Rules for Using the User Account on Information Portal for Foreigners
General
1. The user account service on the Information Portal for Foreigners (hereinafter “the service”) is established by the Ministry of the Interior in accordance with § 1 par. 2 of law No. 326/1999 Coll.
2. Foreigners granted Temporary Protection status are permitted to make a reservation, only in connection with an extension of their Temporary Protection status.
3. The service is accessible to persons older than 15 years of age in connection with § 178 of Law No. 326/1999 Coll. Legal guardian acts for persons younger than 15 years of age.
4. The service is accessible via the web link on the website of the Ministry of the Interior (www.mv.gov.cz).
5. The service cannot be used without a valid e-mail address. Every user must have their own unique e-mail address. E-mail addresses cannot be shared for multiple users.
6. It is possible to access the user’s account via electronic identity (i.e., NIA ID, Bank ID). When logging in for the first time using the electronic identity, the user is allowed to change the e-mail address linked to their account.
7. Each user can only own one unique verified account.
8. The service processes and retains personal data of the users, that is done in accordance with the scope of the authority of the administrative body stipulated by the law. Further, the service processes and retains the contact information provided by the users, in the form of an e-mail, and eventually a phone number, which the users themselves voluntarily provide.
9. In case of extraordinary events (i.e., a technical accident), the service administrator reserves the right to cancel the booked date of an appointment, of which the foreigner will be notified of, and potentially, block access to the service.
10. The service administrator also reserves the right to block access to the service or suspend its functionality in case of a threat to the security of the service or to the personal data of the users.
11. Due to reasons stated in point 10, specific IP addresses used by users to access the service may also be blocked.
Creating a user account (registration on the Information Portal for Foreigners)
12. To use the service, it is necessary to create a user account. In the first step, the user provides their email address, personal password, nationality, and — in the case of third-country nationals — can select a category as either a student or a family member of an EU citizen. In the following steps, the user is required to enter additional personal data, including surname, first name, date of birth, passport number, passport expiration date, address of registered residence in the Czech Republic, and phone number in the Czech Republic. If the user wishes to use all functionalities, they must complete all required personal information and verify their account. As part of the online registration process for the extension of temporary protection, foreigners are also required to provide, in addition to the standard information, details about the educational institution attended by the child under temporary protection (in accordance with the compulsory school attendance requirement), and information about the child’s legal or authorised representative. Additionally, the visa number must be provided.
13. By creating an account, the user provides explicit consent to the service administrator and to the Ministry of the Interior to process and retain their personal data for the purposes of this service. This consent is based on the free will of the user, who has decided to use this service. Personal data provided will be used solely for the purposes of using this service and for possible communication with the user as part of the Ministry of the Interior’s information services. Personal data will also be used to the extent stipulated by the law No. 326/1999 Coll. The administrator of the service is bound by the law No. 110/2019 Coll. Act on the Processing of Personal Data.
14. The personal data entered by the user will be compared with the data recorded in the Foreigners Information System for the purpose of user verification. To verify their identity, the user must enter all required personal data and must also be registered in the Foreigners Information System. When entering the first name and surname, it is necessary to omit all diacritical marks. The correct form of these data can be found in the machine-readable zone of your travel document. If the account is not verified, the user will only have limited access to the service.
15. After the account has been verified, it is no longer possible to change personal data. An exception applies to the following information: the address of registered residence in the Czech Republic, password, travel document, phone contact, and the classification as a family member of an EU citizen (pursuant to § 15a of the law No. 326/1999 Coll.) or student (residence permit for the purpose of studies under § 64 of the law No. 326/1999 Coll. for an accredited study programme at a university in the Czech Republic). By entering their personal data, the user also declares that all provided information is accurate and correct. In case of false or incorrect information, the user’s access to the service may be restricted.
16. If a user account is created through electronic identification (i.e., NIA ID, Bank ID), no further verification of the account is required.
17. When registering, the user acts solely on their own behalf. Registration using the personal data of another person, or misuse thereof, may be considered an act in violation of the law. If such conduct is detected, the matter will be referred to the competent authorities, or to the Police of the Czech Republic if necessary.
18. In case of suspected misuse of registration data by another person, the user may contact the service administrator or the Ministry of the Interior, either in person or in writing.
19. In the event of unsuccessful verification of the entered data (see point 14), the entered personal data will remain stored in the service administrator’s database. Further validation of these data may only be carried out after the data are recorded in the Foreigners Information System by an authorised employee of the Ministry of the Interior at a branch office of the Department for Asylum and Migration Policy, either by the employee or by the user themselves through their personal profile. Until then, the registered foreigner will have only limited access to the service. To make an appointment at a branch office of the Department for Asylum and Migration Policy, the foreigner can, for example, use the telephone booking line. Appointments made via the information line can be scheduled for the next working day at the earlThe registered user is assigned a unique account through which they can access the available services, perform permitted account management, and view an overview of their reservations and actions taken.
