PRIVACY POLICY

Last updated: 21 August 2026

1. Data controller

The controller of personal data is:

Quantum Hive s.r.o.
Company ID No.: 24460851
Registered office: Rybná 716/24, 110 00 Prague 1 — Staré Město, Czech Republic

Contact for privacy-related questions and requests:

help@quantumhive.cz

2. Who this Privacy Policy applies to

This Privacy Policy applies in particular to individuals who:

visit the Quantum Hive website;
contact Quantum Hive regarding research, process, software or other professional or B2B collaboration;
communicate with Quantum Hive in connection with research, academic or institutional collaboration;
contact Quantum Hive regarding professional opportunities;
act as contact persons for a business, technology, research, academic or institutional partner;
submit a proposed project, research question, technology solution or other potential collaboration to Quantum Hive;
are otherwise in direct professional or business communication with Quantum Hive.

3. Personal data we process

Depending on the situation, we may process in particular:

Contact and identification data

first and last name;
professional or academic position;
organisation or institution;
email address;
telephone number, if provided;
other contact details included in the communication.

Communication content and project information

content of emails and messages;
attachments;
information about a proposed collaboration, research project, process, software or technology solution;
information about a project, data or requested output where you are authorised to provide it to us;
information required to prepare a meeting, pilot, technical assessment, proposal or contractual relationship.

Data related to professional opportunities

CV, if provided;
professional history and education;
professional experience and skills;
links to professional profiles;
work samples, code, models, analyses, research or other materials that you send to us;
information generated during any subsequent communication.

Technical and security data

Normal website operation may generate basic technical data such as:

IP address;
request time;
requested page;
device or browser type;
technical server or security logs.

The scope of such data depends on the hosting and technical infrastructure actually used.

4. Sources of personal data

We obtain most personal data directly from you.

In appropriate cases, we may also obtain professional contact details:

from a person who introduces us to you;
from a publicly available professional source;
from the organisation for which you work or which you represent.

We use such data only to the extent appropriate for professional, research, technology, academic or business communication.

Where personal data are not obtained directly from you, we will provide the required information about the processing within the applicable legal period, generally no later than when we first communicate with you, unless a legal exception applies.

5. Purposes and legal bases of processing

5.1 Research, process, software and business collaboration

Purpose: responding to an enquiry, assessing a potential collaboration, understanding the brief, preparing a pilot or project, carrying out a technical or professional assessment, preparing a meeting, proposal or contractual relationship, and subsequent communication.

Legal basis: steps taken at your request prior to entering into a contract and, in other cases, Quantum Hive's legitimate interest in conducting reasonable professional and business communication and assessing potential projects and collaborations.

5.2 Research, academic and institutional collaboration

Purpose: assessing, preparing, organising and documenting joint research, research support, an institutional project, academic collaboration or another professional project.

Legal basis: steps prior to entering into a contract where relevant and/or Quantum Hive's legitimate interest in developing professional, research, academic and institutional collaboration.

5.3 Professional opportunities

Purpose: assessing potential professional collaboration, an internship, employment relationship or another professional opportunity.

Legal basis: steps taken at the applicant's request prior to potentially entering into a contract.

If we wish to retain the data for other future opportunities beyond the original communication, we will request consent unless another appropriate legal basis exists for further processing.

5.4 Assessment of unsolicited projects and professional submissions

Purpose: initial assessment of a project, research, technology or other professional submission that you send to us and deciding whether to continue the communication.

Legal basis: Quantum Hive's legitimate interest in reasonably assessing incoming professional communications; where the communication is made at your request with a view to entering into a specific contractual relationship, pre-contractual steps may also be relevant.

Before an appropriate confidentiality framework has been agreed, do not send personal data or information that you are not authorised to disclose, third-party trade secrets, access credentials or other sensitive non-public materials unless their disclosure has been agreed in advance.

5.5 Protection of rights and documentation of communications

Purpose: documenting material business, professional, research and project communications, resolving disputes, protecting legal claims and demonstrating the existence or content of a relationship.

Legal basis: Quantum Hive's legitimate interest in protecting its rights and legal claims.

5.6 Security and technical operation

Purpose: ensuring secure and stable operation of the website and information systems, preventing misuse and handling security incidents.

