Privacy policy

1. Data controller

The data controller is TotalMedia Group s.r.o., registered office Osadní 869/32, 170 00 Prague 7, ID 03829227, entered in the Commercial Register kept by the Municipal Court in Prague, section C, file 238284 (the “Company” or “we”).

You can contact us about personal data protection:

• by email at info@totalmedia.cz,
• in writing at the Company's registered office,
• by phone at +420 774 498 402.

2. What this policy covers

This policy covers personal data we process as a controller: data of visitors to this website, people interested in our services, contact persons of customers and suppliers, and job applicants.

When delivering a job we may also process personal data stored in our customers' systems. In that case the customer is the controller and we are a processor under Art. 28 GDPR; the terms are set out in a data processing agreement.

Processing of our employees' personal data is governed by employment contracts and internal policies.

3. Purposes, legal bases and retention

We only process data necessary for the given purpose. Providing data is voluntary, but without it we cannot handle your enquiry, conclude and perform a contract or assess your application.

Enquiries and communication via the website, email and phone

• Data: name, company, email, phone, type of work, the message and any attachment.
• Purpose: handling the enquiry, preparing an offer and negotiating a contract.
• Legal basis: steps taken at your request before entering into a contract (Art. 6(1)(b) GDPR); for questions unrelated to a contract, our legitimate interest in replying (Art. 6(1)(f) GDPR).
• Retention: for the duration of the negotiations; if no contract is concluded, at most 1 year from the last communication.

Data from the enquiry form is not stored in a database on the website, it is only sent by email; an attachment is added to the email and does not remain on the website.

Customers and suppliers

• Data: name of the contact person, job title, email, phone, billing and correspondence address, company ID and VAT number.
• Purpose and legal basis: concluding and performing a contract (Art. 6(1)(b) GDPR); legal obligations, especially accounting and tax (Art. 6(1)(c) GDPR); protecting our legal claims (Art. 6(1)(f) GDPR).
• Retention: for the duration of the contractual relationship and 3 years after it ends. Accounting and tax documents are kept for the period set by law, usually 10 years.

Job applicants

• Data: name, email, phone, CV and other data you provide to us.
• Purpose and legal basis: the selection process and negotiating an employment contract (Art. 6(1)(b) GDPR).
• Retention: until the selection process ends, at most 6 months from receiving the application. Longer, at most 2 years, only with your explicit consent (Art. 6(1)(a) GDPR), which you can withdraw at any time.

Website visitors: security and operation

• Data: IP address, browser type, access time, technical server logs.
• Purpose and legal basis: keeping the website secure and functional, protecting forms against abuse and spam (legitimate interest, Art. 6(1)(f) GDPR).
• Retention: to protect forms we store the IP address only in irreversibly hashed form for 15 minutes; server logs at most 3 months.

Analytics and marketing

• Data: online identifiers (cookies), information about behaviour on the website and interaction with advertising.
• Purpose and legal basis: measuring traffic, improving the website and showing relevant advertising, only with your consent (Art. 6(1)(a) GDPR and Section 89(3) of Czech Act No. 127/2005 Coll. on electronic communications).
• Retention: depending on the cookie type, see the Cookies chapter.

Embedded YouTube video

The video only loads from YouTube after you click to play it. We use the privacy-enhanced mode (youtube-nocookie.com). After the click, your IP address and playback data in particular are passed to Google and are then governed by its policies. Until then nothing is sent to YouTube.

We do not carry out automated decision-making or profiling with legal effects for you.

4. Who has access to your data

Only instructed employees and collaborators bound by confidentiality have access to personal data.

We pass an enquiry to the group brand it concerns. Freemason and BLACKONE are divisions of our company. Enquiries about websites, online stores and online marketing are passed to SEO optimalizace s.r.o., Harmonická 1384/13, 158 00 Prague 5, ID 24745065, which processes them further as an independent controller.

We may entrust data to carefully selected processors with whom we have a contract under Art. 28 GDPR:

• providers of hosting, email and cloud services,
• a provider of accounting and tax services,
• a provider of analytics and advertising tools (Google), only if you have consented to cookies.

We also provide data to public authorities where required by law. We never sell personal data.

5. Transfers outside the European Union

Google LLC may also process data in the USA. Transfers take place on the basis of the European Commission's adequacy decision (EU-U.S. Data Privacy Framework) or standard contractual clauses approved by the European Commission.

6. Your rights

In connection with the processing of personal data you have the right:

• of access to personal data (Art. 15 GDPR),
• to rectification of inaccurate data (Art. 16 GDPR),
• to erasure in cases set by law (Art. 17 GDPR),
• to restriction of processing (Art. 18 GDPR),
• to data portability (Art. 20 GDPR),
• to object to processing based on legitimate interest (Art. 21 GDPR),
• to withdraw consent at any time, without affecting the lawfulness of processing before withdrawal (Art. 7(3) GDPR); you can change cookie consent with the Cookie settings button in the footer,
• to lodge a complaint with the supervisory authority, the Office for Personal Data Protection, Pplk. Sochora 27, 170 00 Prague 7, uoou.gov.cz.

You can exercise your rights by email at info@totalmedia.cz or in writing at our registered office. We will reply without undue delay, within 1 month at the latest. So that we do not hand your data to the wrong person, we may ask you to verify your identity.

7. Cookies

Cookies are small text files a website stores in your browser. We always use essential cookies because the website does not work properly without them. We only use analytics, marketing and preference cookies with your consent, given in the cookie bar. Until you consent, Google's measurement tools run in Consent Mode, in which no analytics or advertising cookies are stored.

You can change or withdraw your consent at any time via the Cookie settings link in the footer. You can also delete or block cookies in your browser settings.

8. Security of personal data

We have adopted technical and organisational measures that protect personal data against unauthorised access, alteration, loss or misuse: in particular encrypted communication (HTTPS), access control, regular backups and system updates, and contractual confidentiality obligations. Printed documents are kept in locked premises.

9. Final provisions

We update this policy regularly. The current version is always published on this page.