Privacy Policy

1. What data we process and why

We only process personal data to the extent necessary for the given purpose and always on a specific legal basis:

• Contact form — name, e-mail address, phone number and the content of your message. Purpose: handling your enquiry and mutual communication. Legal basis: steps prior to entering into a contract and legitimate interest (Art. 6(1)(b) and (f) GDPR).
• Meeting booking — name, e-mail address, phone number, the chosen time slot and a note. Purpose: arranging and confirming a consultation. Legal basis: steps prior to entering into a contract (Art. 6(1)(b) GDPR).
• Website analytics (Google Analytics 4) — cookies, IP address and information about your device and behaviour on the site. Purpose: measuring and improving the website and measuring ad effectiveness, including attribution of successfully submitted enquiries to Google Ads. Legal basis: your consent (Art. 6(1)(a) GDPR).
• Form spam protection (Google reCAPTCHA v3) — IP address and information about your behaviour and device. Purpose: protecting forms against abuse. Legal basis: legitimate interest (Art. 6(1)(f) GDPR).

2. How long we keep your data

Data from the contact form and bookings is kept for the duration of our communication and afterwards for as long as needed to protect our legitimate interests, typically no longer than 3 years from the last contact. If a contractual relationship arises from your enquiry, the retention of the relevant documents is governed by accounting and tax law (typically up to 10 years).

Data processed through cookies is retained for the periods stated in the Cookie Policy. You can withdraw your consent to analytics cookies at any time.

3. Who we share data with

We do not sell your personal data. The following processors and recipients may access your data to the extent necessary:

• e-mail and the website operated on our own server infrastructure (server1.adaptis.cz);
• Google Ireland Limited and Google LLC in connection with Google Analytics, Google reCAPTCHA and the embedded Google booking calendar.

4. Transfers outside the European Union

When using Google services, data may be transferred to the United States. Such transfers are safeguarded by the European Commission's adequacy decision under the EU–US Data Privacy Framework, or by standard contractual clauses approved by the European Commission.

5. Your rights

In relation to the processing of your personal data, you have the following rights:

• the right of access to your personal data;
• the right to rectification of inaccurate or incomplete data;
• the right to erasure (the “right to be forgotten”);
• the right to restriction of processing;
• the right to data portability;
• the right to object to processing based on legitimate interest;
• the right to withdraw consent at any time, without affecting the lawfulness of processing before its withdrawal;
• the right to lodge a complaint with the supervisory authority, the Czech Office for Personal Data Protection (Úřad pro ochranu osobních údajů), Pplk. Sochora 27, 170 00 Prague 7, www.uoou.gov.cz.

6. How to contact us

You can exercise your rights and raise any questions about data processing by e-mail at info@adaptis.cz or by phone at +420 603 984 152. We handle requests without undue delay, within one month at the latest.

7. Cookies

Details about the cookies we use on the website can be found in the separate Cookie Policy at adaptis.cz/en/cookies.

8. ADAPTIS CRM: service scope and responsibility

ADAPTIS CRM is an organisation-managed B2B service for web/PWA and iOS. User accounts are created and managed by the customer organisation or its authorised administrator; it is not a consumer service with public registration.

For personal data that a customer organisation enters into CRM for its own business activities, that organisation generally determines the purposes and means of processing and acts as controller. Adaptis IT operates the service under the customer agreement and instructions, generally as processor. Adaptis IT may determine some purposes separately for its own account administration, service security, support and compliance obligations. The applicable agreement and processing circumstances determine the specific allocation of roles.

9. ADAPTIS CRM: data used by the service

The data used depends on the customer organisation's configuration, the user's permissions and the features in use.

• Organisation, account and administration data — work name and contact details, role, team, language, account status, and records of sign-ins, sessions, access and administrative changes.
• Customers, contacts and leads — company and identification data, addresses and business locations, contact people and work contact details, assignments, status, source and notes.
• Business activity — orders and their items and history, planned and completed visits and their outcomes, tasks and responses, work notes and related audit records.
• Operations and support — technical identifiers, operation times and status, security and audit events, errors, and information a user or administrator provides when seeking support.

10. ADAPTIS CRM: precise location, photos and on-device data

The app requests precise location only in the foreground after the user starts location verification during an active visit. On successful measurement it submits one usable sample for that action, including device time, coordinates and accuracy; the service may use it to calculate distance and a verification result. Sampling stops after a usable sample, an error or a timeout. The app does not continuously monitor location or collect it in the background.

Camera or photo-library access and photo upload occur only when the user deliberately captures or selects and submits a photo. The app does not automatically scan or upload the photo library. A photo is normalised before storage and kept with its business purpose and link to a customer, location or visit.

Persistent offline storage of business data on a device is available only when the customer organisation enables it and the user confirms a protected device. That storage is separated by account and organisation and the app clears it on sign-out or workspace change. Server records and backups follow separate retention rules.

11. ADAPTIS CRM: purposes, access and connected systems

CRM data is used to provide the service's functions — customer and contact management, work assignment, visits, tasks, orders, reporting and synchronisation — and for account and permission administration, security, audit, abuse prevention, operational diagnostics and support.

Authorised users of the customer organisation can access data according to their assigned roles and work scope. CRM may send selected business records to systems that the customer organisation has chosen and configured; the organisation's settings and instructions determine the scope of that transfer.

The ADAPTIS CRM app does not use advertising cookies or advertising or analytics SDKs, does not track users across apps or websites, does not sell personal data and does not use it to target advertising. It uses an essential sign-in session and the operational and security records described above.

12. ADAPTIS CRM: retention and requests

There is no single fixed retention period for all CRM data. Retention depends on the customer organisation's instructions and policies, the customer agreement, the record type, and operational, security or legal needs. Precise coordinates, photos, audit records and backups may follow different retention cycles. The organisation's administrator or Adaptis IT can provide the period applicable to a specific organisation under the relevant agreement.

A request concerning customer, contact, order, visit, task or note data in CRM should normally be directed first to the organisation that manages the account and determines how those records are used. You can contact Adaptis IT at info@adaptis.cz with a service question or to ask that a request be routed to the relevant organisation.

13. Changes to this policy

We may update this policy from time to time, for example in response to changes in the tools we use or in applicable law. The current version is always available on this page; the last-updated date shown above is decisive.