Digital Inspections and AI in 2026: New EU Compliance Duties for Firms

In 2026, European inspection processes are undergoing a fundamental transformation towards digitalisation and the use of artificial intelligence. Traditional methods are being replaced by smart sensors and automated systems, which places new demands on companies’ documentation and compliance. This article outlines the specific impacts of these changes on business operations and the obligations introduced by new legislation.

Quick summary

• Digitisation of inspection processes is becoming the standard: Regulatory authorities are using mobile inspection units and data from remote monitoring, which requires companies to adopt new record-keeping procedures.
• Mandatory digital records and certification: The Act on Designated Technical Equipment and the EU F-gas Regulation require careful records of inspections and checks, with an emphasis on traceability and an electronic audit trail.
• Increased risk of fines: Thanks to technology, inspections are more targeted; missing records or non-compliance with F-gas obligations may lead to fines of up to CZK 2.5 million.
• New technologies in practice: Thermal imaging, refrigerant leak detectors with remote data transmission, and smart meters are essential to meet energy and safety standards under Czech legislation, which requires a proactive approach to technology updates and staff training.

Transformation of the inspection system in the Czech Republic and Europe

In 2026, the European inspection system is in the middle of a fundamental change. Traditional inspections and checks carried out primarily on paper are becoming a thing of the past in an environment where regulators face growing demands for efficiency, transparency, and compliance with EU rules. In the Czech Republic, this transformation is visible, for example, in roadside inspections, where the Road Transport Service Centre (Centrum služeb pro silniční dopravu, CSPSD), in cooperation with the Police of the Czech Republic, uses modern mobile expert units.

These mobile units represent a new approach to field inspections. They are specially equipped vehicles that function as a mobile vehicle inspection station (STK) directly on the road. Inspectors carry out detailed checks of the technical condition of trucks and buses, including measuring brake efficiency, checking steering, axles, and emissions as required by Czech law. What used to be limited to a visual check of documents is now full-fledged on-site technical diagnostics that immediately identifies defects endangering road safety.

Similar trends are taking hold in industry—digitisation of processes, automated monitoring, and real-time record-keeping. Companies in the Czech Republic that are unable to adapt to these changes in 2026 face increasing difficulties.

Companies face issues ranging from failure to meet the requirements of Act No. 250/2021 Coll., on Designated Technical Equipment, through an inability to demonstrate compliance with regulations, to financial penalties.

Legal framework for the digitisation of inspection processes in the Czech Republic

Czech legislation implements European directives and regulations that require digitisation and monitoring. In the area of gas equipment (designated technical gas equipment), strict requirements apply under Act No. 250/2021 Coll. and Government Regulation No. 191/2022 Coll. Each piece of equipment must undergo regular inspections and checks, and modern standards increasingly include requirements for gas leak detection and automatic shut-off systems.

Legislation also places emphasis on qualifications. Inspection technicians for gas equipment must hold a valid certificate issued by the Technical Inspection of the Czech Republic (Technická inspekce ČR, TIČR) and undergo re-examination in five-year cycles. In the area of refrigeration equipment and heat pumps, the situation is even more dynamic. Regulation (EU) 2024/573 of the European Parliament and of the Council on fluorinated greenhouse gases (F-gases) introduces strict requirements for the certification of individuals and mandatory leak checks.

While these obligations may appear administrative, in practice their enforcement means that inspection authorities (such as the State Labour Inspection Office or the Czech Environmental Inspectorate) focus on the completeness and accuracy of documentation during inspections. Modern inspection reports are increasingly required or prepared in electronic form, which prevents backdating of documents.

Leak sensors and their role in the new inspection regime

The foundation of a modern inspection system is sensors and detectors monitoring the physical parameters of equipment. Typically, these include gas and refrigerant leak detectors, CO detectors, thermal sensors, and fire alarms.

In the area of refrigeration and air-conditioning equipment (including heat pumps), the installation of leak detection systems is mandatory for large equipment. Under Regulation (EU) 2024/573, operators of stationary equipment containing F-gases in quantities of 500 tonnes of CO₂ equivalent or more must ensure that the equipment is fitted with a leak detection system. These detection systems must be checked at least once every 12 months to ensure they function properly.

For smaller equipment (from 5 tonnes of CO₂ equivalent, or less for hermetically sealed systems), leak checks are carried out physically by a certified technician at regular intervals. However, if a leak detection system is installed, the inspection intervals are doubled (i.e., checks may be less frequent), which motivates companies to install sensors.

For gas equipment in buildings, detectors must meet technical requirements and be regularly calibrated or checked in accordance with the manufacturer’s instructions and the operating rules. This highlights a practical issue: operators often overlook that merely installing a detector is not enough—regular functional tests and calibration are required. TIČR inspectors or the Regional Labour Inspectorate (OIP) then find missing records of these checks during inspections.

