Terms of Use of the Client Zone

1. General Terms and Conditions

1.1   These Terms of Use ("Terms of Use") govern the use of the Client Zone online portal ("Portal"), in particular the rights and obligations relating to the terms, conditions, manner and scope of use of the Portal.
1.2   The operator of the Portal is the company RENOMIA, a. s., ID No.: 483 91 301, with its registered office at Holandská 874/8, Štýřice, 639 00 Brno, registered in the Commercial Register maintained by the Regional Court in Brno, Section B, Insert 3930 (the "Operator"), which has granted companies linked by the property with the Operator or companies that are otherwise cooperating with the Operator, a current list of which can be found at https://www.renomia.com/client-zone-providers, the right to provide to their clients and/or potential clients the services available through the Portal (the “Provider”).
The Operator is also the Provider in cases where it provides services made available through the Portal to its own clients or potential clients.
1.3   The Portal is intended for all users – the natural persons, particularly to the natural persons that are
clients and/or potential clients of the Operator OR
clients and/or potential clients of the any of the Providers OR
are the employees, legal representatives or other authorized persons of the client of the Operator OR of the Provider (the "Client"), AND
who have reached the age of eighteen (18) years and have acquired full legal capacity (collectively "Users" or individually "User").
1.4   These Terms of Use are available to the User on the website www.client-zone.eu.
1.5   Before logging into the Portal for the first time and starting to use the Portal, each User is obliged to familiarize himself with the content of the Terms of Use. The User agrees to these Terms of Use and to the fact that he/she has been duly acquainted with the wording of these Terms of Use by checking the appropriate box when registering, and also by using in any way any information placed on the Portal.
1.6   Publication of any data or information in the Portal, except for the Terms of Use, does not have the nature of any legal action aimed at establishing or modifying the legal relationship between the Provider and the User beyond these Terms of Use (i.e. e.g. offer, performance of an obligation, etc.), unless otherwise expressly stated by the Provider in individual cases.
1.7   The Provider make the Portal available to the Clients in accordance with the relevant legal regulations governing its activities in the distribution of insurance (insurance products) (hereinafter referred to as the "Product") to Users (e. g. according to Act No. 170/2018 Coll., on the distribution of insurance and reinsurance, as amended).

2. Use of the Portal

2.1   Initial User registration is required to use the Portal.
2.2   Procedure for registering a new User:
  1. Creation of a user profile of a new User is provided either by an administrator on the Provider's side or by an administrator on the Client's side.
  2. The User shall contact the relevant administrator and provide him/her with his/her details: name and surname; job title / function / other legal relationship; telephone number; e-mail address; name of the Client under which the relevant User falls.
  3. The administrator creates a user profile for the new User.
  4. The User will then receive a welcome e-mail containing a username and a link to the Portal login page to the e-mail address provided and will set up a password for the Portal as instructed.
2.3   Depending on individual user settings, the Portal allows its Users to:
  1. display the Client's portfolio of insurance policies;
  2. view reported claims and their progress;
  3. report new claims;
  4. view premium payment regulations;
  5. view reports of vehicles in the fleet;
  6. administer the User's personal data;
  7. request a quote for insurance;
  8. request a change to an existing insurance policy;
  9. send an inquiry to your contact person (Client's or User's administrator) or liquidator.

2.4   The Portal also allows its Users to:

  1. upload documentation related to claims;
  2. download documentation (insurance policies, claims, payment regulations);
  3. export data displayed in the Portal.
2.4   After the first login to the Portal, registered Users are no longer required to provide any additional data.

3. Principles of using the Portal

3.1   The use of the Portal is free of charge and voluntary and is limited to the purposes of the Clients specified in these Terms of Use.
3.2   In addition to complying with the obligations set out in these Terms of Use, including but not limited to Article 4 below, the User must have an internet connection in order to be able to use the Portal.
3.3   The User is responsible for his/her own equipment and information systems used when using the Portal, as well as for their settings.
The Provider is not responsible for the User's devices or systems, nor for the use of these devices and systems by unauthorised persons.
3.4   The language of the Portal is Czech, English and Polish. .