21. An authorised user may cancel their account by submitting an account cancellation request form. The form can be delivered in accordance with § 37 of the law No. 500/2004 Coll., for example, by registered mail, in person at the designated contact points, or via a data box.
22. User account is automatically cancelled if 10 years have passed since the last login of the user.
23. No more than once a day, a registered and verified user may update their address of residence in the Czech Republic, the details of their current travel document, and its validity in their account. Additionally, no more than once a month, the user may update their answers to the registration questions affecting their classification as a family member of an EU citizen (under § 15a of the law No. 326/1999 Coll.) or as a student (residence permit for the purpose of studies under § 64 of the law No. 326/1999 Coll. for an accredited university programme in the Czech Republic), and their nationality. The user’s phone contact number in the Czech Republic may be updated without any limitations. With each update, the user declares that the newly provided information is accurate and correct. If false or incorrect information is provided, the user’s access to the service may be restricted, and any reservation made by the user may be considered invalid.
24. A registered user who has been successfully verified in the Foreigners Information System can use the online appointment booking service at the Department for Asylum and Migration Policy offices. An unverified user may only have limited access to the service. The offices that offer this service are listed and regularly updated on the Information Portal for Foreigners.
Online Appointment Booking Service
25. Based on the information entered by the user, they are automatically assigned to their designated catchment office. The appointment booking is non-transferable to another office. If the user has an appointment booked at a specific office, they cannot be attended to at a different office on that date.
26. The user books an appointment exclusively for themselves (except for the case specified in point 27). An appointment booking cannot be transferred to another person.
27. The user has the option to book an appointment at a single office and for a single agenda for themselves and their family members in a direct ascending or descending line by selecting the number of accompanying persons. This exception does not apply to other family members.
28. Online appointment booking by a legal representative is not possible. In such cases, it is necessary to make an appointment by phone. The limit for such booked appointment is a maximum of four represented persons. For persons under the age of 15, their legal guardian acts on their behalf.
29. Booked appointments are binding. An appointment can be cancelled or rescheduled no later than 48 hours before the scheduled appointment time. The user may cancel their appointment no more than ten times within a 90-day period, with the 90-day period being calculated retroactively from the date of the currently cancelled appointment. If the user cancels an appointment for the tenth time, they will only be allowed to make a new appointment 90 days after the date of this tenth cancellation.
30. If you fail to attend the scheduled appointment without cancelling your reservation through the service, or if it is no longer possible to cancel the reservation and you do not attend, your reservation will be forfeited.
31. If, within the 180 days following your last forfeited reservation, a third reservation is forfeited, your ability to make a new appointment will be blocked for another 180 days from the date of the last forfeited reservation.
32. A verified user may have no more than three active (upcoming) appointments within a 60-day period. The 60-day period is always calculated from the date of the first active appointment. The user will not be allowed to make any additional reservations beyond this limit. An unverified user may have a maximum of one appointment, provided that the respective office allows it.
33. For each successful online appointment booking, a confirmation notification is sent to the user and a unique PIN code is generated. This is a four-digit combination that must be entered at the call system terminal at the office, or reported to the relevant office staff, no earlier than 30 minutes before the scheduled appointment time and no later than 15 minutes after the scheduled time. If the user arrives later, they will not be attended to, and the reservation will be forfeited (see point 30). Details regarding the online appointment can also be found in the user’s personal profile. If the appointment is booked through an office or via the information line, no PIN code is generated; in such cases, the user will be identified at the call terminal by their first and last name.
34. When booking an appointment, the user selects the agenda they intend to address at their designated office. The selected agenda is binding and cannot be changed once the reservation has been confirmed. If a foreigner arrives at the office to address a different agenda than the one for which the appointment was booked, they will not be attended to. In such a case, the foreigner will be placed in the regular queue at the office, and their service will only be provided if the office’s capacity allows it and during opening hours
35. A user can choose just one agenda. However, if the nature of the matter allows it, other matters of his/her agenda may also be handled. The user may select only one agenda; however, if the nature of the matter allows, the client may also be attended to in additional agendas during the same appointment.
As an example, a situation is given where the user books an appointment to submit an application for a permanent residence permit, and during the handling of this agenda, they may also report a change of their address of residence within the territory.
36. If an appointment is booked in violation of the above-mentioned rules, particularly by providing false information or by transferring the reserved appointment to another person, the appointment will not be held and will be cancelled without compensation.
37. The time indicated for the reserved appointment is only approximate for the service provider, as it is not possible to reliably limit the duration of client processing due to the complexity of the agendas and the variety of individual cases and administrative procedures. Client processing may therefore take place within 30 to 60 minutes from the scheduled appointment time, or 30 to 60 minutes from entering the PIN code or collecting a ticket from the call system terminal at the office.