This policy explains how we process personal data in line with the EU General Data Protection Regulation (Regulation (EU) 2016/679, "GDPR") and Czech Act No. 110/2019 Coll. on personal data processing. It covers this website, our forms, bookings, consultations and the services you order from us.
1. Who we are
TradeLicense.cz ("we", "us") is run by Ing. Roald van de Munt, a self-employed business owner, IČO 87476151, and invoiced under the name Alexio Consultancy LLC. Some services may be provided by the associated company Alexio Consultancy s.r.o., IČO 11803860.
The controller of your data is the provider named on your order or invoice. For this website, enquiries and bookings, it is Ing. Roald van de Munt. [check controller wording]
- Email: info@tradelicense.cz
- Post: Alexio Consultancy, IP Pavlova 1789/5, 120 00 Praha 2 – Vinohrady, Czech Republic
We have not appointed a data protection officer, because the law does not require one for an office of our size and type. Please write to the email address above with any privacy question.
2. What data we collect and why
| When | What data | Why, and the legal basis |
|---|---|---|
| You send an enquiry (contact form, email, WhatsApp) | Name, email, phone, your question and anything you choose to tell us | To answer you and prepare an offer: steps before a contract (Art. 6(1)(b)) |
| You book a call | Name, email, phone, chosen time, notes | To schedule and hold the call: contract (Art. 6(1)(b)) |
| You order and use a service (registration, changes, tax return, VAT, accounting, virtual office) | Identity details and copies of ID/passport, date of birth, addresses, visa or residence details, tax, social and health insurance numbers, bank details, income, invoices and other business records | To provide the service and file with the authorities on your behalf: contract (Art. 6(1)(b)). To identify you and keep records as the law requires, including anti-money-laundering rules: legal obligation (Art. 6(1)(c)) |
| You pay | Name, amount, payment reference; card payments are handled by Stripe, and we never see your full card number | To take and record payment: contract and legal obligation (accounting and tax) |
| Paid consultation (60 minutes) | Video/audio recording, transcript and written summary | So you get a summary and we can follow up accurately: contract (Art. 6(1)(b)). We tell you at the start of the call and you can ask us not to record |
| You ask Živnobot a question | The text you type; an anonymised code made from your IP address | To answer the question and prevent misuse; to check answers for mistakes: legitimate interest (Art. 6(1)(f)) |
| You subscribe to the newsletter | Email, name, and anything else you fill in on the form | To send the newsletter: consent (Art. 6(1)(a)). Existing clients may receive it as a client, see section 6 |
| You visit the website | Technical data (IP address, browser, pages visited) in server logs; with your consent, analytics and advertising cookies | Security and running the site: legitimate interest (Art. 6(1)(f)). Analytics and ads: consent (Art. 6(1)(a)), see section 5 |
We also keep records needed to defend or bring legal claims (legitimate interest) and use anonymised call topics to improve our guides and services. We never sell your data, and we do not make decisions about you by automated means alone.
Do you have to give us your data? For an enquiry, only what we need to answer you. To order a service, yes: without your identification and the documents the authorities ask for, we cannot provide it, because the law requires us to identify our clients.
3. Who receives your data
Only the people and services needed to do the work, each bound by confidentiality or a data processing agreement:
- Czech authorities, when we file for you: trade licensing office, tax office (finanční úřad), Czech Social Security Administration (ČSSZ/PSSZ), your health insurance company, Ministry of the Interior (visa matters), courts and registers. They receive only what the filing needs.
- Associated providers: Alexio Consultancy s.r.o., and our partner tax advisor where a service requires one. Translators or the virtual office provider only when you order those services.
- IT and service providers (processors):
- Infomaniak (Switzerland): website hosting
- Google (Google Workspace: email, Drive, Calendar; Google Fonts and Google Maps on this site)
- Jotform: our forms and document uploads, stored on Jotform's EU servers
- YouCanBook.me (United Kingdom): booking calendar
- Zoom: video calls, recordings and transcripts
- Stripe: card payments; Raiffeisenbank: bank transfers
- Mailchimp (Intuit): newsletter
- Anthropic: generates Živnobot's answers
- WhatsApp (Meta): only if you choose to contact us there
4. Transfers outside the EU
Some providers above are based in, or use servers in, countries outside the EU/EEA. We transfer data only where the GDPR allows it:
- Switzerland and the United Kingdom (Infomaniak, YouCanBook.me): the European Commission has decided these countries protect data adequately.
- United States: Google, Zoom, Stripe, Mailchimp and Meta are certified under the EU-U.S. Data Privacy Framework. For Anthropic, transfers rely on the EU Standard Contractual Clauses in its terms. [check]
You can ask us for more information about these safeguards.
5. Cookies
Cookies are small files your browser stores. We use:
| Type | Examples | Purpose | Kept for | Consent needed? |
|---|---|---|---|---|
| Necessary | Your cookie choice; cookies set by embedded forms, booking and payment pages to make them work | Running the site and services you use | Up to 12 months | No |
| Analytics | Google Analytics 4: _ga, _ga_7K00FRDJKW | Counting visits and seeing which pages help people | Up to 2 years | Yes |
| Advertising | Google Ads: _gcl_au and Google cookies | Measuring whether our ads work | Up to 90 days (Google's own cookies may last longer) | Yes |
Analytics and advertising cookies are set only after you click "Accept" in the cookie banner. Until then, Google Analytics and Google Tag Manager are not loaded at all. Saying no never limits access to any page or guide. You can change or withdraw your choice at any time with the "Cookie settings" link at the bottom of every page, or by deleting cookies in your browser.
