General Provisions

1. Organizer and Name of the Competition:
   These rules and regulations (hereinafter: the “Regulations”) define the terms and conditions of participation in the in-person competition titled “!FEST Roast Masters Championship” (hereinafter: the “Competition”).
   The organizer of the Competition is !FEST Coffee Mission sp. z o.o., based in Kraków, ul. Lubicz 27/40, 31-503 Kraków, registered in the National Court Register under number KRS 0000871049, tax identification number NIP 5252844906, statistical number REGON 387671467 (hereinafter: the “Organizer”).
2. Place and Duration of the Competition:
   The Competition will take place on 21–22 November 2025 at the headquarters of HAYB Coffee Roasters in Warsaw, located at the roastery of HAYB Coffee Roasters in Warsaw, at Lodygowa 38.
   The Competition is held in person. All stages of the contest take place live and in real time during the event.
3. Nature of the Competition:
   The Competition is a promotional and educational initiative, based on a contest of skills in coffee roasting and preparation, followed by a sensory evaluation of freshly roasted coffee.
   The Organizer declares that the Competition is not a game of chance, raffle, betting, or promotional lottery whose outcome depends on chance, within the meaning of the Act of 19 November 2009 on Gambling.
   The results of the Competition depend solely on the actual skills of the Participants and the evaluation of their performance by the jury, not on chance.
   The Competition is organized by the Organizer as a public promise within the meaning of Articles 919–921 of the Polish Civil Code.
4. Acceptance of the Regulations:
   Participation in the Competition requires acceptance of these Regulations.
   The Regulations are available on the Organizer’s website and at its registered office.
   By entering the Competition (through registration and payment of the entry fee), the Participant confirms that they have read the Regulations and agree to comply with them.
5. Organizer’s Contact Details:
   Any questions or comments regarding the Competition may be addressed to the Organizer by email at julia@festcoffeemission.com or in writing to the Organizer’s registered office.

Conditions of Participation

6. Participants:
   A Participant (hereinafter: the “Participant”) may only be a natural person of legal age (at least 18 years old on the starting date of the Competition) who has full legal capacity and is professionally engaged in coffee roasting (i.e., has experience in professional coffee roasting — for example, employed as a roaster or operating their own coffee roasting business).
   The Competition is intended for professional coffee roasters wishing to test their skills in competition with other industry professionals.
7. A company may also participate by delegating a specific individual to represent it in the Competition. In such a case, the Participant (including any entitlement to prizes) is the company itself, which is responsible for ensuring that its representative meets the eligibility criteria applicable to individual participants (particularly in terms of age, skills, and health condition) and has consented to the appropriate processing of personal data.

Registration and Entry Fee

8. Eligibility Requirements:
   To be admitted to the Competition, candidates must meet all of the following conditions:
9. Online Registration:
   Participants must correctly complete the online registration form provided by the Organizer (e.g., on the Competition’s official website) and submit it within the deadline indicated by the Organizer.
   The registration form requires Participants to provide, among other details, their full name, contact information (email address and phone number), and professional background (e.g., the name of the roastery or company where the Participant works or which they operate).
   Applications will be accepted until all available spots are filled (as specified below) or until the registration deadline.
10. Acceptance of the Regulations and Required Consents:
    During registration, the Participant must confirm that they have read and accepted these Regulations and agree to their terms.
    Additionally, the Participant must provide all required consents, including consent to the processing of personal data for the purpose of organizing the Competition, and consent to the use of their image (details regarding personal data and image rights are set out in later sections of the Regulations).
    Providing these consents and accepting the Regulations is voluntary; however, failure to do so may result in the inability to participate in the Competition.
11. Registration Fee (Entry Fee):
    Participants must pay a registration fee of EUR 100 (one hundred euros) to the bank account designated by the Organizer.
    Payment details (such as the bank account number and payment reference) will be provided to the Participant after submitting the registration form (e.g., in a confirmation email).
    The fee must be paid within a strictly specified number of days from registration (5 calendar days).
    Failure to ensure the payment is received within this period may result in the application being excluded from qualification.

Health Condition:
By submitting their registration, the Participant declares that their health condition allows them to take part in the event (including performing roasting tasks under competition conditions).
The Organizer does not require medical certificates but expects that all Participants are in good health and fully capable of safely carrying out the competition activities.

12. Participant Limit:
    The number of Participants is limited to 21 persons.
    Qualification for participation is determined by the order of valid registrations confirmed by payment of the entry fee.
    This means that the first 21 individuals who complete registration and pay the fee will obtain the status of qualified Participants.
13. If the number of applications exceeds the available 21 spots, the Organizer may create a waiting list.
    Individuals on the waiting list may be admitted if a qualified Participant withdraws or if a place becomes available for other reasons.
    Admission from the waiting list will be based on the order of submission.
14. The Organizer will notify qualified Participants (and, if applicable, those on the waiting list with their respective positions) by email sent to the address provided during registration.
    In the event a person is not qualified due to lack of available spots, the registration fee will be refunded within 14 days from the closing date of registration, or earlier if the individual withdraws before the Competition.

Nature of the Entry Fee

15. The entry fee of EUR 100 constitutes a participation fee for taking part in the Competition.
16. This fee covers, among other things, organizational costs (competition materials, coffee for roasting, access to equipment, etc.) and is non-refundable in the event of a Participant’s withdrawal or absence from the Competition.
17. An exception applies if the Competition is canceled by the Organizer or if the date is changed. In such cases, the Organizer will refund 100% of the entry fee to all Participants (or to those who cannot attend on the new date) within 14 days from the announcement of the cancellation or date change.
18. Refunds will be made to the bank accounts used for payment, or to other accounts indicated by Participants if refunds cannot be processed to the original ones.

