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Quantivision s.r.o, company ID: 194 58 801, with its registered office at Vaníčkova 315/7, Břevnov, 169 00 Prague 6, registered in the Commercial Register maintained by the Municipal Court in Prague, section C, insert 386953 (hereinafter referred to as the “Operator”), hereby informs about the processing of personal data it carries out as a data controller in relation with the use of the [...] platform of the Operator available at the quantivision.com domain by its users (hereinafter referred to as the “Platform”). The Platform is used by natural or legal persons doing business which use the Platform to facilitate human resources decisions (hereinafter referred to as the “User”).

This document includes information on the rights of data subjects in connection with such processing.

For any questions about privacy protection and the exercise of your rights, please use the following contact: e-mail: [email protected]

1. For what purpose and what personal data do we process?

1.1. Conclusion and performance of the Agreement

To use the Platform and the services offered by the Platform, the User enters into an agreement with the Operator (hereinafter referred to as the “Agreement”) by their registration on the Platform. For negotiating and concluding the Agreement and for its subsequent performance, including maintaining a user account on the Platform, the Operator needs the following personal data of the User:

  • identification and contact details of the User – natural person (name, surname, telephone, e-mail, delivery address, registered office, company ID),
  • billing information of the User – natural person,
  • data from communication with the User – natural person, any other data of natural persons in the User’s user account and other data about the performance of the Agreement.

Without the aforementioned data, it is not possible to conclude or perform the Agreement, i.e. without providing such data, it is not possible to duly provide the User with the services offered by the Platform. The legal ground for processing this data is the conclusion and performance of the Agreement at the request of the User.

1.2. Compliance with legal obligations

The Operator has to process personal data where required by law. For this purpose, the Operator processes, in particular, personal data to the extent required by the relevant legal regulations in connection with the Operator's obligation to keep accounts and for the performance of related tax obligations, or for the fulfilment of obligations imposed by the Archiving Act.

1.3. Legitimate interests of the Operator

In justified cases, the Operator may also process personal data on the legal ground that is the protection of its legitimate interests. However, the Operator always rigorously assesses and ensures that the interest in processing your data for this purpose does not unduly interfere with your privacy.

Identification of persons acting on behalf of the User within the Platform: These are typically members of statutory bodies, employees or other authorized persons who are not a party to the Agreement, but who conclude the Agreement on behalf of the User, communicate with the Operator and otherwise act on behalf of the User. We need the personal data of these persons in order to communicate and negotiate through them with the User for the purpose of conclusion of the Agreement and its further performance. Regarding these persons, we usually process the name, surname, e-mail, telephone number, information about the job position or other relationship with the User and data from communication with them.

Proof of acceptance of the Terms and Conditions of the Operator: The User concludes the Agreement with the Operator by electronic means, when the User expresses their acceptance of the Terms and Conditions by submitting the registration form available within the Platform. Therefore, in order to protect the legitimate interests of the Operator (in order to have a proof that a particular User has accepted the Terms and Conditions of the Operator in a specific wording), the Operator stores the data necessary to identify the User as a party to the Agreement and an indication of the acceptance of the Terms and Conditions.

Defense and enforcement of legal claims: The Operator also processes personal data for the purpose of protecting a legitimate interest, which is to ensure the possibility of defending the Operator in the context of potential legal disputes, court proceedings or inspections by state authorities or other public authorities. We process this data in order to be able to demonstrate, where necessary, that we have acted in accordance with our contractual obligations and legal regulations.

Analyses and improvement of the Platform services: The Operator may also process data about the User's activity within the framework of the software ensuring the operation of the Platform, in which the User's user account (activity logging) is activated for the purpose of protecting the legitimate interest – analysis of the use of the software and its further improvement. For these purposes, the Operator also collects and processes data such as IP address, date and time of access to the platform, use of its functions, login history, information about the user's internet browser, the device used or language settings.

1.4. Sending commercial communications

We also process Users’ e-mail and/or telephone number for the purpose of sending information and news about our services we offer within the Platform (commercial communications). The ground for the personal data processing for the purpose of sending commercial communications is the legitimate interest of the Operator.

The User has the option to opt out of receiving further commercial communications at any time, free of charge, using the procedure specified in each commercial communication sent, or within the user account, or by contacting us at any time at the contact e-mail address specified above in this document.

Who do we receive personal data from and to whom do we transfer it?

We obtain personal data primarily from data subjects. We do not collect any other data about you, except for that which you give us yourself or which arises from your activity within the Platform and user account (logging). You are only required to provide us with accurate information and if your personal data changes, you must update it.

We may transfer personal data under the conditions laid down by law to public authorities where we are required to do so by law, or where the authority so requests within its competence.

