KOLO-BOX General Terms and Conditions (GTC)

1. Identification of the operator

The KOLO-BOX service is operated by:

Registered in the Trade Licensing Register maintained by the Znojmo Municipal Authority.

The supervisory authority is the Czech Trade Inspection Authority (www.coi.cz).

(hereinafter referred to as the “operator”)

2. Introductory provisions

These General Terms and Conditions (hereinafter the “GTC”) govern the rights and obligations between the operator of the KOLO-BOX service and the customer in connection with the reservation and rental of e-bikes, accessories and related services.

The GTC form an integral part of the contractual relationship between the operator and the customer, which arises when a reservation is submitted through the KOLO-BOX reservation system.

The KOLO-BOX Rental Rules, which govern the technical, operational and user conditions for bicycle rental, also form an integral part of the contractual relationship.

By submitting a reservation, the customer confirms that they have read and understood these GTC and the Rental Rules and agree to their contents.

3. Reservation and conclusion of the contract

An e-bike rental reservation is made through the KOLO-BOX online reservation system.

The customer must provide true, complete and up-to-date information when making the reservation. The operator is not liable for damage caused by incorrect or incomplete information.

By submitting the reservation, the customer makes a binding offer to conclude a contract for the rental of one or more e-bikes under the conditions set out in these GTC and the Rental Rules.

The contractual relationship between the customer and the operator arises when the operator confirms the reservation.

The operator reserves the right to refuse or cancel a reservation, in particular if:

• the customer fails to comply with the conditions set out in these GTC or the Rental Rules
• the information provided is false or incomplete
• a technical error occurs in the reservation system
• the capacity or availability of bicycles does not allow the reservation to be fulfilled

The customer will be informed of any refusal or cancellation of the reservation without undue delay.

4. Price, payment and payment conditions

The e-bike rental price, the amount of the refundable deposit and any charge for delivery to the pickup location are always stated in the reservation summary before it is submitted.

The total reservation price consists in particular of:

• the rental price of one or more e-bikes or accessories
• the refundable deposit
• any delivery charge to the pickup location
• any other services or accessories selected by the customer

The customer must pay the total reservation price in accordance with the instructions provided in the reservation confirmation.

Payment is made cashlessly using the online payment methods available in the KOLO-BOX reservation system, unless expressly stated otherwise.

A reservation may be subject to a time limit. If the customer does not pay the reservation price within the specified period, the reservation may automatically expire and be cancelled without entitlement to compensation.

If an unpaid reservation is cancelled or expires, the customer is not entitled to rent the e-bike or to have its availability blocked.

The refundable deposit secures the customer’s obligations arising from the rental agreement and its use is governed by the Rental Rules.

5. Cancellation of a reservation

The customer may cancel a reservation only in writing by sending an e-mail to the KOLO-BOX operator’s contact e-mail address stated on the service website.

Cancellation by telephone or in any other form is not accepted.

A reservation may only be cancelled before the e-bike is collected or, in the case of self-service rental, before the rental begins.

If the customer cancels the reservation before collecting the e-bike, the customer will be refunded:

• the refundable deposit
• any delivery charge to the pickup location

no later than within 7 working days after the original rental date.

The e-bike rental price is not refunded in such a case unless these GTC or the Rental Rules provide otherwise.

If the customer does not cancel the reservation and does not collect the e-bike, the reservation is considered unused and the customer is not entitled to a refund of the rental price.

6. Refund due to adverse weather

Before collecting the e-bike, the customer may request cancellation in writing due to adverse weather that would fundamentally prevent the safe use of the e-bike.

The request must be sent exclusively by e-mail to the KOLO-BOX operator’s contact address, no later than before collection of the e-bike or, in the case of self-service rental, before the rental begins.

Adverse weather includes in particular:

• heavy or continuous rain
• strong wind (approximately 10 m/s or more)
• thunderstorms, hail, snow, ice or other dangerous meteorological phenomena that objectively prevent safe use of the e-bike

Entitlement to a refund is assessed only after the rental day has elapsed, on the basis of official meteorological data, in particular data from the Czech Hydrometeorological Institute relating to the pickup location and rental period.

If the adverse weather claim is accepted, the operator will refund the customer the full order price.

No refund is due if the customer has already collected the e-bike or the rental has begun.

7. Liability for damage

The customer is responsible for the rented e-bike and accessories throughout the rental period, from collection until they are properly returned to the operator.

