Privacy Policy

The controller of personal data is:

Vlastimil Vlk (operating as Vaqtria)
Business ID (IČO): 04298586
Registered office: Ohradní 1355/33, 140 00 Prague 4 – Michle, Czech Republic
Email: vlastimilvlk@vaqtria.com
Web: vaqtria.com

For any matter related to personal data protection, you can reach me at: vlastimilvlk@vaqtria.com.

Depending on which form you submit or which service you use, I may process in particular:

A) Contact details

• first name and last name,
• email address,
• phone number,
• company, job title, or any other information you voluntarily provide.

B) Project and engagement data

• requested AI solution, automation, integration, or custom software development service,
• scope, timeline, pricing, payment method, and payment status,
• information needed to confirm and deliver the engagement,
• notes you add to your inquiry or order,
• information shared during discovery, implementation, integration, testing, deployment, training, and post-launch support.

C) Billing details

When required to issue an invoice or accounting document, I may process:

• company name or name of the client,
• company registration number (IČO),
• VAT ID (DIČ), if provided,
• billing address,
• payment details,
• variable symbol / reference,
• message to the recipient,
• data contained in accounting and tax documents.

D) Data from contact forms, downloads, and demo requests

• email address,
• phone number, if requested or voluntarily provided,
• information about which content, demo, case study, material, or service you have shown interest in,
• date and time the form was submitted,
• technical information related to the submission,
• data or technically transformed data used for measuring ad effectiveness, conversion tracking, remarketing, and attributing visits or registrations to ad campaigns — only if such processing is enabled by the website configuration and your consent.

E) Communication data

• content of email, phone, video-call, or other communication,
• information about scheduled meetings and calls,
• notes needed for follow-up communication, consultations, or project delivery,
• information about whether you have consented to receiving information or follow-up contact.

F) Technical data

When using the website or its forms, the following technical data may be processed:

• IP address,
• date and time of the visit or form submission,
• traffic source,
• information about device, browser, and operating system,
• cookies and similar technologies,
• data necessary to secure the website and prevent form abuse.

I do not process special categories of personal data such as health, religion, or political views. Please do not share such information unless strictly necessary.

Client data inside AI systems. When delivering custom AI solutions, automations, or integrations, I may temporarily process data from your systems (documents, datasets, knowledge bases, internal communications) strictly for the purpose of building, testing, and deploying the agreed solution. Such data is processed under a separate data processing agreement or contractual terms and is not used to train any public AI model.

Personal data is obtained in particular:

• directly from you when you submit a form on the website,
• directly from you during email, phone, video-call, or other communication,
• when you request a consultation, demo, proposal, or AI implementation project,
• when you request access to a case study, material, or other content,
• from the company, organisation, or person that engages me on your behalf for a project or consultation,
• from public registries when needed to verify billing or identification details,
• from technical systems used to run the website, forms, email communication, bookings, and analytics.

A) Handling inquiries, communication, and scoping engagements

Purpose: Responding to inquiries, clarifying requirements, proposing next steps, scheduling discovery calls, and scoping AI implementation, automation, or software development projects.
Legal basis: Pre-contractual measures, performance of a contract, or legitimate interest in handling communication and follow-up.

B) Delivery of AI solutions, automation, software, and consulting

Purpose: Project intake, contract preparation, design and implementation of the AI solution, integration with your systems, testing, deployment, user training, customer support, and ongoing collaboration.
Legal basis: Performance of a contract or pre-contractual measures taken at your request.

Without this data, an engagement, consultation, or implementation project cannot be properly delivered.

C) Invoicing, accounting, and tax obligations

Purpose: Issuing invoices, recording payments, bookkeeping, and meeting tax and other statutory obligations.
Legal basis: Compliance with a legal obligation.

D) Sending requested materials, proposals, and project deliverables

Purpose: Sending proposals, case studies, documentation, specifications, deliverables, access credentials, demos, or other content you have requested or that is part of an engagement.
Legal basis: Performance of a contract, action taken at your request, or consent, depending on the situation.

E) Phone contact after a form submission or inquiry

If you provide a phone number, I may use it primarily for:

• operational communication,
• clarifying an inquiry, booking, or project scope,
• answering your question,
• a short consultation if you requested one,
• follow-up communication after a demo, download, or form submission — for feedback, answering questions, recommending next steps, or informing you about related services.

Legal basis: Performance of a contract, pre-contractual measures, legitimate interest in handling your inquiry, or consent for phone contact with a commercial or marketing offer.

If you do not wish to be contacted by phone for follow-up offers, simply let me know and I will not contact you for that purpose again. Phone calls are not recorded unless explicitly agreed beforehand.

F) Newsletters and information about related services

Purpose: Sending practical tips, technical notes, recommended tools, news, invitations to events, and information about AI implementation services, automation, custom software development, consultations, and related offerings in the area of artificial intelligence, productivity, and business process optimisation.
Legal basis: Consent, or legitimate interest / the statutory existing-customer exception for similar services where you are an existing client and have not opted out.

Consent to receive commercial communication is voluntary and is not a condition for requesting a service, a consultation, or any material — unless explicitly stated otherwise on a specific form. You can unsubscribe at any time, for example via the unsubscribe link in an email or by sending a message to vlastimilvlk@vaqtria.com.

G) Protection of legal claims and dispute resolution

Purpose: Protecting rights, handling complaints, keeping records of communication, demonstrating compliance, and defending legal claims when needed.
Legal basis: Legitimate interest in protecting rights and legal claims.