Legal basis: Quantum Hive's legitimate interest in the secure operation of its website and systems.

5.7 Compliance with legal obligations

Where processing is required by law, we also process personal data for the purpose of complying with Quantum Hive's legal obligations.

6. Direct marketing and commercial communications

Quantum Hive does not operate a public newsletter or marketing profiling of website visitors through this website.

Where Quantum Hive sends commercial communications or carries out direct B2B outreach, it acts in accordance with the applicable data-protection and electronic-communications rules.

You may object at any time to the processing of personal data for direct marketing purposes. Once such an objection is made, your personal data will no longer be processed for that purpose.

7. Requirement to provide data

Providing data through email or other direct communication is generally voluntary.

Without certain basic contact or substantive information, however, we may be unable to respond to an enquiry, assess a proposed project or collaboration, prepare a technical or professional assessment, or continue the communication.

If a contractual relationship is established, certain data may be necessary to enter into or perform the contract or to comply with legal obligations.

8. Retention periods

We retain personal data only for a period appropriate to the relevant purpose.

Professional, business, research, technology and project communication

We retain data for the duration of active communication and afterwards for as long as necessary for follow-up, internal records and protection of rights, generally for no longer than 3 years from the last material communication, unless a contractual relationship or another reason justifies longer retention.

Contractual relationships

Where a contractual relationship is established, relevant data may be retained for the duration of that relationship and afterwards for as long as necessary to comply with legal obligations and protect legal claims.

Professional opportunities

Data relating to a specific professional opportunity are retained for the duration of the communication and generally for no longer than 6 months afterwards, unless longer retention is justified by the specific situation, a legal claim or your consent.

Technical and security logs

Technical logs are retained only for as long as required for security and operational purposes according to the configuration of the infrastructure used. Where a security incident occurs, relevant data may be retained for longer where necessary to investigate the incident or protect rights.

9. Recipients of personal data

Personal data may be accessed, to the extent necessary, in particular by:

authorised persons working for Quantum Hive;
providers of hosting, email, IT, security and cloud services;
providers of tools used for professional communication, project collaboration, development or document management;
external specialists or suppliers involved in a specific project where their involvement is necessary and lawful;
legal, accounting, tax or other professional advisers where their involvement is necessary;
universities, research organisations or other project partners where disclosure is a necessary and lawful part of a specific collaboration;
public authorities where disclosure is required by law or a binding decision.

Where a recipient acts as a processor, it processes personal data only to the appropriate extent and under the relevant contractual and security conditions.

10. Transfers outside the European Economic Area

Some providers of technical or cloud services may process data outside the European Economic Area.

Where such a transfer takes place, we use an appropriate legal mechanism under the GDPR, in particular an adequacy decision or appropriate safeguards such as Standard Contractual Clauses, where applicable.

11. Automated decision-making

In connection with the public website, we do not carry out decisions based solely on automated processing that produce legal effects or similarly significant effects for visitors or individuals who contact us.

12. Your rights

Subject to the conditions set out in the GDPR, you have in particular the right to:

receive information about the processing of your personal data;
request access to your personal data;
request correction of inaccurate or incomplete data;
request erasure of personal data where the legal conditions are met;
request restriction of processing;
object to processing based on legitimate interests;
object at any time to direct marketing;
request data portability where the legal conditions are met;
withdraw consent where a particular processing activity is based on consent.

Exercising these rights does not affect processing that we are required or permitted to carry out on another legal basis.

Requests may be sent to help@quantumhive.cz.

We will respond without undue delay and within the applicable legal time limits.

13. Complaint to a supervisory authority

If you believe that the processing of your personal data does not comply with applicable law, you have the right to lodge a complaint with a supervisory authority.

In the Czech Republic, the supervisory authority is:

Office for Personal Data Protection
Pplk. Sochora 27
170 00 Prague 7
Czech Republic
Email: posta@uoou.gov.cz

14. Security

Quantum Hive implements appropriate technical and organisational measures proportionate to the nature of the personal data processed and the risks associated with processing.

No method of electronic transmission or storage, however, can be considered absolutely secure.

15. Changes to this Privacy Policy

We may update this Privacy Policy, in particular where our processing activities, scope of collaboration, website technology or legal requirements change.

The current version will be published on the website together with the date of the latest update.