4. Obligations of the Portal User

4.1   To use the Portal, the User is obliged to log in to the Portal by one of the following methods
4.1.1 First login:
After a new User's user profile is created by the administrator, the User proceeds with the first login to the Portal in accordance with the instructions delivered to the registered e-mail box:
  1. User will view the Portal login page;
  2. The user fills in their username found in the welcome e-mail they received;
  3. The user sets his/her own password for logging into the Portal (it is necessary to confirm twice);
  4. The user fulfils other conditions, if necessary in the given case (e.g. gives consent to the processing of personal data);
  5. User enters the confirmation code received to complete registration and first login.
4.1.2   Subsequent logging:
  1. User will view the Portal login page;
  2. User fills in it username and password;
  3. User clicks on the Login button.
4.1.3   Forgotten password:
  1. User will view the Portal login page;
  2. User clicks the Forgot Password option and fills in their username or registered e-mail;
  3. User receives an e-mail with further instructions;
  4. User sets a new password (it is necessary to confirm it twice).
4.2   The User of the Portal is also obliged to:
  1. have an internet connection;
  2. have a mobile phone available for the first login (SMS confirmation code);
  3. have a sufficiently charged mobile phone battery;
  4. have a current e-mail address and a phone number registered in the Portal to which they will receive a confirmation code when they first log in to the Portal;
  5. report and request deactivation of their user account in the event that the employment or other legal relationship with the Client is terminated;
  6. administer the personal data in the user profile in the Portal and keep it up-to-date, in particular the e-mail address (for the purpose of sending notifications) and telephone number;      
  7. make every effort to prevent misuse of their Portal login credentials.

5. Technical conditions for use of the Portal

5.1   In order to use the Portal, the User must log into the Portal by one of the methods set out in Article 4.1 above and agree and accept these Terms of Use in accordance with the instructions set out in the Portal.
5.2   The Provider is obliged to take all steps within its technical capabilities to ensure the functionality and availability of the Portal. However, the Provider is not responsible for the availability of the Portal.
5.3   The use of the Portal requires in particular:
  1. sufficient battery charge on the end device,
  2. internet connection.
5.4   The Provider may publish updates to the Portal. After the publication of a new version of the Portal, the Portal will be automatically available to all Users.
5.5  Use of certain features of the Portal may require access to certain resources on the User's end device, such as photos/multimedia, end device identifier and connection information. Denial of access to such resources may result in limitations to the Portal's features. The User acknowledges and agrees that when uploading photos within the Portal, the User shall comply with the protection of privacy and data minimization principles.
5.6  The Provider accepts no liability for the functionality of the Internet network or for malicious software (viruses, malware, etc.).
5.7  For a serious reason (such as a reasonable suspicion that the User is violating the Terms of Use, in particular by unlawful interference of the User with the mechanism of the Portal's operation, which affects the use of the Portal), the Provider may block the use of the Portal the User. By blocking the use of the Portal, the User is prevented from using the Portal.

6.Portal Security

6.1   The Provider recommends that the User deletes the login credentials, if stored on the device, upon termination of the use of the end device before handing over the device to a third party.
6.2   The Provider makes every effort to ensure a high degree of technical security of the Portal and the Users' data. However, the Provider informs that, due to the specifics of information technology, the Portal may be found vulnerable to certain threats in the future. For this reason, the Provider informs that it may from time to time issue messages containing instructions regarding security policies related to the use of the Portal. These messages with information, such as temporary unavailability of the Portal or other instructions, will be posted on the Portal.
6.3   The User agrees not to bypass or disrupt any technological security measures in the Portal or to disassemble, decompile or reverse engineer the Portal as a computer program.
6.4   When using the Portal, the User undertakes to comply with the Terms of Use, generally binding legal regulations, good manners and not to damage in any way the reputation of the Provider, the relevant insurance company with which the User has concluded an insurance contract through the Provider, or other Users.
6.5   The User undertakes to maintain the confidentiality of the data necessary for logging into the Portal for the entire period of access to the Portal and is obliged to protect it from misuse, loss or theft
6.6   The User further agrees that, in particular, not to:
  1. interfere with the security, technical nature or content of the Portal or otherwise misuse it;
  2. interfere with the use of the Portal by other Users; and
  3. use the Portal in any unauthorized manner;

6.7   The Provider is entitled to change and modify the functions, settings, user environment and any other parameters of the Portal at any time without prior notice to the User, with which the User expressly agrees. The User shall be informed in advance of all important changes and updates to the Portal.
6.8   The Provider is entitled to interrupt or limit the provision of all or some of the services and functions of the Portal at any time in order to carry out maintenance, repairs or modifications (including updates and upgrades) of the Portal. Thus, the Portal may not be available at all times. The functionality of the Portal may be subject to change as part of maintenance, repairs and/or modifications. The User will be informed in advance of any interruption or limitation of the services and functions of the Portal or of its temporary availability.
6.9   The Provider reserves the right to restrict access to the Portal or to stop providing technological support to the Portal at any time, of which the User will always be informed in advance.

