Privacy Policy

Privacy Policy

Helpiner — operated by monit s.r.o.

Version effective as of: 1 June 2025

1. Introduction and Key Definitions

Personal data means any information relating to an identified or identifiable natural person (data subject). A data subject is considered identified or identifiable if they can be directly or indirectly identified, in particular by reference to an identifier such as a name, identification number, location data, or another element specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that person (Art. 4(1) GDPR).

The processing of personal data is governed primarily by:

Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data (hereinafter "GDPR"), directly applicable in the Czech Republic;
Act No. 110/2019 Coll., on the processing of personal data, as the Czech GDPR implementing act;
Act No. 127/2005 Coll., on electronic communications, in particular § 89(3) (cookies);
Act No. 480/2004 Coll., on certain information society services (commercial communications).

"User" – a natural or legal person who has created an account in the Helpiner application.

2. What Is Personal Data Processing?

Processing of personal data means any operation or set of operations which the controller or processor systematically performs on personal data, whether by automated or other means — in particular collection, storage, disclosure, modification, retrieval, use, transfer, dissemination, sorting, blocking, or erasure (Art. 4(2) GDPR).

3. Identity and Contact Details of the Controller

The controller of personal data is:

monit s.r.o., Company ID: 26981742

Registered office: Skorkovského 1643/115, 636 00 Brno, Czech Republic

Operating/contact address: Purkyňova 648/125 (TITC), 612 00 Brno

Email: office@monit.cz

Phone: +420 773 111 501 / +420 511 156 341

The controller does not carry out large-scale processing of special categories of personal data or systematic monitoring of individuals in public spaces. For this reason, the controller is not required to appoint a Data Protection Officer (DPO) under Art. 37 GDPR.

4. What Personal Data We Process and on What Legal Basis

4.1 Registration and Contractual Data

During registration and use of the Helpiner application, we process: first name, last name, email address, phone number, billing address, company ID, VAT number, payment card or bank account details.

Legal basis:

Art. 6(1)(b) GDPR — performance of the contract for the provision of the Helpiner service;
Art. 6(1)(c) GDPR — compliance with legal obligations (in particular, accounting records).

Retention period: For the duration of the contractual relationship and thereafter for the period required by applicable law — accounting records for 5 years (Act No. 563/1991 Coll.), tax documents for 10 years from the end of the taxable period (Act No. 235/2004 Coll.).

4.2 Newsletter and Commercial Communications

We process: first name, last name, email address, and optionally phone number.

Legal basis: Art. 6(1)(a) GDPR — voluntary consent to the processing of personal data, in conjunction with § 7(2) of Act No. 480/2004 Coll. (commercial communications).

Consent may be withdrawn at any time via the unsubscribe link in any email or by contacting office@monit.cz. Withdrawal of consent does not affect the lawfulness of processing carried out before its withdrawal (Art. 7(3) GDPR).

Retention period: Until consent is withdrawn, and at most for as long as the Helpiner service is offered.

4.3 Operational and Analytical Data (Website and Application)

When visiting our websites and using the application, we automatically collect: IP address, browser type and version, behaviour on helpiner.com, monit.cz and other home domains, activity and usage patterns within the Helpiner application.

Legal basis:

Art. 6(1)(a) GDPR — consent to the use of analytical and marketing cookies (via the cookie banner);
Art. 6(1)(f) GDPR — legitimate interest of the controller for technically necessary cookies ensuring the basic functioning of the website and application.

Cookie usage is also governed by § 89(3) of Act No. 127/2005 Coll. Further details are set out in the separate Cookie Policy.

Retention period: Analytical and statistical data are processed for a maximum of 26 months from the date of collection (in accordance with the recommendations of the Czech Data Protection Authority).

5. Your Rights as a Data Subject

As a data subject, you have the following rights under the GDPR:

Right of access (Art. 15 GDPR) — to obtain confirmation of whether we process your personal data and a free copy of that data.
Right to rectification (Art. 16 GDPR) — to request correction of inaccurate or completion of incomplete personal data.
Right to erasure / "right to be forgotten" (Art. 17 GDPR) — to request erasure of personal data where the purpose of processing has ceased, you withdraw consent, or processing is unlawful.
Right to restriction of processing (Art. 18 GDPR) — to request that processing be restricted in cases specified by law (e.g. while the accuracy of data is being verified).
Right to data portability (Art. 20 GDPR) — to receive your personal data in a structured, commonly used and machine-readable format, or to have it transferred to another controller.
Right to object (Art. 21 GDPR) — to object to the processing of personal data carried out on the basis of legitimate interest (Art. 6(1)(f)) or for direct marketing purposes. Following an objection, we will cease processing your data for these purposes unless we can demonstrate compelling legitimate grounds.
Right to withdraw consent (Art. 7(3) GDPR) — to withdraw consent to processing at any time, without affecting the lawfulness of processing carried out before withdrawal.
Right to lodge a complaint with a supervisory authority — you have the right to lodge a complaint with the Czech Data Protection Authority (ÚOOÚ), Pplk. Sochora 727/27, 170 00 Prague 7, tel. +420 234 514 111, www.uoou.cz.

Please submit requests to exercise your rights to office@monit.cz with the subject line "GDPR – [type of request]". We will respond without undue delay and no later than 30 days from receipt of the request (Art. 12(3) GDPR). In exceptionally complex cases, this period may be extended by a further 60 days, of which we will inform you.

