Privacy Policy

Privacy Policy

Last updated: 29 August 2026

This Privacy Policy explains how we collect, use, store and protect your personal data when you visit mamboflow.pl, register for Mambo Flow events, contact us or subscribe to receive updates.

We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable Polish data protection laws.

1. Data Controller

The controller of your personal data is:

MAMBO FLOW
Email: mamboflow.info@gmail.com

Hereinafter referred to as “Mambo Flow”, “we”, “us” or “our”.

You may contact us using the email address above regarding this Privacy Policy or the processing of your personal data.

2. Personal Data We Collect

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

Event registration data

When you register for an event, we may collect:

• first and last name;
• gender;
• country or place of residence;
• dance level;
• email address;
• telephone number;
• WhatsApp number;
• links or usernames associated with your Facebook or Instagram account;
• the name of your dance partner;
• information provided voluntarily in the registration form;
• registration status, participation details and communication history.

Please do not provide sensitive personal data in the registration form unless we specifically ask you to do so and explain why it is required.

Communication data

When you contact us, we may process:

• your name and contact details;
• the content of your message;
• any information you voluntarily provide;
• our correspondence and communication history.

Payment and accounting data

If your registration is accepted and you purchase participation in an event, we may process:

• payment status;
• payment amount and currency;
• transaction reference;
• billing information;
• information required to issue an invoice or comply with accounting and tax obligations.

We do not normally receive or store your full payment card details. Such information is processed directly by the relevant bank or payment provider.

Marketing data

If you separately consent to receive news and marketing communications, we may process:

• your name;
• email address;
• telephone or WhatsApp number, depending on the channel selected;
• information about your consent;
• communication preferences;
• information about whether messages were delivered, opened or interacted with, where such functionality is used.

Website and technical data

When you visit our website, we may automatically collect:

• IP address;
• browser and device type;
• operating system;
• visited pages;
• referral source;
• approximate location derived from your IP address;
• date and time of access;
• cookie identifiers and similar technical information;
• information recorded in server and security logs.

Non-essential analytics or marketing data is collected only where required consent has been obtained.

3. Why and on What Legal Basis We Process Your Data

We process personal data for the following purposes:

Processing event registrations

We use your registration data to:

• receive and evaluate your application;
• manage the balance of participants and dance partners;
• confirm or decline participation;
• place you on a waiting list where applicable;
• communicate payment instructions and organisational information;
• manage your participation in the event.

The legal basis is taking steps at your request before entering into a contract and performing the contract, under Article 6(1)(b) GDPR.

Submitting the registration form does not automatically guarantee participation or constitute a completed ticket purchase. Participation is confirmed separately by the organisers.

Event administration and communication

We use your data to send important information about your registration, payment, schedule, venue, safety, programme changes or cancellation.

The legal basis is Article 6(1)(b) GDPR and, where appropriate, our legitimate interest in effectively organising and managing the event under Article 6(1)(f) GDPR.

These operational messages are not marketing communications and may be sent without a separate marketing subscription.

Payments, accounting and legal compliance

We process payment, invoicing and transaction data to:

• accept and verify payments;
• issue invoices or other accounting documents;
• fulfil tax and accounting obligations;
• handle refunds, complaints and legal claims.

The legal basis is performance of a contract under Article 6(1)(b) GDPR, compliance with legal obligations under Article 6(1)(c) GDPR and our legitimate interest in establishing, exercising or defending legal claims under Article 6(1)(f) GDPR.

Responding to enquiries

We process personal data to answer questions and communicate with people who contact us.

The legal basis is taking steps at your request before entering into a contract under Article 6(1)(b) GDPR or our legitimate interest in handling correspondence under Article 6(1)(f) GDPR.

Marketing communications

If you give separate consent, we may send you information about future Mambo Flow events, tickets, workshops, artists, offers and related activities.

The legal basis for processing your personal data is your consent under Article 6(1)(a) GDPR.

Where required by applicable electronic communications law, your consent also constitutes permission to send marketing communications through the selected electronic channel.

You may withdraw your consent at any time without affecting the lawfulness of processing carried out before its withdrawal. You can unsubscribe by using the link included in a message, replying to us or contacting us at [EMAIL ADDRESS].

Registration for an event is not conditional on consenting to marketing.

Website operation, security and fraud prevention

We process technical information to:

• operate and maintain the website;
• detect errors and technical problems;
• prevent spam, abuse, fraud and unauthorised access;
• protect the website and its users.

The legal basis is our legitimate interest in maintaining a secure and functional website under Article 6(1)(f) GDPR.

Website analytics

If analytics tools such as Google Analytics are enabled, we may use cookies and similar technologies to understand how visitors use the website and improve its content and performance.

Where required, this processing is based on your consent under Article 6(1)(a) GDPR. You may withdraw or change your consent through the cookie settings available on the website.

4. Is Providing Personal Data Mandatory?

Providing the information marked as required in the registration form is necessary for us to process your registration and organise your participation.

If you do not provide the required information, we may be unable to process or confirm your registration.

Providing data for marketing purposes is voluntary and is not required to register for or participate in an event.

5. Information About Your Dance Partner

If you provide the name or contact details of another person, such as your dance partner, you confirm that:

• the information is accurate;
• you are authorised to provide it to us;
• you have informed that person that their data will be shared with Mambo Flow for registration and event administration purposes.

Where both partners are required to register, each person must submit their own registration form.