7.Personal data protection

7.1   The protection of the User's personal data is provided in accordance with 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 and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) ("GDPR"), as well as in accordance with other legislation regulating the protection of personal data.
7.2   By using the Portal, the User acknowledges that:
  1. the Operator (hence the company RENOMIA, a. s., ID No.: 483 91 301, with registered office at Holandská 874/8, Štýřice, 639 00 Brno); OR
  2. the Provider (hence the company linked by property with the company RENOMIA, a. s. or company otherwise cooperating with it), with which the User has concluded the relevant contract regarding the mediation and administration of insurance, and which is enlisted at a list on https://www.renomia.com/client-zone-providers;

(for the purposes of the protection of personal data pursuant to this Article 8, hereinafter referred to as the "Controller"),
is, as a personal data controller, entitled to process the User's personal data within the scope of the data provided when using the Portal, or other voluntary data communicated to the Controller, for the purposes of enabling the User to use the functions within the Portal and to enable the Controller to fulfil the insurance distribution activities (provision of Products) by the Controller pursuant to the relevant legislation.

7.3   The Client provides the Controller with the Users' personal data for the purpose of establishing user access to the Users, only to the extent necessary to fulfil this purpose. The Controller processes personal data for this purpose on the basis of its legitimate interest within the meaning of Article 6(1)(f) of the GDPR, which is to comply with the Client's instructions within the framework of a mutual contractual relationship.
7.4  Users' personal data are strictly technically separated within the Portal so that only selected Controller according to the Article 7.2 of this Terms of Use has access to them, i.e. either the Operator (in the position of the Provider in the sense of the last sentence of Article 1.2 of the Terms of Use) or the relevant Provider.
If the Controller is the Provider, the Operator acts as a personal data processor in relation to the User's personal data processed by the Controller.
7.5  The User provides the following data through the Portal: first name, last name, title, the job position / work function / other legal relation, e-mail address, telephone number, name of the Client, login to the Portal, unless these personal data are already available to the Controller from the Client.

According to the specific Product selected or agreed by the User, the User then provides and the Portal contains additional data, whereby additional information is contained in:

  1. in the case that it concerns the client of the Operator, within the Information on the processing of personal data available on the website https://www.renomia.com/general-data-protection-regulation;  (hereinafter referred to as "Information");
  2. in the case that it concerns the client of the Provider, within the information on the processing of personal data of respective Provider, available and shown at the web pages of respective Provider.  

The User acknowledges that when uploading photos within the Portal, the User is obliged to comply with the privacy and data minimization principles.

