Privacy Policy
Last updated: 03.11.2026
This page explains what happens to your personal information when you contact Pexpats, book a consultation, order a service, or use our website.
It also explains how long we keep your information and what you can ask us to do with it.
1. Who we are
Your personal information is handled by:
Company: pexpats.com s.r.o.
Registered address: Revoluční 1082/8, 110 00 Praha 1 – Nové Město, Czech Republic
Company ID (IČO): 09675094
Email: info@pexpats.com
Pexpats is a private company registered in the Czech Republic. We provide tax, accounting, business registration, and related services.
You can contact us at info@pexpats.com with any questions about your personal information.
2. When you contact us
Our website contact form asks for your name, email address, phone number, nationality, EU or non-EU citizenship status, the service you are interested in, and your message.
We ask about nationality and citizenship because the requirements for some services are different for EU and non-EU citizens. In certain cases, your nationality also affects which documents or procedures are required.
We use your email address to reply to your inquiry. If we need to clarify something, we may call the phone number you provided.
You can also email us directly. If you do, we receive your email address, message, and any documents you attach.
We use this information to answer your questions, explain our services, and continue the conversation when necessary.
When you contact us about a possible service, we process your information under Article 6(1)(b) GDPR, which allows us to take steps before entering into a contract. For other inquiries, we rely on Article 6(1)(f) GDPR, which allows us to respond to messages sent to our business based on our legitimate interests.
We do not use contact form information to send newsletters or unsolicited marketing emails.
3. When you book a consultation
You can book a consultation or quick call with Pexpats through Calendly.
The booking form asks for your name, email address, phone number, and information about the reason for your call.
Some consultations require additional details. For example, we may ask about your nationality or EU citizenship status when discussing business registration or residency matters.
For tax consultations, we may ask about your income before the call. This helps us understand what you need and prepare the relevant calculations or information.
We use the details you provide to arrange the call, contact you about your booking, prepare for the consultation, and answer your questions.
We process this information under Article 6(1)(b) GDPR because you have requested a consultation or a service.
Calendly receives the information entered into the booking form and processes it to manage the appointment.
4. When you order a service
When you order a service from Pexpats, you complete an online form.
The information we ask for depends on the service. It can include your name, contact details, date of birth, nationality, passport details, residential address, tax identification details, employment information, business information, financial information, and supporting documents.
We use these details to prepare the documents and applications needed for your order.
For business registration, this includes preparing the application and generating a power of attorney.
For tax services, we use the relevant financial and identification information to prepare tax returns and other required documents.
When the service requires it, we submit information to the relevant Czech authorities on your behalf under a power of attorney.
We also use your information to arrange appointments, update you about your order, answer questions, and provide copies of documents when requested.
We process information needed to provide your service under Article 6(1)(b) GDPR, which covers the performance of a contract. Where we must process information to meet a legal obligation, Article 6(1)(c) GDPR applies.
Some information is required to prepare documents or complete applications. Without it, we may not be able to provide the service you ordered.
5. Where we manage your information
We use several business applications to handle inquiries, consultations, customer orders, and documents.
Google Workspace (Gmail)
We use Gmail for business email, including customer inquiries, correspondence, and documents sent to us.
Freshdesk
We use Freshdesk to manage inquiries and customer support.
Messages sent to our corporate email address can also appear as Freshdesk tickets. This allows our team to reply to customers and follow up on previous conversations.
ClickUp
We use ClickUp to organize customer orders and the work involved in completing them.
Customer details, documents, and information related to an order are kept there so our team can prepare and complete the requested service.
Calendly
We use Calendly for consultation bookings and quick calls.
Calendly processes the contact details, appointment information, and answers you enter when booking a call.
These providers process information as part of the services they supply to Pexpats.
6. Who receives your information
We send personal information to Czech authorities when this is necessary to complete a service you have ordered.
Depending on the service, this can include:
- Czech tax authorities
- Trade licensing offices
- Czech Social Security Administration
- Public health insurance providers
- Immigration and residency authorities
- Other public authorities involved in your application or registration
For example, when registering a business, we submit the information required by the trade licensing office. When preparing a tax return, we submit the relevant information to the tax authorities.