Certification and qualifications of persons carrying out inspections

Work with F-gases requires specific certification under Act No. 73/2012 Coll. and Regulation (EU) 2024/573. Individuals performing installation, servicing, maintenance, repair, or leak checks must hold a certificate issued by a certification body authorised by the Ministry of the Environment in the Czech Republic.

Under the new Regulation (EU) 2024/573, Article 10, Member States are required to ensure that certified individuals undergo refresher training at least every 7 years. This means companies must actively monitor their technicians’ certification deadlines and ensure timely renewals.

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If a certification expires and the technician continues working, these actions are legally invalid under Czech law, and the operator faces sanctions for entrusting activities to an unauthorised person.

Related questions on certification and inspections

1. Who is responsible for keeping records of inspections (so-called logbooks)?
The primary responsibility lies with the equipment operator. The operator must keep records at the place where the equipment is operated (or make them electronically accessible) for at least 5 years.

2. What happens if the operator does not keep inspection records?
Missing records or non-verifiable documentation constitutes a breach of Act No. 73/2012 Coll. The Czech Environmental Inspectorate (Česká inspekce životního prostředí, ČIŽP) may impose a fine of up to CZK 2,500,000.

3. Does a person performing simple servicing also need certification?
Yes, for any intervention in a refrigeration circuit with F-gases (installation, servicing, maintenance, repairs, decommissioning, leak checks), a certificate in the relevant category is required in the Czech Republic.

Artificial intelligence and automated quality inspections in industry

In 2026, artificial intelligence (AI) and machine vision systems are increasingly being adopted in industry for quality control. Traditional manual inspection is being replaced by automation, which is faster and eliminates human error.

This is where the Artificial Intelligence Act (AI Act) comes into play – Regulation (EU) 2024/1689, which will be fully applicable from 2026. If an AI system is used as a safety component of a product or for specific high-risk applications, it falls under strict rules.

It is important to understand that AI-based inspection is not merely a technological add-on. It is a tool that enables companies to meet quality requirements, but it also brings legal liability. The year 2026 is the period when companies must ensure that their AI systems comply with EU legislation.

Governance and liability for AI system decisions

When an AI system decides to reject a defective product or monitors safety parameters, liability questions arise. Who is liable if the AI fails to detect a defect and damage occurs? Is the system sufficiently transparent and auditable for any potential inspection?

Under the Czech Civil Code as well as new AI liability directives, proper governance settings are key. In practice, this means AI systems must have logs and there must be human oversight where the regulation requires it.

ARROWS advokátní kancelář’s attorneys in Prague regularly handle cases where companies implemented technology without contractually addressing the AI solution provider’s liability, which led to major losses when the system failed.

The relationship between AI inspection and human oversight

The AI Act requires “human oversight” for high-risk systems. This means that, during an inspection, the supervisory authority may request evidence that the system is designed so that a human can effectively control it and intervene if necessary. Pure “black-box” solutions without auditability may be non-compliant.

AI and automated inspections

Risks and sanctions	How ARROWS can help (office@arws.cz)
Incorrect AI implementation without a legal framework: A company deploys an AI system falling under the AI Act without conformity assessment (CE) and documentation. High administrative fines under EU regulations may apply.	Legal and compliance advice: ARROWS’ Czech legal team can help you classify your AI system, set up documentation obligations, and ensure compliance with the AI Act and GDPR.
Liability for AI system errors: An AI system incorrectly allows a defective product to pass, causing damage to a third party. The company faces claims for damages.	Risk management and contracts: We can help set up contracts with technology suppliers (liability allocation/transfer), arrange appropriate insurance coverage, and provide representation in any dispute.
GDPR non-compliance in monitoring: AI-enabled camera systems for occupational health and safety (OHS) monitoring unlawfully process employees’ biometric data.	GDPR audit and process setup: We will ensure your monitoring is GDPR-compliant, prepare a DPIA (data protection impact assessment), and draft internal policies.

Refrigerant leak detection – new legislative requirements in the EU and the Czech Republic

Regulation (EU) 2024/573 has tightened requirements for F-gases with the aim of gradually phasing them down. For operators, this means not only mandatory inspections, but also a gradual ban on placing certain equipment with a high global warming potential on the market.

Operators of equipment containing F-gases in quantities of 5 tonnes of CO₂ equivalent or more must ensure leak checks (unless the equipment is hermetically sealed, labelled as such, and contains less than 10 tonnes CO₂ eq.). Inspection intervals vary depending on the charge size and start at 12 months, while installing a detection system can double this interval.

The operator must keep records of all inspections, the quantity and type of refrigerant, and any quantities topped up or recovered for 5 years. The Czech Environmental Inspectorate (ČIŽP) checks these records and imposes fines for missing records or errors.

Differences in requirements depending on the type of refrigerant

Legislation distinguishes between traditional F-gases (HFCs) and newer HFOs (hydrofluoroolefins) or natural refrigerants (ammonia, CO₂, propane). While F-gases are subject to strict quotas and checks under the F-gas Regulation, natural refrigerants and HFOs are subject to a different regime.

