This English text is a courtesy translation. The legally binding version of this data-portability information is the Czech original, available here. Capitain in CZ/SK is operated by Digital Hotspot CZ s.r.o.
Data portability and switching providers
Digital Hotspot CZ s.r.o., IČO: 177 75 710, with registered office at Radlická 663/28, Smíchov, 150 00 Praha 5, registered in the Commercial Register maintained by the Municipal Court in Prague, Section C, Insert 376505 (hereinafter the "Operator"), acting as operator of the platform "Capitain" (hereinafter the "Platform"), hereby provides information under Regulation (EU) 2023/2854 of the European Parliament and of the Council on harmonised rules on fair access to and use of data (hereinafter the "Data Act").
This page describes what data you can export from the Platform, in which formats, what limitations apply, and the jurisdiction under which the infrastructure processing your data is operated.
The procedure for switching providers – from your request through to the termination of the contract by a successful switch to another provider or by erasure of the data – is governed by the Operator's Terms and Conditions available at https://www.capitain.cz/en/obchodni-podminky/ (hereinafter the "Terms and Conditions").
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How to request a data export
You can export most data yourself at any time directly in the Platform. The scope and formats are described in Article 2.
If you need data in a scope that self-service export does not cover, or if you are switching to another provider, contact us at podpora@capitain.app. We will handle your request within the time limit and by the procedure set out in Art. 16 of the Terms and Conditions ("Change of Provider, Data Export").
Time limits under Art. 16 of the Terms and Conditions. Delivery of a change-of-provider notice starts a preparation period of 2 months (Art. 16.3). A transition period of 30 days then follows automatically (Art. 16.4), during which we continue to provide the Platform and assist you with the switch; you may extend this period once (Art. 16.6). If the transition period were technically infeasible, we will tell you within 14 working days of the notice and propose an alternative period of no more than 7 months (Art. 16.5). After the transition period ends, a data-retrieval period of 30 calendar days runs, during which we will make your exportable data available on request (Art. 16.7). We charge no fees for a change of provider beyond the subscription price (Art. 16.13).
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Scope of exportable data and formats
The following overview applies to Clients with tax residency in the Czech Republic and Slovakia.
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Invoices
- Overview data of received and issued invoices – Invoice overview → Export. Formats CSV and XLSX (Excel). The CSV export contains the upload date, due date, invoice number, partner, total amount, unpaid amount, currency, converted amounts, status, type, cost centre and tags; the range and order of columns can be adjusted. The XLSX export has a fixed set of columns and a fixed ordering by due date; it does not take over the column selection or CSV settings. The two formats are therefore not two renderings of the same file – choose according to whether you need an adjustable structure (CSV) or a spreadsheet ready to open in Excel (XLSX).
- Invoices for the POHODA accounting system – Invoice overview. Format XML per the Stormware XSD schema, a file for download.
- Invoices for the ABRA Flexi accounting system – Connections section. Transfer via API into your own accounting system, including the original invoice file as an attachment. The attachment is always sent under a name with the .pdf extension; if the original file was in another format (for example TIFF or DOCX), its content is unchanged but the format label does not match. A failure to transfer the attachment does not terminate the invoice export – the invoice may be created in ABRA Flexi without the attachment.
- Invoices for the PREMIER accounting system – export configuration. Transfer via API into your own accounting system.
- Original invoice files – Invoice detail → Download. The original uploaded file is downloaded unchanged, in the format in which it was uploaded. Files may be uploaded in PDF, DOC, DOCX, XLS, XLSX, CSV, PPT, PPTX, JPG, JPEG, PNG, TIFF, ZIP and 7Z.
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Bank and cash data
- Bank transactions – Bank transactions overview → Export CSV. Format CSV: bank, bank account name, date, received from / sent to, payment detail, amount, currency, status, tags.
- Cash transactions – the individual movements of money in the cash desk, i.e. cash-book entries. Cash desk overview → Export CSV. Format CSV: sequence number, payment date, received from / sent to, payment detail, amount, cost centre, currency, account balance, status, tags. The same data can also be downloaded in PDF as a cash book for a selected period, including the opening balance, the total of income and expenses and the closing balance.
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Partners and documents
- Business partners (suppliers and customers) – Partner list → Export CSV. Format CSV.
- Documents – Document detail → Download. The original uploaded file, one at a time. Files may be uploaded in PDF, DOCX, XLS, XLSX, XML, PPT, PPTX, JPG, PNG and TIFF.
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Summary export for a period
In the Exports section you can create an export configuration and obtain a summary file in Excel format for a selected period – a month, quarter or year. A single configuration can include issued invoices, received invoices or both, and further selected bank and cash accounts. The scope of the export is limited by your permissions to the individual accounts.
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Properties of CSV and XLSX files
- For CSV files the default separator is a semicolon; the separator can be set to a comma or a tab. The decimal separator follows the selected language and can likewise be set. The column header row is enabled.
- The language is governed differently for each format. The content of a CSV file is in the language set for your company (Czech, German, English, Spanish). The XLSX file is based on the language of the logged-in user and its headers are available only in Czech and English.