Exclusion from Participation

19. The following individuals may not participate in the Competition:
20. Employees and members of the governing bodies of the Organizer;
21. Persons engaged with the Organizer under a contract of mandate, cooperation agreement, or other similar legal relationship (i.e., permanent collaborators involved in the Organizer’s activities);
22. Persons directly involved in organizing or preparing the Competition (e.g., event staff, judges, creators of competition tasks, etc.);
23. Persons closely related to any of the above (i.e., immediate family members such as ascendants, descendants, siblings, spouses, parents of spouses, or persons in an adoptive relationship with an employee or collaborator of the Organizer).
24. If it is determined that a person registered for the Competition falls within any of the above categories, the Organizer reserves the right to refuse their participation or, if the fact is discovered during the event, to disqualify the Participant and exclude them from further competition.

Withdrawal from the Competition

25. A Participant has the right to withdraw from the Competition at any stage; however, such withdrawal must be communicated to the Organizer promptly, either in writing or via email.
26. Withdrawal does not entitle the Participant to a refund of the entry fee (except in cases of cancellation or date change by the Organizer, as specified above).
27. If a Participant withdraws before the start of the Competition, the Organizer may admit a person from the waiting list to take their place.

Participation Costs

28. Participants are responsible for covering all personal expenses related to attending the Competition, including travel, accommodation, and meals during the event.
29. The Organizer does not cover these costs and does not provide Participants with lodging or transportation.

Safety and Liability

30. Participants are required to follow all safety instructions issued by the Organizer at the Competition venue (e.g., health and safety rules regarding the operation of roasting equipment and conduct within the roastery).
31. Each Participant bears full responsibility for their own actions during the Competition.
32. The Organizer shall not be held liable for any injuries or damages resulting from a Participant’s failure to comply with safety guidelines or the venue’s regulations.
33. Participants are strongly encouraged to hold their own accident insurance (NNW) covering their participation in the event.

2. Course of the Competition
3. General Schedule of the Event:
4. The Competition will take place over two days — 21 and 22 November 2025, according to the schedule established by the Organizer.
5. On the first day (21 November), the elimination round will be held (if the number of Participants requires a preliminary selection for the finals) or part of the competition tasks will take place.
6. On the second day (22 November), the final round, announcement of results, and the award ceremony will be held.
7. A detailed timetable — including starting hours, breaks, announcement of results, and other logistical details — will be provided to Participants before the event (e.g., via email) and announced at the beginning of the Competition.

Participant Attendance:

8. Participants are required to arrive punctually at the Competition venue — at least 30 minutes before the scheduled start of the first round each day (or according to instructions provided by the Organizer prior to the event).
9. At the beginning of the first day, there will be on-site registration and a technical briefing, during which the Organizer will share important organizational and safety information.
10. Failure to be present at the scheduled start time or arriving more than 15 minutes late may result in disqualification and exclusion from further participation. In such cases, the Participant forfeits both the right to compete and the entry fee.
11. The Organizer will decide whether to admit a late Participant, taking into account the course of the competition and the principles of fair play toward other Participants.

Competition Task and Equipment:

12. The Competition consists of performing tasks related to professional coffee roasting.
13. The Organizer will provide all necessary equipment and materials on site, including:

Roasting Equipment:

14. Each Participant will have access to a professional coffee roaster. All machines will be identical or equivalent to ensure consistent and comparable conditions for every Participant.

Green Coffee Beans:

15. The Organizer will supply a batch of unroasted green coffee beans for all Participants — the same coffee variety, same quantity, and from the same lot — which will serve as the competition material.
16. Workstation:
17. Each Participant will be assigned a designated workstation equipped with a roaster and all necessary tools (e.g., containers, stirrers, cooling system, etc.).
18. Whenever possible, all Participants will perform their tasks simultaneously; however, if the number of available machines is smaller than the number of Participants, the competition will be held in scheduled rounds.

Time Limit for the Task:

19. The Organizer will set a time limit for completing the coffee roasting process (including preparation and roasting of the assigned batch).
20. This time limit will be identical for all Participants and will be announced prior to the start of the competition.
    1. Course of the Competition Task
    2. Task Description
    3. Participants are required to roast coffee beans according to their own concept or profile, aiming to achieve the best possible sensory outcome (flavour and aroma) while following the Organizer’s guidelines (e.g. target roast level or specific roasting style such as light specialty roast, if such parameters are provided).
    4. Before the start of the Competition, participants may receive general information about the coffee (e.g. country of origin, processing method) to help them develop their roasting strategy.
    5. However, the roasting process itself must be carried out independently by the Participant during the Competition — without assistance from third parties and without the use of electronic devices that could provide additional information (e.g. mobile phones, tablets, or computers with internet access), as well as without the use of notes, manuals, charts, or similar aids.
    6. Evaluation of the Competition Task and Jury
    7. After all Participants have completed their roasting, a sensory evaluation of the roasted coffees will take place.
    8. The evaluation will be conducted by a competition jury appointed by the Organizer.