We also use Google Workspace, Freshdesk, ClickUp, and Calendly for email, customer support, order management, and consultation bookings.
We do not share customer information with external accountants, tax advisors, translators, or other independent professionals as part of our regular service process.
We do not sell personal information or give customer contact details to third parties for their own marketing.
7. How long we keep your information
We keep information for as long as we need it to handle your inquiry, complete your order, or meet a legal requirement.
Contact inquiries and emails
We keep correspondence while an inquiry is being handled and for any necessary follow-up.
Freshdesk tickets are generally removed approximately three months after the relevant communication.
We also periodically delete emails from Gmail during routine mailbox maintenance.
Some emails are kept longer when they relate to an ongoing matter, a customer order, or a legal obligation.
Consultation bookings
We use Calendly booking information to arrange calls, prepare for consultations, and handle communication about appointments.
We may keep booking information when it is needed for further communication, a later service order, or a legal requirement.
Customer records and documents
We generally keep customer service records for up to five years after completing the relevant service.
Customers sometimes contact us several years after an order to request copies of registration documents, tax numbers, confirmation letters, or other paperwork. Keeping these records allows us to provide those documents without asking customers to start the process again.
Some records, including certain tax and accounting documents, must be kept for longer periods under Czech law. We retain those documents for the period required by law.
We may also need to keep information when it is necessary to establish, exercise, or defend legal claims.
If you ask us to delete your information, we review the request under GDPR and the applicable legal requirements.
8. Your rights under GDPR
GDPR gives you several rights concerning your personal information.
Access: You can ask what information we hold about you and request a copy.
Correction: If your information is incorrect or incomplete, you can ask us to correct it.
Deletion: You can ask us to delete your information when the conditions for deletion under GDPR are met.
Restriction: In certain situations, you can ask us to stop using your information while keeping it on record.
Data portability: Where this right applies, you can ask for certain information in a commonly used, machine-readable format.
Objection: You can object to processing based on our legitimate interests in circumstances covered by GDPR.
Withdrawal of consent: If we process information based on your consent, you can withdraw that consent at any time. This does not affect processing carried out before you withdrew it.
To make a request, email info@pexpats.com.
We normally respond within one month, as required by GDPR.
Some requests have legal limits. For example, we cannot always delete documents that Czech law requires us to keep.
9. Information processed outside the European Economic Area
We use Google Workspace, Freshdesk, ClickUp, and Calendly. These companies operate internationally.
Depending on their arrangements, information may be stored or accessed outside the European Economic Area.
When personal information is transferred outside the European Economic Area, the transfer must be covered by a mechanism permitted under GDPR. This can include an adequacy decision or standard contractual clauses, depending on the circumstances.
You can email info@pexpats.com to ask about the safeguards that apply to your information.
10. Cookies and website analytics
Our website uses cookies and similar technologies.
Some cookies are needed for the website to work. Others help us understand how visitors use the website or measure the results of our advertising.
We use Google Analytics 4 for website statistics and Google Ads to measure advertising performance.
Optional analytics and marketing cookies are controlled through your cookie preferences.
You can change your choices using Cookie Preferences in the website footer.
You can find more information in our Cookie Policy.
11. Public website tools
Pexpats provides free online tools, including an invoice generator and document generators.
These tools are designed to create documents using the information you enter in your browser.
Information entered into these tools is not intended to become part of a customer order unless you separately send it to Pexpats through an order form, email, or another communication channel.
12. How we protect your information
We use technical and organizational measures to protect customer information against unauthorized access, loss, and misuse.
Our team members have access to customer information when they need it to answer inquiries, manage orders, or provide services.
We use business applications to organize customer correspondence and documents.
13. Automated decisions
We do not make decisions about customers solely through automated processing where those decisions would have legal or similarly significant effects.
Our services involve reviewing customer information and preparing the documents or applications needed for the requested service.
14. Complaints
If you have a question or concern about how we handle your information, email info@pexpats.com.
You also have the right to complain to a data protection authority.
In the Czech Republic, this is:
Úřad pro ochranu osobních údajů (ÚOOÚ)
Website: https://uoou.gov.cz
15. Changes to this policy
We update this page when our services, the way we handle personal information, or the legal requirements change.