6. Who May Receive Your Data?

We may share personal data only where necessary with trusted service providers supporting our activities, including:

• website hosting and technical maintenance providers;
• email and communication service providers;
• registration form and database providers;
• Google services, such as Google Workspace, Gmail, Google Sheets or Google Analytics, where used;
• Telegram, WhatsApp or other communication providers, where used;
• payment service providers and banks;
• accounting, legal and tax advisers;
• event venues and operational partners, where necessary to organise the event;
• public authorities where disclosure is required by law.

These recipients process data either on our instructions as processors or as independent controllers under their own legal responsibilities.

We do not sell or rent your personal data.

7. International Data Transfers

Some service providers may process personal data outside the European Economic Area, including in the United States.

Where personal data is transferred outside the EEA, we use legally recognised safeguards where required, such as:

• an adequacy decision adopted by the European Commission;
• the EU–US Data Privacy Framework, where applicable;
• Standard Contractual Clauses approved by the European Commission;
• additional contractual, organisational or technical safeguards.

You may contact us for more information about the safeguards applicable to a particular transfer.

8. How Long We Keep Your Data

We keep personal data only for as long as necessary for the purpose for which it was collected.

In particular:

• unsuccessful, cancelled or unconfirmed registrations are normally retained for up to 12 months after the event;
• participant and event administration data is normally retained for up to 3 years after the event, unless a longer period is required for legal claims;
• accounting and tax documents are retained for the period required by applicable Polish law;
• correspondence is retained for as long as needed to handle the relevant matter and, where necessary, to establish or defend legal claims;
• marketing data is retained until you withdraw your consent or we determine that the data is no longer needed;
• consent records may be retained after withdrawal where necessary to demonstrate compliance with legal obligations;
• technical and security logs are normally retained for up to 12 months, unless a longer period is necessary to investigate a security incident.

Applicable retention periods may be extended where required by law or where data is necessary for the establishment, exercise or defence of legal claims.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies.

Necessary cookies

Necessary cookies support basic website functions, security, registration forms, cookie preferences and session management. They do not require consent where they are strictly necessary to provide the service requested by the user.

Analytics and marketing cookies

Analytics or marketing cookies are used only after obtaining your consent where required by law.

If Google Analytics or another analytics service is enabled, information about your use of the website may be processed to produce aggregated statistics and improve the website.

You can accept, reject or manage non-essential cookies through the cookie consent tool displayed on the website. You can also delete cookies or block them in your browser settings. Blocking necessary cookies may affect certain website functions.

Detailed and current information about cookies, their providers, purposes and storage periods should be available through the website’s cookie settings.

10. Social Media and External Links

Our website may contain links to Instagram, Facebook, WhatsApp, Google Maps or other third-party websites and services.

When you follow an external link or interact with a third-party service, that provider may process your data under its own privacy policy. We do not control the privacy practices of external websites and encourage you to review their policies.

Simply displaying an external link does not mean that we receive personal data from that provider.

11. Photographs and Video Recordings at Events

Photographs and video recordings may be taken during Mambo Flow events for documentation, reporting and promotion of the event and future editions.

General photographs or recordings showing the event, audience or public atmosphere may be created and published where permitted by applicable law and based on our legitimate interest in documenting and promoting the event under Article 6(1)(f) GDPR.

Where a person is the principal subject of promotional material and no other legal basis applies, we will request the appropriate permission.

If you have a particular privacy concern regarding photography or recording, please contact the organisers before the event or speak to a member of the organising team at the venue.

12. Your Rights

Subject to the conditions provided by the GDPR, you have the right to:

• access your personal data and receive a copy;
• correct inaccurate or incomplete data;
• request deletion of your data;
• request restriction of processing;
• receive certain data in a structured, commonly used and machine-readable format;
• object to processing based on our legitimate interests;
• withdraw your consent at any time;
• lodge a complaint with a supervisory authority.

Where processing is based on legitimate interests, you may object at any time for reasons related to your particular situation.

You may object to direct marketing at any time. Once you object, we will no longer process your personal data for that purpose.

To exercise your rights, contact us at mamboflow.info@gmail.com. We may need to verify your identity before completing your request.

You also have the right to lodge a complaint with the Polish supervisory authority:

President of the Personal Data Protection Office
Urząd Ochrony Danych Osobowych
ul. Stanisława Moniuszki 1A
00-014 Warsaw, Poland
Website: https://uodo.gov.pl/

13. Automated Decision-Making

We do not make decisions that produce legal or similarly significant effects solely through automated processing.

Event applications may be reviewed using criteria such as capacity, role balance, dance level, couple registration status or payment status, but final organisational decisions are made or supervised by the organisers.

14. Data Security

We use reasonable technical and organisational measures designed to protect personal data against unauthorised access, disclosure, alteration, loss or destruction.

However, no website, electronic transmission or storage system can be guaranteed to be completely secure.

15. Children’s Privacy

Our events and website are not intended for children under the age of 18, unless a particular event expressly permits participation by minors and appropriate consent from a parent or legal guardian has been obtained.

If you believe that a child has provided personal data without the required permission, please contact us.

16. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, website functionality, service providers or legal requirements.

The current version will always be published on this page together with the date of the latest update. Where changes materially affect the processing of registered participants’ data, we may also notify them directly.

17. Contact

If you have questions about this Privacy Policy or the processing of your personal data, please contact:

MAMBO FLOW
Email: mamboflow.info@gmail.com