Evaluation Procedure

9. From final(chosen by participant) batch, samples will be prepared for cupping (tasting).
10. The evaluation will follow the cupping method — a professional coffee tasting procedure conducted according to industry standards (SCA protocol).
11. Each sample will be tasted anonymously — the jury will not know which Participant roasted which sample during evaluation. Each coffee will be identified only by a code or number, ensuring full impartiality.
12. Evaluation Criteria
13. The jury will assess each coffee according to predetermined criteria, which may include but not limited to:
14. flavour profile (balance, clarity, complexity, and presence of defects),
15. aroma,
16. body,
17. acidity,
18. sweetness,
19. overall impression, and
20. alignment with the intended roast profile (if specified by the Organizer).
21. Each judge will award points based on a scoring scale established by the competition jury prior to the event.

Selection of Winners

22. After the cupping session, the jury members will compare scores and deliberate to establish the final ranking.
23. The winners of the Competition will be the Participants whose coffees receive the highest sensory scores.
24. Three prizes will be awarded:

1st Place – Competition Winner

2nd Place

3rd Place

25. In the event of a tie (for example, two Participants receiving identical top scores), the jury may hold additional discussions or conduct a comparative evaluation (e.g. a re-cupping of the tied samples) to determine the final ranking.
26. Alternatively, the jury may decide to award a shared placement (ex aequo), in which case the Organizer will determine how the prize is distributed — for instance, by awarding an additional prize to a co-winner or dividing a material prize if feasible.
27. The method of resolving a tie is at the Organizer’s discretion, following consultation with the jury.

Jury Decisions

28. The decisions of the competition jury regarding the evaluation of coffees and the selection of winners are final and binding.
29. Participants acknowledge that the Competition is based on subjective sensory assessment by experts, and therefore no appeal or reconsideration procedure applies.
30. By registering for the Competition, each Participant accepts this condition.
31. Announcement of Results and Award Ceremony
32. The official announcement of results will take place on November 22, 2025 (the second day of the event), following the completion of all evaluations.
33. The Organizer will publicly announce the names of the winners (1st, 2nd, and 3rd place) during the closing ceremony.
34. The Organizer reserves the right to publish the winners’ names on its website and social media channels.
35. Participants’ presence at the award ceremony is encouraged; winners are expected to attend in order to receive their prizes and take part in possible media materials (e.g. photos, interviews).
36. In case a winner is absent, the Organizer will contact them by email or phone to arrange prize collection.
37. Absence does not forfeit the right to the prize, provided the Participant meets all requirements of these Regulations.
38. The list of winners may also be published on the Organizer’s website and social media platforms.

Disqualification and Exclusion from the Competition

39. The Organizer, in consultation with the competition jury, has the right to disqualify and exclude a Participant from the Competition in the following cases:
40. Violation of the Regulations or Fair Play Principles
41. If a Participant breaches these Regulations, attempts cheating or sabotage, uses unauthorized third-party assistance or technical aids during competition tasks, or behaves in a manner contrary to the spirit of fair and professional competition.

Violation of Safety Rules

42. If a Participant acts in a way that endangers themselves or others, fails to follow

safety or equipment-handling instructions, or ignores the Organizer’s health and safety (HSE) requirements — potentially causing accidents or equipment damage.

Disqualification and Withdrawal

1. Poor psychophysical condition:
2. If a Participant is under the influence of alcohol or intoxicating substances, or if their condition raises concerns regarding safe and fair participation in the Competition.

3. Withdrawal or absence:
4. If a Participant withdraws during the Competition or leaves the competition area without the Organizer’s consent, this will be treated as withdrawal from the Competition.
5. In the event of disqualification, any claims by the Participant related to participation in the Competition (including reimbursement of the entry fee) are forfeited.
6. If the disqualification occurs after the Competition has ended (for example, following the discovery of a rule violation), the Organizer reserves the right to annul the Participant’s result and adjust the final ranking accordingly (e.g. moving other Participants up in placement).

7. Change of Date or Cancellation of the Competition

8. The Organizer reserves the right to change the date or venue of the Competition or to cancel the event altogether in the event of circumstances beyond its control that prevent or significantly hinder the event from being held as planned (for example, extraordinary situations such as natural disasters, epidemic threats, or technical failures at the venue).

9. In the event of a change of date or venue:
10. The Organizer will promptly notify Participants of the new arrangements by sending information to their registered email addresses and posting an announcement on the official website.
11. A Participant who cannot attend on the new date may withdraw by notifying the Organizer within 7 days of receiving the notice of change.
12. In such a case, the Organizer will refund the full entry fee within 14 days of receiving the withdrawal notice.
13. In the event of cancellation:
14. The Organizer will immediately inform Participants of the cancellation via email and a public announcement (using the same communication channels as those used to announce the Competition and its Regulations).
15. All entry fees paid by Participants will be refunded in full within 14 days of the announcement.
16. Cancellation of the Competition means that the Organizer bears no responsibility for any additional costs incurred by Participants (such as hotel bookings or travel tickets).
17. Participants are therefore advised to consider the possibility of cancellation when making travel arrangements (e.g. by choosing refundable or flexible ticket options).