- The format of numbers and dates differs for each format. In a CSV file, dates are given in full form per ISO 8601 and amounts as text, with the currency in a separate column. In an XLSX file, dates are in DD.MM.YYYY form and amounts are written as numbers.
- The timestamp in the file name is based on the Europe/Berlin time zone. It has no effect on the content of the file.
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Difference between a file export and a transfer to an accounting
system
The CSV and XML for POHODA formats are files that you receive directly. Transfers to the ABRA Flexi and PREMIER systems, by contrast, send data into an accounting system that you already operate – they serve for integration, not for handing over a data file.
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Invoices
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Technical and other limitations
In accordance with Art. 26(a) of the Data Act, we state the limitations known to us:
- A maximum of 50,000 rows per export. If a selection were to exceed this limit, the export is not carried out and the Platform reports an error – it never returns an incomplete file without notice. The scope must then be narrowed, for example by a period filter, and the export repeated in parts.
- A maximum of 5,000 manually selected records per export, if you select the items individually in the overview instead of using a filter.
- An export always relates to one company (one account) and its scope is limited by the permissions of the logged-in user. A user with restricted rights exports less data than the account owner.
- Original files can be downloaded individually. A bulk download of all uploaded documents and attachments, for example in a single ZIP archive, is not available in the Platform.
- Exports to accounting systems are not a verbatim copy of the data. The XML for POHODA and the transfers to the ABRA Flexi and PREMIER systems are a conversion into the data structure of the target system, not a copy of the data in the Platform.
- An export to the POHODA system may lose invoice line-item data. Before creating the file, the Platform checks whether the invoice line items and the VAT recapitulation match the total amount of the document and whether the VAT rates used were valid in the given year. If this check does not pass, the invoice line items are dropped from the exported file and the VAT recapitulation is replaced by a single row at a 0% rate carrying the full amount of the document. The total amount of the invoice remains correct, but the breakdown into line items and the VAT breakdown are missing from the file. We therefore recommend checking the resulting file for exports to POHODA. If an invoice is missing the total amount, both the issue date and the taxable-supply date, or if no VAT-rate definitions are available for the given year, the export is not carried out and the Platform reports an error.
- Bank data originate from an account information service provider. Only the data that were synchronised into the Platform can be exported.
- Some data cannot be exported. This concerns in particular users and their permissions, company settings, the history of sent e-mails, audit records, payment-pairing history and metadata from the automated extraction of documents.
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Register of data structures, formats and standards
Under Art. 26(b) of the Data Act, the Operator is to reference a continuously updated online register of the data structures, data formats and the relevant standards and open interoperability specifications in which the exportable data can be obtained.
A dedicated register in this form is not yet available. We will add a link to it here once it is published. Until then this information duty is fulfilled – albeit only partially – by the description of the scope of exportable data and formats in Article 2 (including the public Stormware XSD schema for the structure of files for the POHODA accounting system and the description of the properties of CSV and XLSX files) and the description of technical limitations in Article 3 of this page.
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ICT-infrastructure jurisdiction
Under Art. 28(1)(a) of the Data Act, we state the jurisdiction to which the information and communication technology infrastructure used to process the Platform's data is subject.
The information and communication technology infrastructure on which the Platform's data is processed and stored is operated in two data centres within the European Union:
- the own data centre of eurodata AG at Großblittersdorfer Straße 257–259, 66119 Saarbrücken, Federal Republic of Germany – operation of the Platform and processing of data including invoices. This data centre is certified to ISO/IEC 27001 (information security management) and ISO 22301 (business continuity management);
- the data centre of T-Mobile Czech Republic a.s. (DC7), K Pérovně 1616/2, 102 00 Prague 10 – Hostivař, Czech Republic – storage of uploaded documents.
This infrastructure is therefore subject to the jurisdiction of Member States of the European Union (the Federal Republic of Germany and the Czech Republic). The data of customers from the Czech Republic and Slovakia is not transferred outside the European Union.
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Measures against access by third-country authorities
Under Art. 28(1)(b) of the Data Act, we provide here a general description of the technical, organisational and contractual measures we have adopted in order to prevent access by third-country authorities to non-personal data held in the Union, or the transfer of such data, where that access or transfer would conflict with Union law or the law of a Member State.
Technical measures. The Platform's data is processed and stored exclusively in data centres within the European Union – see the preceding article – and is not transferred to third countries. Controls include physical access control to the building, encryption of data in transit and role-based access to data on a need-to-know basis; eurodata's data centre is certified to ISO/IEC 27001 and ISO 22301. Access to data is logged.
Organisational measures. Employee access to data is limited to the necessary minimum. We have an internal procedure for handling requests from public authorities: every request by a third-country authority for access to or transfer of data is assessed from a legal standpoint, and where such access or transfer would conflict with Union law or the law of a Member State, we do not comply with the request and make use of the available remedies.
Contractual measures. With the subprocessors involved in the processing of data we have concluded contracts binding them to comply with European Union data-protection legislation. The current list of subprocessors is set out in the Personal Data Processing Information.
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Contact
Please direct questions about data export and switching providers to podpora@capitain.app.
This version of the Data Portability Information is effective from 12 August 2026, the same date as the Terms and Conditions.
