Privacy Notice

This notice explains what happens to your personal data when you check in through CheckinGuest.

Who is responsible for your data

The accommodation provider you are staying with decides what data is collected and why. They are the data controller.

CheckinGuest is the software they use to collect it. We act as a processor on their instructions.

Your accommodation provider: Prague Retreat Management s.r.o., Revoluční 1082/8, Nové Město, 110 00 Praha 1, IČO 22473874, info@pragueretreat.com

CheckinGuest: Prague Retreat Management s.r.o., Revoluční 1082/8, Nové Město, 110 00 Praha 1, IČO 22473874, info@pragueretreat.com

If you have a question about your data, you can contact either of us.

Why we collect your data

Because the law requires it. Czech law obliges accommodation providers to register foreign guests with the Foreign Police and to keep a guest register (domovní kniha). This is Act No. 326/1999 Coll. on the Residence of Foreign Nationals. Providing your details is not optional if you want to stay. Without them, your host cannot lawfully accommodate you.

Because we need it to give you a place to stay. Your name and booking reference identify your reservation. Where a property uses smart locks, a door code is generated for you.

Because you asked us something. If you use the support chat or message the property, we process what you write in order to reply.

What we collect

To register you with the police

• First name and surname
• Date of birth
• Nationality
• Travel document type and number
• Visa or residence permit number, where you have one
• Home address
• Purpose of stay
• Arrival and departure dates

To manage your stay

• The name on your reservation and the booking reference
• Your signature, captured when you confirm your check-in
• Records of the consents you gave, including the exact text you agreed to, the time, and the IP address and browser you used
• Messages you send to the property or to support
• Where relevant, your door access code

If you make a payment

Your email address and the amount. Card details are entered directly into our payment provider, Stripe, and never reach our systems.

Your identity document

When you photograph your passport or identity card, the image is sent to Anthropic, a service provider in the United States, which reads the details from it so you do not have to type them.

We do not store the image. It exists only in memory while the request is processed and is never written to our database or file storage.

Anthropic retains the image and the extracted text for up to 30 days for safety and security monitoring, then deletes it. It is not used to train their systems. The transfer is covered by EU Standard Contractual Clauses.

You always see and confirm the extracted details before anything is submitted.

The support chat

If you use the in-app support chat, the text of your messages is sent to Anthropic in the United States to generate a reply. The same 30 day retention applies.

Please do not enter sensitive personal information into the chat.

Who receives your data

The Czech Foreign Police. The registration fields listed above are transmitted to them through the UbyPort system, as the law requires. This happens automatically, usually the morning after your arrival.

Czech nationals are not reported. UbyPort covers foreign nationals only.

Our service providers. A full list of every company that processes data on our behalf, what they do and where they are located, is at checkinguest.com/subprocessors.

Your accommodation provider's own systems, such as their property management software.

We do not sell your data. We do not use it for advertising. We do not profile you.

Where your data is stored

Our database and file storage are hosted in the European Union (Ireland). Our application runs in Frankfurt, Germany.

Three providers are outside the EU:

• Anthropic (United States), for document reading and support chat
• Stripe (United States), for payments
• Resend (United States), for email delivery, certified under the EU-US Data Privacy Framework

Each transfer is covered by an appropriate safeguard, either Standard Contractual Clauses approved by the European Commission or the EU-US Data Privacy Framework.

How long we keep it

Czech law requires accommodation providers to keep the guest register for six years from the end of the calendar year in which the stay took place. We keep your registration data for that period.

The confirmation issued by the police (doručenka) is kept for the same period, as proof that the registration was made.

Messages, payment records and consent records are kept for as long as needed for the purpose they were collected for, and no longer than the register itself.

Cookies

The check-in flow sets one cookie, which keeps you signed in to your own check-in session. It is strictly necessary for the service to work, so no consent banner is required and you cannot switch it off without losing access to your check-in.

We do not use analytics, advertising or tracking cookies.

On the payment screen, Stripe sets its own cookies for fraud prevention.

Your rights

Under the GDPR you have the right to:

• Ask what we hold about you, and receive a copy
• Have inaccurate details corrected
• Ask for your data to be deleted, though we must refuse for as long as the law requires us to keep the guest register
• Object to processing, or ask us to restrict it
• Receive your data in a portable format
• Complain to a supervisory authority

To exercise any of these, contact info@pragueretreat.com. We will respond within one month.

The Czech supervisory authority is the Úřad pro ochranu osobních údajů (Office for Personal Data Protection), Pplk. Sochora 27, 170 00 Praha 7, uoou.cz.

Automated decisions

We do not make automated decisions that produce legal effects for you. Reading your document with software is an aid to filling in a form, not a decision. You review and confirm every detail before it is submitted.

Changes

If we change how we handle your data, we will update this notice and change the date at the top. Where the change is significant, we will tell your accommodation provider so they can inform you.