We use the following processors for data processing:

  • Cloud: Hetzner Online GmbH, headquartered at Industriestr. 25, 91710 Gunzenhausen, Germany;
  • Invoice generation: Fakturoid s.r.o. company ID: 046 56 679, registered office V pláni 532/7, Lhotka, 142 00 Prague 4;
  • Accounting: Ing. Marcela Papežová, company ID: 746 37 576, registered office Americká 508/22, 120 00, Prague 2.

Personal data may also be transferred to our business partners which act as separate data

controllers with respect to your personal data.

Personal data is not transferred outside the EU.

3. How do we process personal data?

We process your personal data manually in accordance with the respective purpose where manual processing is necessary or appropriate. Our employees or other persons working for us may act in the management of your data, including for the purpose of removing errors, inaccuracies, etc. However, such persons may process personal data only under the conditions and to the extent specified above and are bound by the obligation to maintain confidentiality of personal data and security measures, the disclosure of which would compromise the security of personal data.

Personal data may be processed in electronic form by automated means, specifically within the framework of software ensuring the operation of user accounts or systems of individual processors as mentioned above.

We always process personal data in accordance with the relevant legal regulations and ensure proper care and protection of such data. We take care that you do not suffer harm to your rights, especially the right to human dignity and to your private and personal life.

4. How long do we process personal data?

4.1. Agreement with the User

We process personal data processed for the purpose of concluding and performing the Agreement for the period of concluding and performing the Agreement (i.e. for the period necessary to fulfil the obligations arising from it).

Afterwards, we may also process personal data for the following purposes:

4.2. Compliance with legal obligations

We process personal data processed on the ground of our legal obligations within the time limits set by those laws.

We need to process the personal data required by the legislation governing the tax and accounting obligations of the Operator (typically, billing data and information about the provided performance) for accounting purposes and tax compliance. The duration of processing is 5 (five) years from the end of the accounting period, and in the event of documents relevant for VAT payments it is 10 (ten) years from the end of the tax period in which the transaction took place. We archive relevant personal data in accordance with the requirements of the Archiving Act for the period specified therein.

4.3. Legitimate interests

We continue to process personal data after the termination of the Agreement for the protection of our legitimate interests (i.e. for the purposes of defending against possible claims by Users or third parties, including in court, for the purposes of registering and demonstrating acceptance of the Terms and Conditions and identifying persons acting with the Operator on behalf of the Users) for the duration of the relevant limitation periods, which may, in the Czech Republic, last up to 15 years from the occurrence of the relevant event. If a relevant claim is not made, this period is typically 5 years from the termination of the Agreement.

We process information about the use of the Platform for the purpose of protecting a legitimate interest in analyzing its use and in its improving for the duration of the Agreement. After this period, we may only further process such data in anonymized form.

4.4. Sending commercial communications

We send commercial communications as outlined above until you opt out. The option to opt out is provided in each communication sent and is free of charge. You may opt out at any time via the user account or contact e-mail mentioned above.

4.5. Longer processing

Personal data may be processed even longer than stated above in the case where a relevant reason for further processing arises, typically where administrative or judicial proceedings are initiated for which the personal data is relevant.

5. What are your rights?

First of all, you have the right to request access to your personal data, including making a copy of all your personal data. You may do this using the e-mail address stated in the header of this document.

As personal data is not processed on the basis of consent, it is not possible to withdraw consent to the processing. However, on the basis of your request, we will always assess whether it is still necessary to process your personal data for any of the above purposes.

Your other rights:

We will always inform you about:

  • the purpose of processing personal data,
  • the personal data, or the categories of personal data subject to processing, including any available information as to its source;
  • the nature of automated decision-making, including profiling, and information about the logic involved, as well as the significance and envisaged consequences of such decision-making for the data subject;
  • the recipients or categories of recipients to which the personal data has been or will be transferred and, in the event of a transfer to a third country, appropriate safeguards relating to the transfer to ensure the security of the personal data;
  • where possible, the envisaged period for which the personal data will be stored, or, if such period cannot be determined, the criteria used to set that period;
  • where the personal data is not collected from you, any available information as to its source.

Your other rights include:

  • ask us for explanation,
  • require us to remedy the situation, in particular it may be blocking, correction, completion, restriction of processing or destruction of personal data (right to be forgotten),
  • request a copy of the personal data processed or request personal data concerning you in a structured, commonly used and machine-readable format, and transfer such data to another controller without us preventing such transfer in any manner.
  • file a question or complaint with the Office for Personal Data Protection,
  • object to the processing of personal data concerning you.

6. How we protect your personal data

We protect your data. In particular, the following means of security are used for this purpose: implementation and enforcement of internal personal data protection regulations, antivirus protection, firewalls, encryption, control of access to personal data, authorization data, backing up, physical means of protection, regular audits and more.

This version of the Information on Personal Data Processing comes into effect on 21.08.2023.

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