7.6   Personal data shall be processed on the basis of the User's consent to the Terms of Use in the context of accessing the Portal (in particular, the performance of the contract within the meaning of Article 6(1)(b) GDPR; on the basis of fulfilment of the obligation of the Controller according to the Act No. 170/2018 Coll., on the distribution of insurance and reinsurance, as amended (performance of a legal obligation within the meaning of Article 6(1)(c) GDPR); on the basis of the legitimate interests of the Controller (legitimate interest purposes within the meaning of Article 6(1)(f) GDPR); or eventually on the basis of the consent of the data subject within the meaning of Article 6(1)(a) GDPR).
7.7  The provision of the User's personal data is voluntary; however, the provision of some personal data is necessary for the proper use of the Portal.
7.8   Personal Data is stored for the period of duration of the insurance and by the end of the tenth calendar year after its termination, if the Controller has become aware of it, or by the end of the tenth calendar year after the end of the insurance period in accordance with Section 80(4) of Act No. 170/2018 Coll., on the Distribution of Insurance and Reinsurance, as amended.
Further details on the data storage period also in the Information respectively in the information on personal data processing of the respective Provider (as stated above in Article 7.5).
7.9   The recipients or categories of recipients of personal data are: the User's employer / business partner (who is a client of the Controller); cooperating tied agents or additional insurance intermediaries; providers of information and communication systems, technical infrastructure (e.g. IT and/or cloud services); legal representatives (attorneys) of the Controller; and the Operator as a processor of personal data if the Controller is the Provider.
Further details on the recipients also in Information respectively in the information on personal data processing of the respective Provider (as stated above in Article 7.5).
The current list of recipients of personal data, including personal data processors, will be provided by the Controller to the User upon request.
7.10   The Controller guarantees the Users whose personal data it processes the exercise of their rights under the law if the conditions under the GDPR are met, in particular the right (i) to access personal data, (ii) to correct inaccurate or incomplete personal data, (iii) to erasure of personal data if the personal data is no longer necessary for the purposes for which it was collected or otherwise processed, or if it is found that it was processed unlawfully, (iv) to restrict the processing of personal data, (v) for data portability, (vi) to object, after which the processing of personal data will be terminated, unless it is proven that there are other legitimate grounds for the processing that override the interests or rights and freedoms of Users, in particular grounds related to the establishment, exercise or defence of legal claims, and (vii) to contact the supervisory authority, which in the Czech Republic is the Office for Personal Data Protection (www.uoou.cz); for the respective Providers located outside of the Czech Republic, the supervisory authority is set out in the relevant information of personal data processing of the relevant Provider (as stated above in Article 7.5). All of the above is also set out in the relevant Information respectively in the relevant information of personal data processing of the relevant Provider (as stated above in Article 7.5)
7.11 Personal data are protected by the Controller against their disclosure to unauthorized persons and against other cases of disclosure or loss or unauthorized modification of said personal data and information using appropriate technical and organizational measures.
7.12   The User, as a data subject, may exercise the aforementioned rights:

  1. if it is a client of the Operator, at the following e-mail address dpo.renomia@weinholdlegal.com; more detailed information about the rights and about the processing of personal data by the Operator is contained in the relevant Information available at https://www.renomia.com/general-data-protection-regulation
  2. if it is a client of the Provider, through the contact details of the Provider stated in the relevant contractual documentation; more detailed information about the rights and about the processing of personal data by the respective Provider is contained in the relevant information or as well on the web pages of the relevant Provider, alternatively in the relevant contractual documentation.
7.13   Client - a legal entity that, for the purpose of accessing and using the Portal (e.g. registration), has provided the Controller with the personal data of the User - a natural person or persons (data subjects) who act towards the Controller as:
  • the Client's contact person; and/or;
  • Client's employees, i.e. natural persons who are involved in the creation and changes in the insurance distributed by the Controller, i.e. a natural person - an employee of the Client and the insured (hereinafter referred to as "employee");
  • if applicable, other natural persons (data subjects) whose personal data the Client has transferred to the Controller;

the Controller guarantees and agrees that he/she has informed the User (natural person(s) - data subject) about the transfer of personal data to the Controller in accordance with the GDPR, or has secured an appropriate title for such transfer in accordance with Article 6 of the GDPR, and has also informed the data subjects of the Information respectively of the information of personal data processing of the relevant Provider in a proper and timely manner.

8.Intellectual property

8.1   All copyrights, rights to trademarks or other intellectual property related to the Portal (including the text and its design and all graphic elements in the Portal, as well as the selection and arrangement of files contained in the Portal), not reserved by the provisions of special legislation, in particular Act No. 121/2000 Coll, on copyright, on rights related to copyright, as amended ("Copyright Act"), or licensed to another person, belong to the Operator and are subject to regulation under the relevant legislation.
8.2   It is prohibited to exercise these intellectual property rights or use the services and features of the Portal for purposes other than those specified in the Terms of Use. The User is fully responsible for any damage caused to the Operator as a result of the use of the name and/or trademarks of the Portal or the Operator or other intellectual property rights of the Operator without its consent or in violation of the Terms of Use.
8.3   Users may read, view or otherwise consume the content of the Portal only in accordance with the purpose of the Portal. Reproduction of part or all of the Portal content in any form is prohibited, except for the use of the Portal features as set out in Articles 2.3 and 2.4 above.
8.4   The User is not entitled to incorporate material from the Portal or any part thereof into any other work or publication in print, electronic or any other form. In particular, no part of the Portal may be distributed or copied for any commercial purpose.
8.5   By publishing content within the Portal, the User declares that he/she has the relevant rights to publish the content.

