Wise Expats — Professional Relocation & Bureaucracy Support
Effective Date: 1 May 2026
Scope: Personal Data Processing & General Data Protection Regulation (GDPR) Compliance
At Wise Expats, we view the protection of your personal information not just as a legal obligation, but as a foundation of the trust you place in us. This Privacy Policy outlines how we collect, handle, and safeguard your data, as well as the rights you hold under the General Data Protection Regulation (GDPR) and current Czech data protection legislation.
We are fully committed to the principles of transparency and data minimization—meaning we only collect what is strictly necessary to deliver our high-end relocation, administrative, and corporate support services.
1. Data Controller Details
The data controller responsible for your personal information under Regulation (EU) 2016/679 (GDPR) is:
- Business Name: Wise Expats
- Contact Email: info@wiseexpats.com
2. Categories of Personal Data We Process
To provide our specialized relocation, visa, tax, and business administrative assistance, we process the following types of information:
- Identity Information: Full name, surname, date of birth, nationality, and photographic identity documents.
- Contact Details: Email addresses, phone numbers, and physical mailing or residential addresses.
- Regulatory & Application Data: Copies of passports/IDs, immigration documents, criminal record excerpts, lease agreements, proof of funds, employment contracts, tax identification numbers, and educational certificates.
- Transaction Records: Payment history, billing details, invoices, and service orders.
- Digital Logs: IP addresses, browser types, cookies, and general navigation patterns on our official website.
- Correspondence: Complete records of your interactions with us via website forms, consultation scheduling platforms, email, chat, or telephone.
Note on Third-Party Data: If you provide data regarding third parties (such as family members, spouses, or employees), you formally confirm that you have informed them of this privacy policy and possess the explicit legal right to share it.
3. How We Collect Your Data
We collect personal data directly from you when you interact with our business lifecycle:
- When you fill out website contact or quote forms, or send us a direct email.
- When you book an immigration or business consultation via our integrated scheduling tool (Calendly).
- When you securely provide supporting paperwork and digital documents required to fulfill your specific applications.
- When you browse or navigate our digital platform and website.
4. Purposes and Legal Basis for Processing
We process your data under clear legal grounds permitted by the GDPR framework:
- Performance of a Contract: To fulfill the relocation, visa, residency, or trade license registration services you request from us.
- Legal Obligations: To comply with strict Czech accounting regulations, tax laws, auditing mandates, and anti-money laundering (AML) protocols.
- Legitimate Interests: To manage internal client portfolios, analyze website operational metrics, and protect our legal rights or defend claims in the event of a dispute.
We do not use your personal data for automated decision-making or algorithmic profiling.
5. Data Retention Schedule
We apply a strict retention schedule to ensure data is never kept longer than legally or operationally necessary:
- Active Files: Data is actively processed for the full duration of your service delivery contract.
- Post-Service Continuity: Core identity, contact, and application records are retained for 5 years following the completion of our final service to ensure continuity and handle eventual legal claims.
- Tax & Accounting Records: Invoices and statutory accounting files are maintained for 10 years as explicitly mandated by Czech tax law.
- Legal Claims Protection: General files required to protect our legal rights are stored for up to 16 years, covering the maximum statutory limitation periods for legal damages under the Czech civil code.
- Highly Sensitive Documents: Material copies of passports, visas, or criminal records are securely deleted the moment they are no longer actively required for processing by the government ministries.
6. Data Sharing and Third-Party Processors
We do not sell, rent, or trade your personal data under any circumstances. We only share strictly necessary data with trusted processors who help us run our essential operations:
- Infrastructure & Project Management (ClickUp): We utilize ClickUp (ClickUp, Inc.) as our primary data intake and internal task management system. Form submissions and secure uploads are hosted here.
- Scheduling (Calendly): Used securely for appointment scheduling and onboarding consultation bookings.
- Digital Infrastructure: Trusted website hosting, security networks, and email service providers.
- Government Authorities: Relevant Czech ministries (such as the Ministry of the Interior / OAMP), the Labor Office, trade offices, and foreign police, exclusively as required to fulfill your applications.
International Data Transfers
Some of our core infrastructure providers are based outside the European Economic Area (EEA), specifically in the United States (e.g., ClickUp, Calendly). To ensure a level of data protection fully compliant with EU standards, we rely on Standard Contractual Clauses (SCCs) and robust data privacy frameworks approved by the European Commission.
7. Technical Security and Safeguards
To prevent unauthorized access, loss, or alteration, we implement professional technical and organizational security protocols:
- Encryption: We utilize industry-standard AES-256 encryption for data at rest and TLS 1.2+ encryption for data in transit.
- Restricted Access: Systems are strictly locked down under a tight internal access policy limited only to authorized persons within our direct team.
- Secure Uploads: Sensitive files (passports, criminal record excerpts) are collected via secure channels to prevent unauthorized interference.
8. Your GDPR Rights
Under the GDPR, you hold full control over your personal data and can exercise the following rights:
- Right to Access: Request a complete copy of all personal data we hold about your profile.
- Right to Rectification: Ask us to correct inaccurate or incomplete information immediately.
- Right to Erasure (“Right to be Forgotten”): Request the permanent deletion of your data where it is no longer legally required to be maintained.
- Right to Restrict or Object: Challenge our processing based on legitimate interests or request temporary suspension of data processing.
- Right to Data Portability: Obtain your data in a structured, machine-readable format to move to another provider.
- Right to Withdraw Consent: Revoke your processing consent at any time, without affecting the lawfulness of processing before the withdrawal.
Statutory Restrictions: Please note that certain statutory limitation periods (such as mandatory Czech tax retention laws or open visa filings) may restrict your right to total erasure while those legal obligations remain active.
To exercise any of these rights, contact our Data Protection Coordinator directly at info@wiseexpats.com. We aim to respond to all valid requests within 30 days.
9. Right to Lodge a Complaint
If you believe your personal data has been mishandled or that we have violated data privacy frameworks, you have the right to lodge a formal complaint with the Czech supervisory authority:
The Office for Personal Data Protection
(Úřad pro ochranu osobních údajů – ÚOOÚ)
- Address: Pplk. Sochora 27, 170 00 Prague 7, Czech Republic
- Website: www.uoou.cz
10. Updates to This Policy
We may periodically update this Privacy Policy to reflect evolving services or shifting legislative requirements. The latest version will always be published on our specific website hub. Significant, structural changes to the way we handle data will be highlighted prominently on our homepage.
Please read our Terms and Conditions
Wise Expats Relocation Support