Embedded Google Maps (contact page) and YouTube videos may set Google cookies when they load. Google Fonts are loaded from Google's servers, which receive your IP address.
The legal basis for asking consent is §89(3) of Czech Act No. 127/2005 Coll. on electronic communications, together with Art. 6(1)(a) GDPR.
6. Newsletter and emails
We send an occasional newsletter about taxes, legislation, deadlines and our services: only when we think it really matters, never weekly offers.
- If you are not a client, you receive it only if you subscribe yourself (opt-in). Sending an enquiry or booking a call does not sign you up.
- If you are a client, we may send it to the email you gave us for our services, about similar services, as §7(3) of Czech Act No. 480/2004 Coll. allows. You can refuse it when you give us your email and in every newsletter.
Every newsletter has an unsubscribe link. You can also unsubscribe here. Service emails about your own case (deadlines, documents, invoices) are not newsletters and continue while we work for you.
7. How long we keep your data
We keep data only as long as we need it for the purpose, or as long as Czech law requires. Then we delete or anonymise it.
| Data | Kept for |
|---|---|
| Client identification and records required by anti-money-laundering law (Act No. 253/2008 Coll.) | 10 years after our business relationship ends |
| Invoices, accounting and tax records we issue, and filings we make for you | 10 years, as tax and VAT law require (Acts No. 235/2004, 280/2009 and 563/1991 Coll.) |
| Working copies of your documents that the law does not require us to keep | Returned or deleted within 1 month after our relationship ends (see below) |
| Enquiries that did not lead to an order | 12 months after our last contact [check] |
| Bookings | 24 months [check] |
| Consultation recordings and transcripts | 12 months after the call; the written summary stays with your client file [check] |
| Živnobot questions and answers | 12 months; the anonymised rate-limit code 24 hours [check] |
| Newsletter | Until you unsubscribe; Mailchimp then keeps your address on a "do not email" list so you are not added again |
| Website analytics (with consent) | 14 months in Google Analytics [check GA setting] |
| Server logs | As set by our host, for security only |
End of the relationship. It ends when the hand-over protocol is signed, or either side sends an email ending it. If neither happens and we have had no contact for two months, we treat the relationship as ended. We delete working copies within one month after that, unless we agree otherwise. Records the law requires us to keep (above) are kept for the full period.
Your own archive. Keep your own copies and backups of your documents: that is your responsibility. Our copies are kept for our work and legal duties, and do not replace your archive.
8. How we protect your data
We use access-protected accounts with two-factor sign-in, encrypted connections (https), EU or adequately protected storage where possible, and we give access only to the people working on your case. If a data breach is likely to put you at risk, we will tell the Office for Personal Data Protection and, where required, you.
9. Your rights
You can at any time, free of charge, ask us to:
- see the data we hold about you and get a copy (Art. 15)
- correct wrong or incomplete data (Art. 16)
- delete your data, where we no longer need it and the law does not require us to keep it (Art. 17)
- restrict processing, for example while a correction is checked (Art. 18)
- receive data you gave us in a common electronic format, or have it sent to another provider (Art. 20)
- object to processing based on our legitimate interest, and to direct marketing at any time (Art. 21)
- withdraw consent (cookies, newsletter) at any time; this does not affect processing before you withdrew it
Write to info@tradelicense.cz. We answer within one month, and may ask you to confirm your identity first.
You can also complain to the Czech supervisory authority, the Úřad pro ochranu osobních údajů (Office for Personal Data Protection), Pplk. Sochora 27, 170 00 Praha 7, uoou.gov.cz, or to the authority in the EU country where you live or work.
Our services are meant for adults. We do not knowingly collect data from anyone under 18.
10. Working together
Our work needs two-way communication. If you do not respond to our requests for more than one month, or do not send information we need to continue or complete the service within that month, we may stop the service without a refund.
Accounting output (tax returns, (de)registration forms, the accounting database file) is handed over once all outstanding invoices, including any penalties and interest, are paid in full and the hand-over protocol is signed, or an email ending the relationship has been received from either side.
Powers of attorney have no end date, because you may need our help even years after leaving the Czech Republic. If you change provider, make sure your new provider replaces our powers of attorney with their own; this cancels ours.
11. Cancellation and refunds
In addition to section 10, these rules apply:
- Trade license registration: cancellation and refund possible within 14 days of ordering. The cancellation fee is 3,750 CZK / 150 EUR, plus any costs of third-party services already provided, such as a virtual office or translations.
- Trade license changes and fixes: cancellation and refund possible within 14 days of ordering. The cancellation fee is 2,000 CZK / 82 EUR.
- Income tax return: no refund if we could not prepare or file the return because of missing communication or incomplete documents, or because a deadline passed as a result.
- Paid consultations: see the booking page.
We may take exceptional circumstances into account, at our discretion.
12. Changes to this policy
When our services or the law change, we update this page and the date at the top. For important changes affecting clients, we will also let you know by email.