The customer is liable in particular for:

• loss, theft or damage to the e-bike or any of its parts
• damage caused by improper, unsuitable or prohibited use
• damage caused by a third party unless it is demonstrably shown to have occurred without fault on the part of the customer

The e-bikes are not insured.

The refundable deposit provides partial coverage of damage and costs, but does not limit the customer’s liability for damage. If the damage exceeds the amount of the refundable deposit, the customer must pay the full amount of the damage.

The customer acknowledges that if an e-bike is damaged or taken out of service, the customer may also be required to compensate the operator for reasonably incurred costs and loss of profit, if any.

The customer is not permitted to wash or otherwise clean the e-bike during the rental period using water, a pressure washer or chemical products. Improper cleaning may damage electrical components, bearings or other parts of the bicycle.

If the bicycle is returned soiled beyond normal operational soiling corresponding to standard riding, the operator may deduct a cleaning cost of CZK 100 from the refundable deposit.

8. Personal data protection

The operator processes customers’ personal data in accordance with applicable legislation, in particular Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR).

Detailed information on the scope, purpose and period of processing and on customers’ rights is set out in the separate “Personal Data Protection Policy” available on the operator’s website.

By submitting a reservation, the customer confirms that they have read this policy.

9. Final provisions

These General Terms and Conditions form an integral part of the contractual relationship between the KOLO-BOX service operator and the customer.

All legal relationships not expressly governed by these GTC are governed by the relevant provisions of the laws of the Czech Republic.

These GTC are valid and effective from 1 January 2026.

By submitting a reservation, the customer confirms that they have read and understood these GTC and the Rental Rules and agree to them.

KOLO-BOX Personal Data Protection Policy (GDPR)

1. Introductory provisions

This Personal Data Protection Policy describes how the KOLO-BOX service operator processes customers’ personal data in accordance with applicable legislation, in particular Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR).

2. Personal data controller

The personal data controller is the operator of the KOLO-BOX service.

The controller’s identification and contact details are stated in the General Terms and Conditions (GTC) and on the operator’s website.

3. Personal data we process

We process in particular the following personal data:

• first name and surname
• e-mail address
• telephone number
• date of birth or, where applicable, information confirming age verification
• residential address
• identity-document data to the extent necessary for the bicycle rental
• reservation, rental and payment data
• photographs taken by the customer, if provided
• camera recordings from self-service boxes

4. Purposes of personal data processing

We process personal data for the purposes of:

• handling reservations and concluding bicycle rental agreements
• performing contractual obligations
• complying with legal obligations, especially accounting and tax obligations
• protecting the operator’s property
• handling damage events, complaints and disputes
• communicating with the customer

5. Legal basis for processing

We process personal data on the basis of:

• performance of a contract
• compliance with legal obligations
• the operator’s legitimate interests
• the customer’s consent, where required

6. Retention period

We retain personal data only for as long as necessary:

• for the duration of the contractual relationship
• for the period required by law
• for the period necessary to protect the operator’s legitimate interests

7. Recipients of personal data

Personal data is not disclosed to third parties except to:

• public authorities
• providers of accounting, IT and payment services
• other entities where required by law

8. Camera system

The KOLO-BOX self-service box areas are monitored by a camera system for the protection of property and safety.

Camera recordings are retained only for the necessary period and are not used for other purposes.

9. Rights of data subjects

The customer has the right:

• to access their personal data
• to have inaccurate data corrected
• to have personal data erased where permitted by law
• to restriction of processing
• to object to processing
• to lodge a complaint with the Czech Office for Personal Data Protection

10. Security of personal data

The operator adopts appropriate technical and organisational measures to protect personal data against misuse, loss or unauthorised access.

11. Final provisions

This Personal Data Protection Policy is valid and effective from 1 January 2026.

12. Marketing communications

If the customer gives separate consent to receive marketing communications, the operator may process the customer’s personal data in order to send information about news, events, discounts and other marketing offers relating to the KOLO-BOX service.

Marketing communications may be sent in particular by e-mail or SMS.

Consent to receive marketing communications is voluntary and is not a condition for using the KOLO-BOX services.

The customer may withdraw their consent at any time using the link contained in the marketing communication or by contacting the operator.

Right of withdrawal

The customer has no right to withdraw from the contract pursuant to Section 1837(j) of Act No. 89/2012 Coll., the Czech Civil Code, because the service is provided on a specific date.

Alternative dispute resolution

The competent entity for the alternative resolution of consumer disputes is the Czech Trade Inspection Authority, www.coi.cz.