9. Responsibility of the Provider

9.1   Use of the Portal is always at the User's own risk. The Operator and/or the Provider accepts no liability for direct, indirect or consequential damages arising from the use of the Portal and all implied warranties in relation to the use of the Portal are excluded to the extent permitted by law.
9.2   The Operator and/or the Provider shall not be liable for any damage caused to the User as a result of the loss of login data to the Portal.
9.3   When the Portal is used by the User, the Operator and/or the Provider is not responsible for the services provided by third parties, such as the quality of the Internet connection, the quality of telecommunications services provided by the respective operator, the amount of fees, etc.
9.4   The Operator and/or Provider is not liable for disabling or limiting the use of the Portal as a result of its inaccessibility caused by, for example, data transmission network failures, as well as other circumstances of a technical nature, which the Operator and/or the Provider is unable to influence or whose solution requires the cooperation of third parties.
9.5   The Operator and/or the Provider is not responsible for unauthorized use of the Portal.
The Operator and/or the Provider shall not be obliged to compensate the User or third parties for any damage; however, this is without prejudice to the relevant legal regulations (e. g. provisions of Act No. 89/2012 Coll., the Civil Code), as amended, on the prohibition of exclusion or limitation of the Operator's and/or the Provider's liability to compensate for damage.
9.6   Any consequences arising, directly or indirectly, as a result of deviation from the information provided in the Portal or violation of the User's obligations, whether obligations under these Terms of Use or obligations established by generally binding legal regulations, shall be borne solely by the User.

10. Final provisions

10.1   The Provider reserves the right to make updates and changes to the Terms of Use from time to time. The Provider will inform the User in advance of any changes to the Terms of Use by means of a notice in the Portal. The new or updated Terms of Use shall be effective as of the date specified in the notice, but not earlier than 14 (fourteen) days from the date of their notification to Users; changes of a technical and informational nature, or changes that do not impair the status of Users, may occur within a shorter period of time.
10.2   If the Client does not agree with the new content of the Terms of Use, he/she is entitled to stop using the Portal.
10.3   Complaints regarding the Portal should be submitted to the respective Provider at the electronic addresses, which up-to-date list is available at https://www.renomia.com/client-zone-providers.
The Provider shall consider the complaint within 14 (fourteen) days from the date of receipt of the complaint and shall notify the User of the acceptance of the complaint or the reasons for its non-acceptance, by registered letter or electronically (e-mail) to the address provided by the User in the complaint.
10.4   Situations not covered by the Terms of Use are governed by the laws of the Czech Republic, in particular the provisions of the Civil Code and the provisions of Act No. 634/1992 Coll., on Consumer Protection, as amended, and Act No. 480/2004 Coll., on Certain Services of Information Society and on amendments to certain Acts (Act on Certain Services of Information Society), as amended.
10.5   All disputes arising between the Provider and the User in connection with the use of the Portal, shall be attempted to be resolved by agreement between the parties.
10.6   In the event that a consumer dispute arises between the Provider and the User in the capacity of a consumer in connection with the use of the Portal, which cannot be resolved by mutual agreement within thirty (30) days, the User in the capacity of a consumer may submit a proposal for out-of-court settlement of such a dispute to the designated entity for the out-of-court settlement of consumer disputes, which is, in the case that the User is a client of the Operator, the Czech Trade Inspection Authority, Central Inspectorate - ADR Department, Štěpánská 15, 120 00 Prague 2, e-mail: adr@coi.cz, website: adr.coi.cz in cases where the User in the capacity of a consumer is a client of the Provider, such User may contact the entities whose current list is provided at https://www.renomia.com/client-zone-providers. In the event of a dispute, a user in the position of a consumer may also use the European ODR (Online Dispute Resolution) platform available at http://ec.europa.eu/consumers/odr/
10.7   Upon acceptance of these Terms of Use by the User on the part of the Client the Contract for free extranet access, if concluded between the Provider and the Client, expires.

These Terms of Use shall take effect on 25.10.2023.
In Prague on 25.10.2023
Date of last update: 15.12.2023