In short
- ExpatAccountant.com is run by Ing. Roald van de Munt, Prague. Questions: contact@expataccountant.com.
- We use your data only to answer you and to provide the services you order. We never sell it.
- Card payments run through Stripe; we never see your card number.
- Video consultations get a written transcript (no video or audio recording), kept for 12 months. Quick phone calls are not recorded.
- Google Analytics and Google Ads cookies are set only if you click "Accept". Saying no changes nothing on the site.
- The law makes us keep client identification, invoices and filings for 10 years; other data we delete when we no longer need it.
- You can ask what we hold about you, have it corrected or deleted, and complain to the Czech data protection office. The details are below.
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
ExpatAccountant.com ("we", "us") is run by Ing. Roald van de Munt, owner of the company Alexio Consultancy s.r.o., IČO 11803860, DIČ CZ11803860, which provides and invoices all our services. Alexio Consultancy s.r.o. is a VAT payer. Tax advice is given by our tax advisor Ing. Karel Zacko, certified tax advisor no. 4794.
The controller of your data is Alexio Consultancy s.r.o., for this website, enquiries, bookings and the services you order from us. Where our tax advisor provides a service, he processes the data needed for it under his own responsibility.
- Email: contact@expataccountant.com
- 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 ask our tax advisor to contact you (company accounting page) | Name, email, phone, the package you are interested in and your message | So our tax advisor can contact you and choose the right package with you: steps before a contract (Art. 6(1)(b)) |
| You book a call | Name, email, phone, chosen time, language, how you prefer to meet online, notes | To schedule and hold the call: contract (Art. 6(1)(b)) |
| You order and use a service (tax return, accounting, VAT, payroll) | Identity details and copies of ID/passport, date of birth, addresses, tax, social and health insurance numbers, bank details, income, invoices, payroll data of your employees 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) |
| Consultation by video (60 minutes) | A written transcript of what is said (text only: no video or audio is recorded), the chat, and files you share in the call | So you do not need to take notes 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 to switch the transcript off |
| Quick call (20 minutes) | Your phone or WhatsApp number; nothing is recorded | To call you at the booked time: contract (Art. 6(1)(b)) |
| You ask Taxbot 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 (the optional box on the contact form or in Taxbot) | Email, name, when and where you signed up and when you confirmed | 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: tax office (finanční úřad), Czech Social Security Administration (ČSSZ/PSSZ), health insurance companies, labour office, courts and the commercial register (Collection of Deeds). They receive only what the filing needs.
- Associated providers: our tax advisor Ing. Karel Zacko where a service requires one. Requests sent with the "Contact our tax advisor" form go to him directly, with a copy to us. Translators only when you order a translation.
- IT and service providers (processors):
- Infomaniak (Switzerland): website hosting and email
- Google (Google Workspace: email, Drive, Calendar; Google Fonts on this site)
- Our own booking system, on our hosting at Infomaniak; bookings are added to our Google Calendar
- Daily (United States): our browser meeting room for video consultations; calls run on servers in Frankfurt (EU)
- Deepgram (United States), used by Daily: turns the call audio into the written transcript
- Stripe: card payments; Raiffeisenbank: bank transfers
- Anthropic: generates Taxbot'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 (Infomaniak): the European Commission has decided Switzerland protects data adequately.
- United States: Google, Stripe and Meta are certified under the EU-U.S. Data Privacy Framework. For Anthropic, transfers rely on the EU Standard Contractual Clauses (2021), which are part of Anthropic's Data Processing Addendum.
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 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_… | 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 "Settings" button next to "Privacy and cookies" at the bottom of every page, or by deleting cookies in your browser.
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.
Data saved only in your browser
Our contact forms remember your name, e-mail and phone number in your own browser (local storage, not cookies), so you do not have to type them again. This is not sent to us until you send a form. The calculators keep what you type only in the open page. You can delete the saved data by clearing your browser's site data.
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), by ticking the separate, optional newsletter box. Sending an enquiry, asking Taxbot 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.
You sign up with double opt-in: you are only added after you click the link in our confirmation e-mail. Every newsletter has a personal unsubscribe link, or e-mail contact@expataccountant.com. Service emails about your own case (deadlines, documents, invoices) are not newsletters and continue while we work for you. The ExpatAccountant.com and TradeLicense.cz newsletters are separate: signing up for one does not sign you up for the other.
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 and tax advisor requests that did not lead to an order | 12 months after our last contact |
| Bookings | 24 months |
| Consultation transcripts (and earlier Zoom recordings) | 12 months after the call |
| Taxbot questions and answers | 12 months; the anonymised rate-limit code 24 hours |
| Newsletter | Until you unsubscribe. Unconfirmed sign-ups are deleted after 7 days. After you unsubscribe we keep only your address on a "do not email" list, so you are not added again without your new confirmation |
| Website analytics (with consent) | 14 months in Google Analytics |
| 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 (newsletter, and anything else we asked consent for) at any time; this does not affect processing before you withdrew it
Write to contact@expataccountant.com. 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. Services, withdrawal and refunds
The terms for working together, the EU right of withdrawal and refunds are on our terms and conditions page.
11. 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.
