Data Protection & Privacy Policy

1. Introduction

This Privacy Policy explains how personal data is collected, used, and protected in connection with the use of the avail.guide application (the “Service”).

We are committed to processing personal data in accordance with the General Data Protection Regulation (GDPR) and applicable data protection laws within the European Union.

2. Roles and Responsibilities

In most cases, the company or organization providing access to the Service acts as the Data Controller, while avail.guide acts as the Data Processor, processing data on behalf of that organization.

Your Data Controller is typically your employer, contracting agency, or the organization that granted you access to the Service.

For the current deployment used by Time Change Prague, the Data Controller is:

If you have questions about how your personal data is used, please contact your organization directly.

3. Data We Process

Depending on how the Service is used, we may process the following categories of personal data:

• Name and display name
• Email address
• Phone number, if provided
• Availability and scheduling data
• Service assignments and status history
• Comments related to services or scheduling actions
• Authentication-related data for login access

We do not intentionally collect or process special categories of personal data unless explicitly required and lawfully provided by the Data Controller.

4. Purpose of Processing

Personal data is processed solely for legitimate operational purposes, including:

• Managing guide availability
• Planning and assigning services
• Coordinating office and guide workflows
• Sending assignment-related notifications
• Keeping operational logs and assignment history
• Maintaining, securing, and improving the Service

5. Legal Basis

Personal data is processed on the basis of the legitimate interests of the customer organization, the performance of contractual obligations, and, where applicable, compliance with legal obligations.

6. Data Storage and Security

We take reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, or disclosure.

• Access to the Service is protected by authentication and role-based permissions
• Data is transmitted over encrypted HTTPS connections
• Personal data is stored in secure infrastructure and databases
• Access is limited to authorized persons who need it for operational purposes

7. Data Sharing

We do not sell personal data. Personal data may only be processed by trusted service providers that support the operation of the Service, such as hosting or infrastructure providers, and only to the extent necessary to provide the Service.

8. Data Retention

Personal data is retained only for as long as necessary for operational purposes, contractual obligations, or compliance with applicable legal requirements.

Retention periods may vary depending on the customer organization’s setup and internal policies.

9. User Rights

Under GDPR, users may have the right to:

• Request access to their personal data
• Request correction of inaccurate data
• Request deletion of personal data
• Request restriction of processing
• Object to processing where applicable

Such requests should normally be addressed to the relevant Data Controller, meaning the organization that provided access to the Service.

10. International Transfers

Personal data should, where possible, be processed and stored within the European Economic Area (EEA). If any transfer outside the EEA becomes necessary, appropriate safeguards must be in place.

11. Contact

If you have general questions about this Privacy Policy or the Service, you can contact:

12. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect legal, operational, or technical changes. The latest version will always be published on this page.