Privacy Notice

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

Who is responsible for your data

Prague Retreat Management s.r.o. runs the accommodation you are staying at and also runs the CheckinGuest software. It decides what data is collected and why, so it is the data controller.

It uses the service providers listed on the subprocessors page as its processors.

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

If you stay at a property run by another company, that company is the controller and Prague Retreat Management s.r.o. acts as its processor. The privacy link in the check-in app shows the notice for your property.

Why we collect your data

Because the law requires it. Two Czech laws apply:

• Foreign guests: Act No. 326/1999 Coll. on the Residence of Foreign Nationals requires accommodation providers to report foreign guests to the Foreign Police and to keep a guest register (domovní kniha).
• Every paying guest, Czech guests included: Act No. 565/1990 Coll. on Local Fees (§3g) requires the provider to keep an evidence book (evidenční kniha) for the accommodation tax. It records your name, address, date of birth, identity document type and number, the dates of your stay, and the tax paid or the reason you are exempt.

Providing these 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.

Because we need to protect our properties, staff and guests. If something serious happens during a stay, a participating property may keep a short factual record and share it with other participating properties. See “Guest incident records (Redflag)” below.

Legal basis for each purpose

Under Article 6 of the GDPR:

• Police registration and the guest register: Article 6(1)(c), legal obligation (Act No. 326/1999 Coll.).
• Accommodation tax evidence book, for every paying guest: Article 6(1)(c), legal obligation (Act No. 565/1990 Coll., §3g).
• Your reservation, door codes and payments: Article 6(1)(b), performance of the contract for your stay.
• Your signature and consent records, IP address and browser logs, fraud prevention, and the support chat: Article 6(1)(f), legitimate interest. The interest is being able to prove that you checked in and accepted the house rules and terms, keeping the service and the property secure, preventing fraud, and answering your questions.
• Guest incident records (Redflag): Article 6(1)(f), legitimate interest. See the section below.

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.

Guest incident records (Redflag)

Some of the properties that use CheckinGuest take part in a shared incident record scheme, which we call Redflag. If something serious happens during your stay at one of them, the property may keep a short factual record. Its purpose is to protect the properties, their staff and other guests from repeated damage, unpaid stays and serious breaches of the house rules.

Legal basis. Our legitimate interest in protecting our properties, staff and guests (Article 6(1)(f) GDPR). You can ask us for a summary of how we balanced that interest against your rights.

When a record can be made. Only for something that actually happened during your stay, and only in one of these four categories:

• Property damage (with the cost recorded)
• Unpaid balance
• Payment reversed by your card issuer
• Serious breach of the house rules

What a record contains. Your name; a protected code made from your travel document number (the number itself is not stored in the record); the category; how serious it was; the date; a short factual description written by staff; and, where needed, photos or documents showing the damage or the cost. Staff are instructed to record facts only. A record never contains accusations of a crime, your nationality, health, religion or any other sensitive characteristic.

Who can see it.

• The property that made the record.
• Other participating properties, only if you book or stay with them. If you book with them, their staff may see that a record may relate to you, based on your name only, showing just the category and how serious it was. Because a name can belong to someone else, the description and any files are shown only if your travel document matches when you check in there.
• Other properties are never told which property made the record.
• Within a property, only managers can read the description and open the files. Every time a record is opened, this is logged.

A record never refuses a booking or a check-in by itself. A person at the property decides what to do.

How long it is kept. 12 months from the date of the incident, or 36 months for serious cases. It is then deleted automatically, together with any attached files. A record that is withdrawn stops being shown straight away.

Your rights. You can ask whether we hold an incident record about you and get a copy of it (including which property made it), ask us to correct it, dispute it, or object to it being used. While we review a dispute, the record is marked as disputed. If we cannot support it, we withdraw it. You can also ask for it to be deleted. Write to info@pragueretreat.com with “Redflag” in the subject. We will check your identity before we disclose anything, and reply within one month.

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.

Other participating properties. Only an incident record, and only if you book or stay with them. See “Guest incident records (Redflag)”.

We do not sell your data and we do not use it for advertising. The only way your behaviour is assessed is the incident record described in “Guest incident records (Redflag)”. It applies only after a real problem during a stay, and a person, not software, decides what to do with it.

Where your data is stored

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

These providers are based 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
• Cloudflare (United States), for the encrypted connection used to send registrations to the police. It does not store the data.
• Cloudbeds (United States), the booking system, where a property uses it

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 (domovní kniha) and the accommodation tax evidence book for six years from the date of the last entry. 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 to the property and support chat messages are deleted automatically 90 days after check-out. Event sign-ups are deleted 30 days after the event.

Your signature and consent records, including the IP address and browser, are kept with your registration data for the same six year period, as proof of your check-in.

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

Incident records (Redflag) are kept for 12 months from the date of the incident, or 36 months for serious cases, then deleted automatically together with their files.

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.

Incident records (Redflag) are shown to staff as information only. They never refuse a booking or a check-in automatically.

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.