pro ochranu osobních údajů), Pplk. Sochora 27, 170 00 Prague 7, Czech Republic, www.uoou.gov.cz, or with the supervisory authority in your EU country of residence.

Send your request by e-mail or by post to the contacts below. We will handle it without undue delay and within one month at the latest. To make sure we do not give your data to someone else, we may ask you to verify your identity.

10. Contact

If you have questions about the processing of your personal data, please contact us in writing or by e-mail:

OLArt21, z. s.
Anna Mihulková, Foerstrova 1047/49, 779 00 Olomouc, Czech Republic
festival@svatkypisniolomouc.cz

Final provisions

This policy is effective from 12 October 2026. If the way we process personal data changes, we will update the policy and publish the new version on the website www.svatkypisniolomouc.cz with its effective date. The current version is available at www.svatkypisniolomouc.cz/en/privacy-policy.html.