18. Additional Information
19. All essential organizational details regarding the course of the Competition (e.g. start order, detailed task description, jury composition, schedule of stages, etc.) will be provided to Participants before the start of the event, either through the Organizer’s website or by email.
20. The Organizer will make every effort to ensure that the rules and procedures are clear and communicated in advance.
21. During the event, any updates or announcements will be made by representatives of the Organizer (such as the event host or members of the jury).
22. Prizes

Prize Pool

22. The Competition provides for three material prizes for the winners who achieve first, second, and third place, respectively.
23. The prizes are funded by the Organizer (or by partners designated by the Organizer, if applicable).
24. The following prizes will be awarded:
25. 1st Place (Competition Winner):
26. A professional ROEST L200 Plus coffee roasting machine — a modern, high-end device recognized globally among coffee roasteries.
27. This is the main prize of the Competition, representing advanced roasting technology of international renown.
28. Prize value: To be consulted with organizer
29. 2nd Place:
30. A DiFluid Omni Roast Color Analyzer – a specialized instrument for measuring roast degree and particle size distribution.
31. This prize allows precise monitoring of roast profiles and is an essential tool for maintaining quality control in the coffee roasting process.
32. Prize value: To be consulted with organizer
33. 3rd Place:
34. A Draminski Moisture & Density Set – a professional device used to measure the moisture content and density (specific weight) of coffee beans.
35. This equipment is designed for assessing green coffee quality and monitoring storage conditions, making it valuable for daily roastery operations.
36. Prize value: To be consulted with organizer
37. Prize Collection and Recognition
38. Awards will be presented immediately after the announcement of the Competition results, during the official closing ceremony on November 22, 2025.
39. Winners of the first, second, and third places will be invited to the stage or podium, where the Organizer or a representative of the sponsor will present them with certificates confirming their achievement.
40. The collection of a material prize may require the winner to complete certain formalities, including:
41. signing a receipt confirmation document,
42. providing additional data for tax purposes, and
43. paying the applicable income tax (as described in the Taxes section).
44. Completion of these formalities is a prerequisite for the transfer of ownership of the prize to the winner.
45. Ownership of the prize passes to the winner only upon fulfillment of these obligations and official handover by the Organizer.
46. Failure to complete the required formalities — in particular, failure to provide or pay the applicable tax prepayment (if required) within 30 days from the end of the Competition — results in forfeiture of the right to the prize.
47. The Organizer reserves the right to release the prize only after all legal and administrative requirements have been fulfilled.
48. Physical transfer of the prize will take place on the day of the award ceremony, provided that the above formalities (including any tax-related payments) have been duly completed, or at another date mutually agreed upon between the Organizer and the winner.

Liability for Prize Defects

49. The Organizer is responsible for delivering a prize that is in accordance with these Regulations and brand-new from the manufacturer.
50. If the prize is accompanied by manufacturer warranty documentation, the Organizer shall provide it to the winner.
51. Warranty liability (statutory warranty for defects) towards business entities is excluded.

Taxes on Prizes

52. All prizes are subject to taxation in accordance with applicable law.
53. Detailed provisions regarding tax obligations are set out in the Taxes section below.
54. Winners acknowledge that receiving a prize may give rise to a tax liability and agree to cooperate with the Organizer in fulfilling the necessary tax requirements (including providing data for tax purposes and paying any due income tax, if applicable).
55. Payment of the required tax, where applicable, is a condition for the issuance and transfer of ownership of the prize.

Publicity (Disclosure of Winners)

56. The name and surname (or artistic pseudonym, if provided during registration) of each prize winner may be made public — for example, via announcements on the Organizer’s official website or social media profiles.
57. By entering the Competition, the Participant acknowledges and agrees to such publication.
58. Other information (e.g. the name of the roastery represented by the winner) will be published only with the Participant’s explicit consent.
59. Participants have the right to withdraw their consent to the publication of personal data as winners by submitting a written withdrawal statement to the Organizer by email or postal mail.

60. Taxes
61. Tax Obligation
62. The prizes awarded in the Competition constitute winnings in a contest and, in accordance with applicable law, are subject to personal income tax (PIT) if the value of the prize exceeds the tax-exempt amount specified by statute.
63. Currently (pursuant to Article 21, paragraph 1, point 68 of the PIT Act), a single prize with a value of up to PLN 2,000 may be exempt from taxation, but only in competitions organized by mass media, or institutions promoting culture, science, or sport.
64. This Competition does not meet the conditions for this exemption, and the value of the prizes exceeds the tax-free threshold; therefore, each prize is subject to taxation in accordance with Article 30, paragraph 1, point 2 of the PIT Act.
65. In the case of participation by legal entities subject to corporate income tax (CIT), the prize may be subject to CIT according to the taxation rules applicable to the entrepreneur.
66. Tax Withholding Agent in the Case of Individuals – Organizer
67. The Organizer acts as the withholding agent for income tax in cases where the winner is a natural person.
68. The Organizer is obliged to calculate, collect, and remit the applicable flat-rate income tax at the rate in force on the date the tax obligation arises (as of the publication date of these Regulations, in accordance with Article 30, paragraph 1, point 2 of the PIT Act, this rate is 10% of the prize value, subject to any legislative changes that may occur during the Competition period).
69. The Organizer will withhold the due tax from the winner as the taxpayer.
70. The issuance, right to collect, and transfer of ownership of the prize are conditional upon the winner’s payment of the corresponding income tax amount.
71. Tax Withholding Agent in the Case of Entities Subject to CIT – Winner
72. If the winner is a legal entity subject to CIT, the winner acts as the taxpayer and withholding agent for the due tax on the value of the prize.
73. In such a case, upon receiving the prize, the winner shall submit a statement to the Organizer confirming that they are not subject to PIT and are taxed under CIT.
74. The Organizer will provide the winner with all necessary documentation detailing the prize’s value to enable proper fulfillment of tax obligations under CIT.