H) Operation, security, and improvement of the website

Purpose: Ensuring the website and its forms work correctly, preventing abuse, basic technical logging, measuring traffic, and improving content.
Legal basis: Legitimate interest in operating and securing the website. For analytics, marketing, or other non-essential cookies, the legal basis is consent.

Data needed to handle an inquiry, deliver a project, issue an invoice, or meet legal obligations is necessary. Without it, the service may not be possible to provide.

Data provided for marketing, newsletters, follow-up offers, or certain forms of phone contact is voluntary, unless clearly stated otherwise on a specific form.

Consent can be withdrawn at any time. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

Personal data may be disclosed, to the extent necessary, to the following categories of recipients:

• website, hosting, database, and form infrastructure providers,
• booking and scheduling system providers,
• email and newsletter platform providers,
• online meeting, webinar, and calendar tool providers,
• AI platform and infrastructure providers used to deliver the agreed solution (typically under a data processing agreement),
• cloud and storage providers used to host the delivered solution,
• accounting, invoicing, and tax service providers,
• banks and payment institutions,
• analytics and marketing tool providers, where used,
• persons providing technical administration, security, and maintenance,
• legal, accounting, or tax advisors where needed,
• public authorities where required by law.

In practice this may include services and tools such as Google Workspace, Google Meet, Google Calendar, Cal.com, MailerLite, Postmark, AI platforms (e.g. OpenAI, Anthropic, Google, or comparable providers) used to build and run the delivered solution, cloud infrastructure (e.g. Cloudflare, Supabase, AWS, or comparable providers), invoicing and accounting systems, hosting and database services, and other comparable tools used to operate the website, forms, communication, bookings, analytics, and project delivery.

Personal data is never sold to third parties.

Some tool and service providers may process personal data outside the European Union or European Economic Area, particularly providers of cloud infrastructure and AI platforms.

Where such transfers occur, they take place only under appropriate legal safeguards such as adequacy decisions, Standard Contractual Clauses, or other mechanisms under the GDPR.

Personal data is kept only for as long as necessary for the relevant purpose. Typical retention periods are:

• Inquiries and regular communication without a resulting engagement: typically no longer than 12 months after the last communication.
• AI implementation projects, consultations, and ongoing collaboration: for the duration of the engagement and then for the period necessary to protect legal claims.
• Accounting and tax documents: for the period required by law, typically 5 to 10 years depending on the document type.
• Data related to delivered materials and access credentials: for the period needed to deliver, support, and, where relevant, protect legal claims.
• Marketing emails and newsletters: until you unsubscribe or withdraw consent.
• Records of consents and unsubscribes: for the period needed to demonstrate that consent was granted or withdrawn.
• Phone number for follow-up contact: for the period necessary to make the call and complete the follow-up, not longer than the purpose for which it was provided.
• Technical data, security logs, and cookies: for the period necessary to operate, secure, and analyse the website, depending on the tool and cookie configuration.

After the relevant period, the data is deleted or anonymised unless there is another lawful reason to retain it.

In connection with the processing of personal data, you have in particular the right to:

• access your personal data,
• correct inaccurate or outdated data,
• erase personal data where the GDPR conditions are met,
• restrict processing,
• object to processing based on legitimate interest,
• object to direct marketing,
• data portability where processing is based on consent or performance of a contract and carried out by automated means,
• withdraw consent where processing is based on consent,
• lodge a complaint with the supervisory authority.

You can exercise your rights by email at: vlastimilvlk@vaqtria.com.

If you believe your personal data is being processed contrary to the law, you can also contact:
The Office for Personal Data Protection (Úřad pro ochranu osobních údajů)
Pplk. Sochora 27, 170 00 Prague 7, Czech Republic
Web: uoou.gov.cz

If you have given consent to receiving commercial communication, phone contact, or other marketing-related processing, you can withdraw it at any time.

You can withdraw consent for example by:

• clicking the unsubscribe link in an email,
• sending an email to vlastimilvlk@vaqtria.com,
• telling me during a phone call that you do not wish to be contacted further.

If you object to direct marketing, your personal data will no longer be processed for that purpose.

I do not carry out automated individual decision-making that would have legal effects on you or similarly significantly affect you.

AI systems delivered to clients may include automated processing, but their use, configuration, and any associated decision-making is governed by the engagement contract and the client's own responsibilities as data controller.

I use appropriate technical and organisational measures to prevent unauthorised access, loss, misuse, or damage to personal data. These include:

• limiting access to personal data,
• using secure tools and services,
• protecting accounts with strong passwords and multi-factor authentication,
• keeping systems up to date,
• data minimisation,
• working only with data necessary for the relevant purpose.

The website may use cookies and similar technologies.

Essential cookies

Essential cookies are needed for the website, forms, security, and core functionality to work correctly. They may be used without consent.

Analytics and marketing cookies

Analytics, marketing, and other non-essential cookies and similar technologies are used only with your consent, unless the law allows otherwise. They may be used to measure traffic, evaluate ad performance, support remarketing, improve content, and attribute traffic or registrations to advertising campaigns. In practice, advertising, analytics, and measurement tools from providers such as Google, Meta, or similar may be used. These tools may process technical data about the website visit, device, browser, traffic source, pages visited, and actions taken. Where the tool and website configuration allow it, contact data entered into a form (such as email or phone number) may also be used in technically transformed or hashed form for conversion measurement, campaign attribution, and improving ad targeting.

Embedded forms, booking systems, and external tools

The website may include embedded forms, booking widgets, videos, calendars, payment elements, or other third-party components. These tools may process technical data and cookies according to their own configuration and privacy policies.

This policy may be updated from time to time, for example when the tools, forms, services, or legal requirements change.

The current version is always available on this website.