Privacy Notice

1. Who is the controller of personal data

Pikolee is a trade name used by:

Ing. Petr Hanel is the controller of the personal data described in this notice.

2. What personal data we process

If you submit an enquiry about a pilot partnership through the Pikolee website, we may process:

• your full name,
• the name of your hotel,
• your work email address,
• information about how the hotel currently handles guest requests,
• the content of the optional message about what you would like to address using Pikolee,
• technical data necessary for delivering and securing the submitted form, such as data about the request itself, the browser, the device or network connection, and security signals.

The hosting service and form protection process this technical data to the extent necessary to deliver and secure the request and protect against automated abuse.

Please do not send sensitive personal data or personal data of hotel guests through the form.

3. Why we use the data

We use personal data from the pilot form to:

• respond to your interest in a pilot,
• assess whether Pikolee is suitable for your hotel's operations,
• communicate about a possible pilot partnership,
• prepare and assess any subsequent business partnership.

We do not automatically use this data for a newsletter or unrelated marketing communications.

4. Legal basis

We process the data on the basis of our legitimate interests under Article 6(1)(f) GDPR: responding to a business enquiry initiated by you, assessing the suitability of a pilot partnership and conducting related B2B communication.

You have the right to object to this processing.

If a contractual relationship subsequently arises, some data may also be processed for the performance of the contract or compliance with legal obligations.

5. Is providing data mandatory?

Submitting the form is voluntary.

However, without the data marked as required, we cannot properly assess and respond to your interest in a pilot partnership.

You do not need to complete the optional text field.

6. How long we retain the data

If the contact does not result in a pilot or another contractual relationship, we retain personal data from the business enquiry for no more than 12 months from the last relevant communication.

If a pilot or contractual relationship arises, data necessary for that relationship may be retained for the period required by the relevant purpose, contract or applicable law.

We may retain data longer only where this is necessary to protect our rights or comply with a legal obligation.

7. Who may process the data

For website operation, form processing and related email communication, we use in particular the following technical service providers:

• Vercel — website hosting and server-side form processing,
• Cloudflare Turnstile — protection of the form against automated abuse,
• Resend — delivery of the email containing the form content,
• Google Workspace — receipt and subsequent communication relating to the pilot enquiry.

The data you submit in the form is included in an internal email about interest in a pilot partnership. It is delivered to our mailbox hello@pikolee.com. We do not send an automatic reply when the form is submitted, and we deliberately do not enable open tracking or click tracking for this email.

We do not store the submitted form in a database or create a record from it in the Pikolee application. Its processing consists of sending this one internal email and the subsequent email communication.

The form check runs only on submission, through server-side verification, and serves exclusively to protect against automated abuse. We do not use it for profiling or any other assessment of you.

These providers may act as processors of personal data within the scope of the services they provide.

We do not sell the data or provide it to third parties for their own marketing purposes.

8. Transfers of data outside the European Economic Area

Some technical service providers or their subprocessors may also process personal data outside the European Economic Area. We therefore cannot claim that all data is processed exclusively within the Czech Republic or the European Union.

If international transfers of personal data take place in the provision of a service, they must be carried out in accordance with the GDPR and using an appropriate data-protection mechanism where required for that transfer.

9. Website analytics

We currently do not use advertising pixels, behavioural analytics tools, session recording or marketing tracking on this website.

Technical records do still arise from running the website. Pikolee deliberately does not write form content to application logs. Operational and security infrastructure may, however, process necessary technical request metadata, such as records required to deliver and secure the page and protect against abuse. These records serve operation and security, not marketing tracking.

If we add analytics or marketing tools later, we will reassess the necessary information and consent obligations before activating them.

10. Automated decision-making

We do not use automated decision-making to assess interest in a pilot partnership that would produce legal or similarly significant effects concerning you.

We assess interest in a pilot individually.

11. Your rights

Under the conditions set by the GDPR, you may in particular request:

• access to your personal data,
• rectification of inaccurate data,
• erasure of data,
• restriction of processing,
• data portability, where the statutory conditions are met,
• to object to processing based on legitimate interests.

You may send your request to:

hello@pikolee.com

You also have the right to lodge a complaint with the Office for Personal Data Protection.

12. Changes to this notice

We may update this notice from time to time, in particular if the way the website is operated, the providers used or the scope of personal-data processing changes.

The current version will always be available on the Pikolee website.