Privacy Policy

This is an English translation provided for convenience. In case of any discrepancy the Czech version prevails.

Valid and effective from 23 October 2026

1. Who We Are

We are JIC, zájmové sdružení právnických osob (an interest association of legal entities), Company ID (IČO): 711 80 478, with its registered office at Purkyňova 649/127, Medlánky, 612 00 Brno, registered in the Register of Associations kept by the Regional Court in Brno, Section L, File 19606 (“JIC” or “we”). We operate the Gamebaze game hub and the gamebaze.cz website, and we are the controller of your personal data that we process in connection with the website and with your participation in Gamebaze events and programmes.

Here you will find out what personal data about you we process, what we need it for, what entitles us to process it and how long we keep it. You will also find out who may have access to it and what rights you have. You can contact us about anything by e-mail at hello@kumstbrno.cz.

Gamebaze is based in the KUMST creative hub (Údolní 495/19, Brno), which is also operated by JIC. Processing related to your presence in the KUMST building (building access, CCTV system) is described in the KUMST personal data processing policy.

2. What Data About You We May Process

The specific scope depends on how and why we obtained the data from you. It covers the following categories:

identification data – first name, surname, and your Company ID (IČO), if applicable;
contact data – e-mail, phone;
studio or company data – name of the studio or company, team name;
billing data – name, registered office, Company ID (IČO), Tax ID (DIČ), billing address;
application and contract data – name and date of the event or programme, date of the application, price, status of the application, cancellation;
payment data – payment identifier, amount, payment method and status; we do not process payment card numbers, you enter them directly into the Comgate payment gateway;
data about your project and work – answers from the questionnaire for the _course programme (project status, plans, needs, links to previous games);
technical data – IP address, the page from which you submitted the form, campaign parameters of the link (UTM), data on your use of the website from analytics tools;
photographs and recordings – photos and videos taken at Gamebaze events.

3. When and How We Process Your Data

Visiting the Website and Cookies

The website stores only what is necessary in your browser: your choice in the cookie bar and your draft answers in the _course questionnaire (these are deleted after submission). We use Google Analytics analytics cookies only with your consent. Without your consent, Google Analytics in Consent Mode may only receive anonymous signals without cookies. The website does not currently use marketing cookies. You can change your consent at any time via the “Cookie settings” link in the website footer or in your browser settings.

Purpose: Operation of the website and its forms (essential storage)
Data: Technical data, your cookie choice, draft questionnaire
Legal basis: Legitimate interest in the operation of the website
Retention period: Until you delete the data in your browser; the draft questionnaire until it is submitted

Purpose: Traffic statistics, so that we know what works on the website (analytics cookies)
Data: Technical data, website usage data
Legal basis: Consent
Retention period: Until consent is withdrawn; in Google Analytics, no longer than 14 months

Purpose: Protecting the website against misuse (limiting the number of submitted forms, server operation logs)
Data: IP address, technical data
Legal basis: Legitimate interest in the security of the website
Retention period: For the period strictly necessary to ensure security

Registering for an Event

You register for Gamebaze events using the form on the event's detail page. The application is stored in the website's system and passed on to JIC's CRM system, from which you receive a confirmation e-mail with a cancellation link. For a paid event, the website redirects you to the Comgate payment gateway.

Purpose: Handling the application, securing your participation in the event, cancellation and related communication
Data: Identification and contact data, studio or company data, application and contract data, technical data (source page, UTM), and for a paid event also payment and billing data
Legal basis: Necessity for the performance of a contract
Retention period: Up to 1 month after the end of the event; for other purposes (in particular to comply with legal obligations and to protect our rights) we may keep the data longer

Purpose: Compliance with legal obligations for paid events and programmes (accounting, taxes, audits of the management of public funds)
Data: Identification and billing data, contract and payment data
Legal basis: Necessity for compliance with legal obligations
Retention period: For the period laid down by the relevant laws

You provide the data in the application voluntarily, but without your first name, surname and e-mail we cannot process the application. Registering for an event does not in itself subscribe you to the newsletter.

Payments

Payments for paid events and programmes are processed by the payment gateway of Comgate, a.s., Company ID (IČO): 279 24 505, with its registered office at Gočárova třída 1754/48b, 500 02 Hradec Králové. You enter your payment card details directly on the Comgate page and we have no access to them. From Comgate, we only receive information about the result of the payment (identifier, amount, status). Comgate also processes your data as an independent controller under its own privacy policy.

The Questionnaire and Participation in the _course Programme

Before applying for the _course programme, you fill in a questionnaire so that we can get to know you, your team and your project. If we accept you into the programme, we will send you a confirmation of participation with payment instructions.

