Privacy Policy

This is an English translation of our Czech privacy policy. If the two versions differ, the Czech version prevails.

This policy describes how we process the personal data of visitors to spolubydlim.cz, people looking for a room and our flatmates, in accordance with Regulation (EU) 2016/679 (GDPR) and Czech Act No. 110/2019 Coll. It is effective from 10 October 2026.

1. Who the data controller is

The controller of your personal data is Czech Suite s.r.o., company reg. no. (IČO) 21374929, registered office Grohova 105/8, Veveří, 602 00 Brno, Czech Republic, entered in the Commercial Register kept by the Regional Court in Brno, file no. C 138642. Contact: magda@spolubydlim.cz, phone +420 731 859 298. We were not required to appoint a data protection officer.

2. What data we process and why

a) Room enquiries (contact form, free-room guide, form on the flat map, WhatsApp, phone, e-mail): name, phone number, e-mail, the content of your message and your answers to follow-up questions (city, what you are looking for, when you want to move in, and possibly room size and maximum price). We use them to reply to you, arrange a viewing and let you know when a suitable room becomes free. We store the enquiry in our own database and pass it to Ecomail, the system in which we keep track of interested people, and the flat manager receives an e-mail notification about it. Legal basis: taking steps at your request before entering into a contract (Art. 6(1)(b) GDPR).

b) Co-living agreement: name, date of birth, permanent address (also used as the address for correspondence), ID card number, phone number, e-mail, details of the room and the length of stay, and payment details (the account you pay from, variable symbol, overview of payments and any debts). We use them to conclude and perform the agreement and to communicate with you during your stay. Legal basis: performance of a contract (point b); keeping accounting and tax records as a legal obligation (point c); recovering any claims and defending legal claims as our legitimate interest (point f).

c) Newsletter: e-mail and the city you choose (Brno, Olomouc or both) — so we can send you new free rooms and the Survival Guide. Legal basis: consent (point a), which you can withdraw at any time using the unsubscribe link in every e-mail or by writing to our e-mail address.

d) Visiting the website: every time a page loads, the web server technically processes your IP address, the time of access and browser details (server logs) so we can keep the website running and protect it from misuse. Legal basis: legitimate interest (point f). The website does not use any analytics or advertising tools and does not track you — details in our Cookie Policy.

Providing data for an enquiry and for the agreement is voluntary, but without it we cannot reply to you or conclude the agreement. We do not make automated decisions about you and do not use your data for profiling.

3. How long we keep data

Enquiries and communication with people with whom we do not sign an agreement: 12 months from the last communication.
The agreement and data from it: for the duration of your stay and then for the limitation periods, usually 3 years after the agreement ends, plus the duration of any dispute.
Accounting and tax documents: for the period required by law (up to 10 years).
Newsletter: until you withdraw your consent.
Server logs: for the period set by the hosting provider, usually a few weeks.

4. Who we share data with

We do not sell data. We only make it available to those who need to process it for us, and only to the extent necessary:

ECOMAIL.CZ, s.r.o. — keeping track of interested people and sending the newsletter,
our web hosting and e-mail provider — running the website and delivering messages,
external accountants and tax advisers — keeping our accounts,
lawyers and, where applicable, courts and bailiffs — only when recovering claims or in another dispute,
public authorities, where the law requires us to.

If you write to us on WhatsApp, WhatsApp (Meta Platforms) also processes your data under its own terms. The maps on the website load map tiles from the OpenStreetMap Foundation and Esri and the map library from unpkg.com; these services therefore learn your IP address and the browser details technically needed to deliver the content (legal basis: legitimate interest in displaying the map, point f).

Some of these providers (Meta, Esri, operators of content delivery networks) may also process data outside the EU, in particular in the USA. In that case the transfer is based on the European Commission’s adequacy decision (EU–US Data Privacy Framework) or standard contractual clauses.

5. Your rights

You have the right to access your data, to have it corrected or erased, to restrict processing, to data portability and to object to processing based on legitimate interest. You can withdraw consent at any time; this does not affect the lawfulness of processing before the withdrawal. You can exercise your rights at magda@spolubydlim.cz — we will reply within one month at the latest. If you believe we are processing your data unlawfully, you can lodge a complaint with the Czech Office for Personal Data Protection (Úřad pro ochranu osobních údajů), Pplk. Sochora 27, 170 00 Prague 7, uoou.gov.cz.

6. Cookies

Details about cookies and what the website stores in your browser are in our Cookie Policy (the link is also in the website footer — “Cookie settings”).

Last updated: 10 October 2026