Taxpayer – Winner

75. The winner is the taxpayer responsible for any income tax obligations arising from the receipt of the prize.
76. Tax Settlement and Documentation
77. Where the Organizer acts as a withholding agent, it shall remit the collected tax to the relevant tax authority, fulfilling the tax obligation on behalf of the winners.
78. The Organizer will submit the appropriate tax declaration to the competent tax office in accordance with applicable regulations.
79. At the winner’s written or email request, the Organizer will provide confirmation of tax collection and remittance related to their prize.
80. Tax Settlement – Entities Liable for CIT
81. If the winner is an entity subject to CIT, that entity is independently responsible for its tax obligations.
82. In such cases, the release of the prize is not conditional upon payment of tax to the Organizer.
83. However, the Organizer has the right to request documentation confirming that the winner is subject to CIT rather than PIT.
84. The Organizer may withhold delivery of the prize until such confirmation is received.
85. Winner’s Obligations
86. The winner is obliged to provide the Organizer with all data necessary for tax purposes, including their full name, address, and PESEL (or NIP, if applicable), to the extent that such data has not already been collected during registration.
87. The Organizer will request this information immediately after the announcement of results and before issuing the prize.
88. Refusal to provide the required information or failure to cooperate in fulfilling tax obligations may result in the inability to issue the prize, for which the Organizer bears no responsibility (in such case, it will be deemed that the winner has voluntarily forfeited the prize).
89. Changes in Tax Regulations
90. If changes occur in the tax laws applicable to the Competition (during its duration or the prize distribution period), the Organizer will comply with the current legal provisions in force.
91. Should the tax rate or exemption threshold change, the Organizer will inform the winners of any resulting consequences for prize settlement and reporting.
92. Copyright and Image Rights

