Codeware GDPR
Data Protection & Privacy Policy (GDPR)
We are the company CODEWARE, s.r.o., with its registered office at Vratislavova 68/19, 120 00 Prague 2 – Nusle, Czech Republic, Company ID (IČO): 61061395, VAT ID (DIČ): CZ61061395, registered in the Commercial Register maintained by the Municipal Court in Prague, Section C, Insert 43043, and as the data controller we process your personal data.
1. Introduction
CODEWARE, s.r.o. (“CODEWARE”, “we”, “us”, or “our”) collects and processes certain personal data in the course of its business activities.
This includes personal data relating to customers, suppliers, business partners, employees, and other individuals with whom we have or may establish a business relationship.
This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR) and Act No. 110/2019 Coll., on the Processing of Personal Data, as amended.
2. Why This Policy Exists
This policy ensures that CODEWARE:
- Complies with applicable data protection laws and follows good practice
- Protects the rights and privacy of customers, employees, and business partners
- Is transparent about how personal data is processed
- Minimises the risk of personal data breaches
3. Legal Framework
The processing of personal data by CODEWARE is governed in particular by:
- Regulation (EU) 2016/679 (GDPR)
- Act No. 110/2019 Coll., on the Processing of Personal Data
- Act No. 480/2004 Coll., on Certain Information Society Services
These rules apply regardless of whether personal data is processed electronically, in paper form, or by other means.
4. Principles of Personal Data Processing
In accordance with Article 5 GDPR, personal data must be:
- Processed lawfully, fairly, and transparently
- Collected for specified, explicit, and legitimate purposes
- Adequate, relevant, and limited to what is necessary
- Accurate and kept up to date
- Stored only for as long as necessary for the purposes for which it is processed
- Processed in a manner that ensures appropriate security
- Processed in compliance with the rights of data subjects
5. Scope of This Policy
This policy applies to:
- The head office and all branches of CODEWARE, s.r.o.
- All employees and external collaborators
- All suppliers, contractors, and other parties processing data on behalf of CODEWARE
It applies to all personal data relating to identified or identifiable individuals, including but not limited to:
- Names and surnames
- Postal addresses
- Email addresses
- Telephone numbers
- Any other information relating to an identified or identifiable person
6. Data Protection Risks
This policy helps protect CODEWARE from risks such as:
- Unauthorised disclosure of personal data
- Unlawful or excessive processing of data
- Reputational damage caused by data breaches
- Loss, misuse, or unauthorised access to personal data
7. Responsibilities
Everyone who works for or with CODEWARE has a responsibility to ensure that personal data is processed lawfully and securely.
Management Responsibilities:
- The company’s management is ultimately responsible for GDPR compliance
- Regular review of data protection procedures
- Appropriate staff training
- Handling of data subject requests
- Approval of contracts with data processors
IT Department Responsibilities:
- Maintaining appropriate technical and organisational security measures
- Protecting systems against unauthorised access, data loss, and cyber threats
- Assessing third-party IT and cloud service providers
Marketing Responsibilities:
- Ensuring marketing activities comply with data protection laws
- Managing consent-based communications
- Handling data protection inquiries related to marketing activities
8. General Data Handling Guidelines
- Access to personal data is limited to authorised persons only
- Personal data must not be shared informally or without authorisation
- Strong passwords and security measures must be used
- Personal data must not be disclosed to unauthorised third parties
- Data must be regularly reviewed, updated, or deleted if no longer necessary
9. Data Storage and Security
Paper Records:
- Stored securely in locked cabinets
- Accessible only to authorised personnel
- Securely destroyed when no longer required
Electronic Data:
- Protected by passwords, encryption, and security software
- Stored only on approved servers and systems
- Regularly backed up and tested
- Not stored unnecessarily on personal devices
10. Use of Personal Data
When working with personal data:
- Devices must be secured when unattended
- Personal data must be transferred securely
- Encryption or secure communication channels are used where appropriate
- Personal data is accessed only for legitimate business purposes
11. Data Accuracy
CODEWARE takes reasonable steps to ensure that personal data is accurate and up to date.
- Data is stored only where necessary
- Individuals are encouraged to keep their data updated
- Inaccurate or outdated data is corrected or deleted without undue delay
12. Data Subject Rights
Individuals have the right to:
- Access their personal data
- Request correction or deletion of personal data
- Restrict or object to processing
- Data portability, where applicable
- Lodge a complaint with a supervisory authority
Data Subject Access Requests:
- Requests can be submitted by email to codeware@codeware.cz
- Requests are processed free of charge, unless manifestly unfounded or excessive
- We respond within one month, in accordance with GDPR
- Identity verification may be required
13. Disclosure of Data to Authorities
Personal data may be disclosed to public authorities or law enforcement agencies where required by law. Each request is carefully assessed for legality and necessity.
14. International Data Transfers
Personal data may be transferred outside the European Economic Area (EEA) only where appropriate safeguards are in place, in accordance with GDPR (e.g. adequacy decisions or standard contractual clauses).
15. What Personal Data We Collect and Why
E-shop Account Registration:
- Email address
- Optionally: name and surname
Purchase and Contract Performance:
- Name and surname
- Email address
- Delivery and billing address
- Telephone number
- Company name, company ID, VAT number (for business customers)
Delivery of Goods:
- Name and surname
- Delivery address
- Contact telephone number
16. Data Retention
Personal data is stored only for as long as necessary for the purpose for which it was collected.
- Customer and account data is retained for the duration of the business relationship
- Accounting and tax data is stored in accordance with applicable legal obligations
- Marketing data is stored until consent is withdrawn
Individuals may request deletion of their personal data by contacting codeware@codeware.cz, unless retention is required by law.
17. Contact Information
If you have any questions regarding the processing of your personal data, please contact us using the email above.