Purpose: Assessing the application for the programme and communication before the contract is concluded
Data: Identification and contact data, team data, data about your project and work
Legal basis: Necessity for taking steps prior to entering into a contract at your request
Retention period: Up to 3 years from submission of the questionnaire

Purpose: Participation in the programme, organising sessions and related communication (by e-mail and on the Gamebaze Discord)
Data: Identification and contact data, team and project data, contract and payment data
Legal basis: Necessity for the performance of a contract
Retention period: Up to 1 month after the end of the programme; for other purposes (in particular to comply with legal obligations) we may keep the data longer

If you apply on behalf of a team, inform the other team members that you are passing their data on to us, and tell them about this policy.

Other Programmes (_cowork, _incubator, _flash)

Applications for the _cowork and _incubator programmes are made via Google Forms, and bookings of _flash consultations via the Microsoft Bookings booking system or by e-mail. We process the data from them in the same way as for the _course questionnaire: to assess your interest and before the contract is concluded (up to 3 years from submission), and after the contract is concluded, to perform it.

You subscribe to the Gamebaze newsletter by entering your e-mail and giving your consent in the form on the website.

Purpose: Sending news about Gamebaze and JIC events and programmes
Data: E-mail, technical data (source page, UTM)
Legal basis: Consent to the processing of personal data and to receiving commercial communications
Retention period: Until consent is withdrawn

You can withdraw your consent at any time via the link in every e-mail sent or by a message to hello@kumstbrno.cz.

Photos and Videos from Events

At Gamebaze events, we take photos and videos for the documentation and promotion of Gamebaze and JIC (website, social networks, annual reports). We inform you about the recording in the event details or on site.

Purpose: Documentation and promotion of events
Data: Photographs and audiovisual recordings
Legal basis: Legitimate interest in documenting and promoting our activities
Retention period: For as long as the recordings are used for documentation and promotion

If you do not wish to be recorded, let the photographer or the organiser know, or write to us later and we will remove the recording featuring you from public channels.

Questions and Communication

Purpose: Answering your question (by e-mail, on Discord or on social networks)
Data: Contact data and the content of the communication
Legal basis: Legitimate interest in answering the question
Retention period: Up to 1 year from the last communication on the question

Protecting Our Rights

Purpose: Protecting our rights and interests, in particular when resolving contractual disputes
Data: Information obtained in the course of our cooperation with you
Legal basis: Legitimate interest in protecting our rights
Retention period: For the duration of the limitation periods, as a rule up to 10 years from the end of our cooperation, and in the event of a dispute up to 10 years from its conclusion

4. Who May Have Access to Your Data

Depending on the circumstances, your data may be processed by our suppliers and other persons. Suppliers may change over time; you can request the current list at any time. These are in particular:

providers of hosting and operation of the website and its database (Railway);
providers of JIC's CRM system and cloud services (Microsoft – Dynamics 365, Azure);
providers of analytics tools and forms (Google – Google Analytics, Google Forms);
the operator of the payment gateway (Comgate, a.s.) and banks;
the operator of the Discord community platform, if you join the Gamebaze community;
persons who handle the sending of e-mails and the newsletter;
mentors, speakers and co-organisers of events and programmes with whom we run the events (only to the extent necessary for their participation);
external accountants, auditors and legal and tax advisers bound by a duty of confidentiality;
JIC's founders, who may audit its activities, and public authorities to which we are required to disclose data (e.g. audits of the use of public funds, the tax office).

Some suppliers (e.g. Google, Microsoft, Railway, Discord) may also process data outside the European Union. In such a case, the transfer is secured by appropriate safeguards, in particular a European Commission adequacy decision (EU-US Data Privacy Framework) or standard contractual clauses.

We do not carry out any automated decision-making that would have legal effects for you.

5. What Rights You Have and How to Exercise Them

You can exercise your rights in any way, most quickly by e-mail to hello@kumstbrno.cz. It just has to be possible to verify that the request really comes from you. We will respond without undue delay, no later than within 1 month.

Withdrawal of consent – you can withdraw your consent (newsletter, analytics cookies) at any time; this does not affect the processing carried out before the withdrawal.
Access – you have the right to know what data about you we process, for what purpose, for how long and to whom we disclose it, and to obtain a copy of it. The first copy is free of charge.
Rectification – if your data is inaccurate or incomplete, we will correct or complete it.
Erasure – we will delete the data if we no longer need it, if we process it unlawfully, if you withdraw your consent or if you raise a justified objection. If the law requires us to keep it, we cannot delete it and we will tell you why.
Restriction of processing – while the accuracy of the data is being verified or an objection is being assessed, or if you wish us only to keep the data instead of erasing it.
Objection – to processing based on legitimate interest (e.g. photos from events, statistics, protection of rights) and to direct marketing. If the objection is justified, we will stop the processing.
Portability – we will provide data processed by automated means on the basis of consent or a contract to you in a machine-readable format, or to another controller.
Complaint – if you believe that we are violating your rights, you can lodge a complaint with the Office for Personal Data Protection (www.uoou.gov.cz).

Related document: Gamebaze Terms and Conditions.