Consent to the Recording and Use of Image

93. By participating in the Competition, the Participant grants a voluntary, perpetual, and royalty-free consent for the Organizer to record and use their image, voice, and statements made in connection with participation in the Competition for promotional, marketing, informational, and documentary purposes related to the Competition and the Organizer’s activities.
94. This consent specifically includes:
95. Recording the Participant’s image, voice, and statements during the event — including photography, video, and audio recordings of the Competition, interviews, and the award ceremony.
96. Reproduction and dissemination of the recorded image, voice, and statements in materials created by or on behalf of the Organizer, such as:
97. event reports published on the Organizer’s website,
98. posts on the Organizer’s social media profiles (Facebook, Instagram, YouTube, etc.),
99. articles in industry publications, and
100. promotional materials for future editions of the Competition or related events.
101. Public display and playback of such materials (for example, screening recorded footage from the Competition at other industry events, or presenting photos featuring winners).
102. The Participant’s consent covers the use of their image, voice, and statements without territorial or time limitations, meaning that the Organizer may use the recorded materials worldwide and indefinitely, within the purposes described above.
103. The Participant waives any right to remuneration for the use of their image, voice, or statements by the Organizer as outlined in this section.
104. The Organizer undertakes to use Participants’ image and statements in a manner that respects their personal rights and solely in connection with the promotion of the Competition or the Organizer’s activities (for example, the Organizer will not grant the use of a Participant’s image to third parties for unrelated purposes without separate consent).
105. Personal Data
106. Data Controller
107. The controller of the personal data of Participants collected in connection with the Competition is the Organizer, i.e. !FEST Coffee Mission sp. z o.o., with its registered office in Kraków (address specified in §1, section 1 of these Regulations).
108. The Organizer can be contacted regarding personal data protection by email at [Organizer’s data protection email address] or by postal mail at the registered office address, with the note: “Personal Data – Competition.”
109. Purposes of Processing
110. Participants’ personal data will be processed for purposes related to the organization and administration of the Competition, in particular for:
111. receiving and verifying entries,
112. communicating with Participants,
113. conducting the competition,
114. selecting winners,
115. awarding and delivering prizes,
116. publishing the results, and
117. performing necessary settlements (e.g. tax obligations) and handling any potential complaints.
118. In addition, the image and identifying data of the winners (first and last name, and, where applicable, the name of the roastery they represent) may be processed and made public as part of information about the Competition results, as described in the section on Image Rights and Prizes.
119. If a Participant provides separate, voluntary consent for marketing purposes (e.g. by subscribing to the Organizer’s newsletter or agreeing to receive commercial information), their data may also be processed to send them marketing communications about the Organizer’s products and services.
120. Lack of such consent does not affect participation in the Competition.
121. Legal Basis for Processing
122. The processing of Participants’ personal data is carried out on the basis of Article 6 of the GDPR.
123. In particular, processing is based on the consent voluntarily given by the Participant when submitting their entry form, for the purposes of handling the application and exercising the related rights.
124. Scope of Data
125. The Organizer processes only the personal data that are necessary to achieve the above-mentioned purposes.
126. The scope of data includes, in particular:
127. first and last name,
128. contact details (email address, phone number),
129. information about the company or roastery represented, and
130. data necessary for accounting, tax, or prize issuance purposes (e.g. PESEL or NIP, address of residence or registered office).
     1. Scope of Processed Data and Data Retention
     2. Identification and Contact Data
     3. The personal data provided in the registration form include:
     4. first name and last name,
     5. email address,
     6. phone number,
     7. country/place of residence,
     8. and, where applicable, the name of the represented company or roastery and the job position (if the Participant chooses to provide such additional information).
     9. Data Related to the Course of the Competition
     10. This category includes, in particular:
     11. the result achieved by the Participant,
     12. the prize awarded (if applicable),
     13. and the Participant’s image captured during the Competition (photos, video or audio recordings).
     14. Data Required for Tax Settlements
     15. In the case of prize winners, the Organizer may request the following additional data for tax reporting purposes:
     16. residential address (for the preparation of potential tax documentation), and
     17. PESEL number (or NIP, if applicable).
     18. Content of Correspondence
     19. The Organizer may process the content of correspondence exchanged with the Participant (e.g. emails containing questions, complaints, or the Organizer’s responses).
     20. Additional Voluntary Data
     21. Any other data that the Participant voluntarily provides to the Organizer during the Competition (for example, by completing a survey or providing feedback about the event) may also be processed.
     22. Voluntary Nature of Data Provision
     23. Providing the personal data required in the registration form (and, subsequently, any data necessary for tax purposes in the case of winners) is voluntary but essential for participation in the Competition.
     24. Refusal to provide these data will make it impossible to register or take part in the Competition.
     25. Providing optional data (such as consent for marketing communications) is entirely voluntary and does not affect participation — it only enables the Participant to receive additional information from the Organizer in the future.
     26. Withdrawal of consent to data processing is possible at any time by sending an appropriate written statement to the Organizer (by email or post). Such withdrawal does not affect the lawfulness of data processing carried out before consent was withdrawn, but may render further participation in the Competition impossible.
     27. Data Retention Period
     28. Personal data of Participants will be stored for the duration of the Competition and, after its conclusion:
     29. Data directly related to the course of the Competition (participant lists, result protocols, and winner data necessary for prize delivery) will be retained until the completion of the Competition and distribution of prizes, and thereafter for the period required to handle potential complaints and legal claims arising from the Competition;
     30. Data of winners, to the extent required by law (e.g. tax or accounting documentation), will be stored for the period specified by applicable legal regulations;
     31. Data processed on the basis of consent (e.g. image for promotional purposes, if deemed to require consent, or data used for marketing/newsletter purposes) will be stored until the Participant withdraws consent, but no longer than the duration of the promotional cooperation related to the Competition or the associated marketing campaign.
     2. Data Retention and Rights of Data Subjects
     3. After the expiry of the above-mentioned retention periods, the data will be deleted or anonymized in the Organizer’s databases, unless other legal provisions (e.g. those concerning archiving or tax regulations) require the longer retention of specific information.
     4. Rights of Data Subjects
     5. Participants of the Competition (as data subjects) have the rights granted under the General Data Protection Regulation (GDPR), in particular:
     6. Right of access – the Participant may obtain information about what personal data concerning them are processed and in what manner, as well as receive a copy of their data.
     7. Right to rectification – if the data are outdated or inaccurate, the Participant has the right to request their correction or completion.
     8. Right to erasure (“right to be forgotten”) – the Participant may request deletion of their data, provided there is no legal basis for the Organizer to continue processing them. For example, if the data were processed based on consent and that consent has been withdrawn, or if the storage period has expired and the Organizer no longer needs to retain the data.
     9. Right to restriction of processing – the Participant may request that certain data not be processed temporarily (except for storage), for example when the accuracy of the data is contested or an objection has been lodged.
     10. Right to data portability – where data are processed based on consent or a contract and by automated means, the Participant may request to receive their data in a structured, commonly used, and machine-readable format (e.g. CSV), or to have them transmitted to another controller.
     11. Right to object – the Participant has the right to object at any time to the processing of their personal data based on the Organizer’s legitimate interest (Article 6(1)(f) GDPR), on grounds relating to their particular situation. In such cases, the Organizer must cease processing the data unless it demonstrates compelling legitimate grounds for the processing that override the Participant’s interests, rights, and freedoms, or for the establishment, exercise, or defense of legal claims.
     12. Right to withdraw consent – if processing is based on consent, the Participant has the right to withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
     13. Right to lodge a complaint with a supervisory authority – if the Participant believes that the processing of their data violates the GDPR or other data protection laws, they have the right to lodge a complaint with the President of the Personal Data Protection Office (UODO) or the competent supervisory authority in their country of residence.
     14. To exercise any of these rights, the Participant may contact the Organizer using the contact details specified in paragraph 1 above. The Organizer will respond to such requests within the time limits provided by law and in accordance with the GDPR.
     15. All operations of entrusting and processing personal data are carried out under data processing agreements and in compliance with applicable data security requirements.
131. Electronic Services
132. Type of Electronic Services
133. In connection with the organization of the Competition, the Organizer provides Participants with electronic services within the meaning of the Polish Act of 18 July 2002 on the Provision of Electronic Services. These services include, in particular:
134. Online registration form – via the Organizer’s website (or a dedicated platform), Participants may submit their applications by providing the required information. This service enables the transmission of data between the Participant and the Organizer’s ICT system for the purpose of registering the application.
135. Email communication – the Organizer communicates with Participants via electronic mail, sending registration confirmations, organizational information about the Competition (e.g. updates, schedule, travel directions), notifications of results, and responses to questions or complaints. This also constitutes a form of electronic service (the transmission of information through electronic communication means).
136. Other possible online services – such as publication of results on the website, distribution of a Competition-related newsletter (if the Participant has subscribed), or making the Regulations available in electronic form.
137. Technical Requirements for Using the Services
138. To use the above-mentioned electronic services, the Participant must have:
139. a device with access to the Internet,
140. an up-to-date web browser supporting HTML5, CSS3, and JavaScript (recommended browsers include Chrome, Firefox, Safari, or Edge in versions current as of 2025),
141. an active email account, and
142. enabled support for cookies and JavaScript in the browser (recommended for full functionality of the registration form).
     1. Use of Electronic Services
     2. Cost of Services
     3. The use of the Organizer’s electronic services is free of charge (Participants bear only the potential cost of Internet access in accordance with the rates of their Internet service provider). The Organizer does not provide devices or software to the Participant — these remain the responsibility of the Participant.
     4. Conclusion and Termination of the Electronic Services Agreement
     5. By beginning to use a given electronic service, the Participant concludes an agreement for the provision of electronic services with the Organizer.
     6. Registration Form: The agreement is concluded when the Participant accesses the registration form page and remains in effect for the duration of filling out and submitting the form. Closing the page before submission constitutes termination of the agreement (without any financial consequences, as the service is free of charge). If the Participant submits the form, the agreement remains valid until confirmation (or rejection) of registration is communicated to the Participant.
     7. Email Communication: The agreement is concluded when the Participant subscribes to the competition mailing list (e.g., by registering and consenting to receive communications) or initiates email contact with the Organizer. This agreement remains in force for the duration of the Competition-related correspondence. The Participant may terminate it at any time — for example, by unsubscribing from further emails (which is equivalent to withdrawing from participation if such communication is essential) or by withdrawing marketing consent (in the case of newsletters).
     8. Termination by the Organizer: The Organizer may terminate the agreement for the provision of electronic services with immediate effect if the Participant seriously violates the provisions of the Regulations concerning the use of such services (e.g., engaging in prohibited activities, as described below). Termination occurs through either the blocking of access to the service or by notifying the Participant of the discontinuation of service provision.
     9. Participant Obligations (Netiquette and Prohibitions)
     10. The Participant undertakes to use the Organizer’s electronic services lawfully, in accordance with good practices and with respect for the rights of other users and the Organizer. In particular, the following actions are prohibited:
     11. Submitting unlawful content – for example, including statements in the registration form that are defamatory, offensive, vulgar, or otherwise unlawful. The form is intended solely for providing required information; therefore, any “Comments” field (if present) may not be used to post content that violates the law or good morals.
     12. Interfering with service operation – including attempts to manipulate website code, hack databases, or perform multiple automated registrations (spam) using bots. The Organizer applies appropriate security measures (e.g., reCAPTCHA mechanisms) and may block or restrict access in the event of detected interference.
     13. Providing false or misleading information – such as registering under a false name or submitting another person’s data as one’s own.
     14. Sending unsolicited commercial communications – the Participant may not use the Organizer’s systems (e.g., the registration form or contact email) to distribute spam, advertisements, or promotional materials for their own services.