6. Automated Decision-Making and Profiling

Helpiner, as an AI-powered tool, analyses patterns in how users interact with enterprise systems (CRM, ERP, workflow tools) in order to streamline their day-to-day work.

This analysis does not constitute automated decision-making with legal effects within the meaning of Art. 22 GDPR. The outputs of Helpiner serve solely as a decision-support tool for a human user — the user is always the final decision-maker. We do not engage in profiling that produces legally binding effects for users.

7. Processing of Recipients' Data — User as Controller, monit s.r.o. as Processor

Within the Helpiner application, monit s.r.o. acts as a processor (within the meaning of Art. 28 GDPR), processing personal data of recipients entered into the system by the user in the capacity of controller. This data includes in particular contact details of recipients (first name, last name, email, phone), data on their activity within campaigns and workflows, and the content of messages sent via the application.

The contractual relationship between the user (controller) and monit s.r.o. (processor) is governed by a Data Processing Agreement (DPA) concluded in accordance with Art. 28 GDPR, which forms part of the contractual documentation for the Helpiner application.

Please note that:

We may monitor the content, presence of spam, and lawfulness of campaigns being sent. If we have doubts about the lawfulness of the processing of recipients' personal data or the content of campaigns, we are entitled to temporarily suspend access to the application.
We will facilitate the exercise of recipients' rights to rectification, completion, erasure, or restriction of processing within the Helpiner application.
The current list of sub-processors (third parties involved in the provision of the service, in particular providers of cloud infrastructure and AI technologies) is available upon request at office@monit.cz.

7.1 User's Declaration as Data Controller

The user of the Helpiner application declares that, as controller of their recipients' personal data, they:

process their recipients' personal data only on the basis of a valid legal ground under Art. 6 GDPR (consent, performance of a contract, legal obligation, or legitimate interest);
do not enter special categories of personal data under Art. 9 GDPR into the Helpiner application, i.e. data revealing racial or ethnic origin, political opinions, religious beliefs, trade union membership, health data, sex life, or genetic or biometric data;
fulfil their information obligations to recipients under Art. 13 and 14 GDPR;
enable recipients to exercise their rights under the GDPR;
undertake to update recipient data in the Helpiner application within 24 hours of receiving notice to do so.

If a user of the Helpiner application breaches their obligations as a personal data controller under the GDPR and such breach causes damage to monit s.r.o., they shall be liable to compensate for that damage in full.

8. Protection and Security of Personal Data

We handle personal data responsibly and in accordance with applicable law. All data is stored on secure servers exclusively within the EU/EEA. We have implemented and maintain technical and organisational measures appropriate to the state of the art, including:

Server security via firewall and encrypted data transmission (HTTPS) across all domains;
Email communication scanning for viruses and phishing;
Access to personal data protected by password and multi-factor authentication (MFA);
Access to data restricted to authorised persons bound by confidentiality obligations;
Regular data backups and recovery testing;
24/7 security monitoring and incident management;
The organisation holds ISO 27001 and ISO 27018 certifications for information security management.

In the event of a security incident that could jeopardise the rights and freedoms of natural persons, we will fulfil our notification obligation to the Czech Data Protection Authority within 72 hours in accordance with Art. 33 GDPR.

9. Recipients of Personal Data

We disclose personal data only to the following categories of recipients, and only to the extent necessary for the given purpose:

Cloud infrastructure and hosting providers (servers exclusively within the EU/EEA);
AI and language technology providers involved in the operation of the Helpiner application;
Payment and invoicing service providers;
Marketing and analytics tool providers (only based on your consent to cookies);
Accounting and tax service providers;
Public authorities in cases required by law (courts, administrative bodies, the Czech Data Protection Authority).

All employees and collaborators who process personal data are bound by a duty of confidentiality, which continues after the termination of their contractual relationship.

Transfers to third countries: The controller does not intend to transfer personal data to third countries outside the EU/EEA. Should any such transfer occur (e.g. through a global AI technology provider), an adequate level of protection will be ensured by means of standard contractual clauses under Art. 46 GDPR. You will be informed of any such transfer in advance.

10. Cookies and Tracking Technologies

Our websites and application use cookies and similar technologies. Detailed information about the types of cookies, their purpose, provider, and retention period is available in the separate Cookie Policy.

You may withdraw or change your consent to analytical and marketing cookies at any time via the cookie banner on our websites.

11. Changes to This Policy

This Privacy Policy may be updated periodically to reflect changes in legislation, technology, or the scope of processing. The date of the current version is indicated in the header of this document.

We will notify you of any material change by email to the address registered in the application, or via an in-app notification within the Helpiner application, with reasonable advance notice before the change takes effect.

12. Contact Details and Exercising Your Rights

For any queries regarding the processing of personal data or to exercise your rights, please contact us:

Email: office@monit.cz (subject: "GDPR – [type of request]")

Postal address: monit s.r.o., Purkyněova 648/125 (TITC), 612 00 Brno

Phone: +420 773 111 501

We will respond to your request no later than 30 days from receipt (Art. 12(3) GDPR). In exceptionally complex cases, this period may be extended by a further 60 days, of which we will inform you in advance.

You also have the right to lodge a complaint with the supervisory authority — the Czech Data Protection Authority (ÚOOÚ):

Pplk. Sochora 727/27, 170 00 Prague 7
Tel.: +420 234 514 111
www.uoou.cz