Misuse, Liability, and Technical Support

If the Organizer identifies such actions by a Participant (or by a person impersonating a Participant), the Organizer has the right to block the action in question (e.g., filter spam) or even deny further access to services for that person (e.g., delete the registration if it was submitted in violation of the above rules).

Liability and Technical Support:

The Organizer will make every effort to ensure that all electronic services related to the Competition operate smoothly and continuously. However, technical interruptions or malfunctions may occur (e.g., server maintenance, connectivity problems beyond the Organizer’s control). In such cases, the Organizer will endeavor to resolve any technical issues as quickly as possible.

If a Participant encounters technical difficulties while using a service (e.g., the registration form does not work or the confirmation email was not received), they are asked to contact the Organizer (for example, via the support email address: [Organizer’s email]) with a description of the issue. The Organizer will provide assistance and attempt to resolve the issue within the shortest possible time.

The Organizer does not guarantee specific submission times for the registration form.

Complaints Regarding Electronic Services

The procedure for submitting and handling complaints related to electronic services is described in the Complaints section of these Regulations. A Participant may submit a complaint (e.g., regarding the operation of the registration form or email correspondence) by sending a relevant notification to the Organizer’s email address, including a description of the issue. The Organizer will review the complaint within 14 days and provide a response. Detailed provisions are set out in the Complaints section below.

Complaints

Right to File a Complaint:

Each Participant has the right to file a complaint regarding matters related to the Competition. A complaint may concern, in particular:

Competition proceedings – e.g., objections regarding organization, potential irregularities, breaches of the Regulations by other persons, or doubts concerning the correctness of evaluations.

Competition results – e.g., errors in the announcement of results or obvious calculation mistakes (it should be noted, however, that the jury’s subjective sensory assessment cannot be contested; only objective errors, such as incorrect score summation, may be the subject of a complaint).

Award granting or delivery – e.g., damaged prizes during transport, defects in prizes (noting that the warranty for defects is excluded for entrepreneurs where applicable), delays in prize shipment, or formal issues with prize collection.

Electronic services – e.g., non-functioning registration form, failure to receive an email from the Organizer, etc.

Other issues related to the Competition – any other matters that the Participant believes require the Organizer’s attention or intervention.

Method of Submitting a Complaint

A complaint must be submitted in writing or electronically as follows:

In writing: by registered mail sent to the Organizer’s registered office address

(!FEST Coffee Mission Sp. z o.o., ul. Lubicz 27/40, 31-503 Kraków),

with the note on the envelope: “Complaint – !FEST Roast Masters”.

Electronically: by sending an email to [julia@festcoffeemission.com]

with the subject line: “Complaint – Roast Masters Competition”.

The complaint should describe the issue forming the basis of the complaint and include identifying and contact details allowing the Organizer to process it. It is recommended that the complaint include the following information:

Participant’s full name,

Email address (and optionally phone number) for contact,

A detailed description of the circumstances forming the basis of the complaint (what happened, what the objection concerns, when it occurred),

Any specific request to the Organizer (e.g., a request to recalculate points, replace a prize, or provide additional clarification).

The absence of the above information does not prevent the complaint from being considered, although it may delay the process if the Organizer needs to request additional data.

15. Timeframe for Submitting Complaints
16. Complaints regarding the course of the Competition or its results must be submitted no later than within seven (7) business days from the date of the event giving rise to the complaint (for example, from the date of the announcement of results in the case of complaints related to results).
17. Complaints submitted after this period may be left unconsidered, as it may no longer be possible to verify the circumstances of the Competition. The Organizer therefore strongly recommends adhering to the above deadline.
18. For electronic services, complaints regarding their operation may be submitted throughout the duration of the Competition or the provision of the service in question, and up to 14 days after their conclusion.
19. Complaints regarding awards as physical goods may be submitted within the time limits specified by general provisions of civil law.
20. Processing of Complaints
21. Properly submitted complaints will be reviewed by the Organizer promptly, but no later than 14 days from the date of receipt. The Organizer will inform the Participant who submitted the complaint of the outcome as follows:
22. In writing (postal response): if the complaint was submitted by mail, the response will be sent by registered letter to the address provided in the complaint;
23. Electronically (email): if the complaint was submitted by email, the Organizer will respond from the same address to which the complaint was received, unless the Participant indicates another preferred method of contact;
24. On another durable medium, if mutually agreed by the Parties.
25. In its response, the Organizer will state its position regarding the complaint, provide justification for the decision, and, if the complaint is upheld, specify how the issue will be resolved (e.g., corrective action or satisfaction of the request).
26. Finality of the Complaint Procedure
27. The Organizer’s decision regarding a submitted complaint is final within the internal complaint procedure. This means that no further internal appeal stages are provided within the framework of the Competition.
28. A Participant who disagrees with the Organizer’s decision may pursue their rights through judicial proceedings or by using alternative dispute resolution methods (such as mediation or arbitration).
29. The provisions of these Regulations do not exclude or limit any such rights. However, the fact that a complaint has not been upheld by the Organizer does not automatically imply that the Participant’s claim is valid — any final resolution of a dispute may only be determined by an independent authority (e.g., a court).
30. Remarks and Feedback Outside the Complaint Procedure
31. This procedure does not exclude the possibility for Participants to submit comments, suggestions, or opinions concerning the Competition outside the formal complaint process.
32. Final Provisions
33. Binding Nature of the Regulations:
34. These Regulations constitute the sole legally binding set of rules governing the conduct of the Competition. All promotional materials, announcements, FAQs, or social media communications concerning the Competition are for informational and illustrative purposes only.
35. In the event of any discrepancies between such materials and these Regulations, the provisions of the Regulations shall prevail.
36. Applicable Law:
37. In matters not regulated by these Regulations, the provisions of Polish law shall apply.
38. Jurisdiction:
39. Any disputes that may arise between the Organizer and a Participant (regardless of the internal complaint procedure) shall first be resolved amicably.
40. If no settlement can be reached, the dispute shall be submitted to the competent common court for resolution.
41. Where permitted by law, the Organizer also agrees to the use of alternative dispute resolution platforms for amicable settlement of disputes.
42. Amendments to the Regulations
43. The Organizer reserves the right to introduce amendments to these Regulations during the course of the Competition only for valid reasons, which include, in particular:
44. changes in legal provisions affecting the rights and obligations of the parties to the Competition;
45. issuance of a decision or recommendation by a governmental authority impacting the organization of the Competition;
46. correction of obvious clerical errors or the need to clarify ambiguous provisions;
47. significant changes in organizational circumstances (e.g., a change of the Competition date or venue due to reasons beyond the Organizer’s control).
48. Any amendment to the Regulations will be announced in the same manner as the original version — that is, through publication on the Organizer’s website (or on the dedicated Competition page) and notification to Participants via email.
49. Amendments shall take effect upon their publication (unless a different effective date is expressly stated).
50. No amendment may result in the deterioration of rights already acquired by Participants.
51. If a Participant does not accept the introduced amendments, they have the right to withdraw from the Competition by notifying the Organizer accordingly. Such withdrawal entitles the Participant to a refund of the entry fee.
52. Integrity of Provisions
53. If any provision of these Regulations is found to be invalid or ineffective under applicable law, this shall not affect the validity of the remaining provisions.
54. In place of the invalid or ineffective provision, the relevant legal norm shall apply, and the Regulations shall be interpreted as if such a provision had not originally been included — in a manner that most closely reflects the economic purpose and intent of the parties.
55. Entry into Force of the Regulations
56. These Regulations enter into force on the date of their publication on the Organizer’s website.
57. The Competition is conducted on the basis of the version of the Regulations published and in effect at the time of the event.
58. Final Provisions
59. These Regulations have been prepared in the Polish language.
60. The Organizer may prepare translations of the Regulations into other languages for the convenience of foreign Participants, however, in the event of any discrepancies, the Polish version shall prevail.
61. All annexes constitute an integral part of these Regulations.
62. In matters not regulated by these Regulations, the provisions of Polish law shall apply.
63. Participants may direct any questions regarding the interpretation of the Regulations to the Organizer. Such questions will be clarified either individually or through published explanations (e.g., in the form of frequently asked questions on the Competition website).