The shift to natural refrigerants is a trend that reduces the administrative burden associated with F-gases, but it places higher demands on safety. These aspects (flammability, toxicity) are addressed under Czech Act No. 250/2021 Coll.

New sensors for refrigerant detection

IoT technology enables refrigerant leak detectors to send alerts directly to a central building management system (BMS) or to a technician’s mobile device. This allows an immediate response, which is crucial not only for environmental protection, but also for preventing compressor seizure and costly repairs.

Certification process and technician training

As mentioned, technician certification is key. An important change in the new Regulation (EU) 2024/573 is the extension of certification requirements to alternative refrigerants (such as natural refrigerants) in terms of competence for safe handling.

Smart metering and real-time monitoring of energy and utilities in buildings

In the Czech Republic, smart metering systems are being implemented in line with the amended Energy Act (No. 458/2000 Coll.) and the electricity metering decree. For metering points with higher consumption, interval metering with remote data transmission is already standard, and it is gradually being extended to smaller consumers as well.

How smart metering connects with control and inspection processes

Smart metering provides accurate data for energy audits and ESG reporting. If a company reports energy savings to obtain subsidies or to meet statutory limits under Czech legislation, data from smart meters is the most persuasive evidence. At the same time, it serves as a “watchdog” – a sudden increase in water consumption may indicate a burst pipe long before the building is flooded.

Related questions on smart metering

1. Is smart metering mandatory?
The obligation to install it depends on the type of metering point and the level of consumption (e.g., for electricity, smart metering is being gradually introduced above 6 MWh per year). Distributors have roll-out schedules under the relevant decree.

2. How long should data be retained?
For billing and complaints, data is retained as standard; for energy audits and ESG reporting, it is advisable to keep a history for at least 3–5 years.

Thermal imaging and heat loss detection – new standards in construction

In connection with the transposition of the recast Energy Performance of Buildings Directive (EPBD - Directive (EU) 2024/1275), requirements for the quality of the building envelope are increasing. The goal is to achieve a zero-emission building stock by 2050, with new public buildings required to meet this standard earlier.

Thermal imaging is becoming a standard tool during building handovers and when preparing Energy Performance Certificates for Buildings (PENB) where thermal bridges are suspected.

Practical impact on building and real estate management

When selling or leasing (above a certain floor area), there is an obligation to present a PENB. If thermal imaging reveals that the actual condition does not match the declared energy class, the buyer may request a price reduction or withdraw from the contract due to defects in the property (hidden defects) under Czech law.

ARROWS attorneys handle disputes where an investor, based on thermal imaging, challenges the quality of insulation works performed by a construction company. Proper documentation and technical supervision are key preventive measures in such cases.

Legislative requirements for digitalisation and record-keeping in practice

The operator of equipment (designated technical equipment – gas, pressure, refrigeration with F-gases) is required to keep operational documentation. Under applicable Czech legislation, this documentation must include identification of the equipment, dates and results of inspections, maintenance records, and the name and signature of the inspection technician.

Electronic record-keeping vs. paper records

The Act on designated technical equipment (Section 19(3) of Act No. 250/2021 Coll.) explicitly allows inspection reports and operating logs to be kept in electronic form, provided their authenticity and accessibility are ensured.

In practice, this means that an electronic document must, for example, be signed with the inspection technician’s electronic signature or maintained in a secure system that logs changes. 

The paper form is still permissible, but risky due to potential loss or illegibility. Inspection authorities (OIP, ČIŽP) accept electronic outputs during inspections in the Czech Republic if they are legible and immediately available.

Record-keeping and documentation

Risks and sanctions	How ARROWS can help (office@arws.cz)
Missing inspection report: The operator does not have a valid inspection for a gas boiler or pressure vessel. There is a risk of a fine from the Labour Inspectorate (OIP) of up to CZK 2 million (for legal entities), and in the event of an accident, potential criminal liability of the statutory body.	Compliance audit: Our Prague-based attorneys will check whether you have a system in place to monitor inspection deadlines and whether your facility management contracts are properly set up in terms of responsibility.
Loss of documentation: During an inspection, it is not possible to produce the F-gas “inspection logbook” for the last 5 years. The Czech Environmental Inspectorate (ČIŽP) will assess this as a failure to keep records.	Process digitalisation: We will help you legally structure the transition to digital records so that they are recognised under Czech legislation (electronic signatures, archiving).
Incorrect record: A technician records an inspection that was not physically carried out. This constitutes fraudulent conduct with potential criminal-law consequences under Czech law.	Training and internal policies: We will prepare guidelines for employees and contractors that clearly define responsibility and sanctions for falsifying reports.

New opportunities and challenges for Czech companies

Proactive implementation of digital monitoring (IoT sensors) reduces the cost of emergency repairs through predictive maintenance. A legally well-configured system also serves as exculpatory evidence in the event of an accident – the company can demonstrate that it neglected nothing (grounds for exoneration under Czech law).

New types of job positions

There is a growing need for roles combining technical expertise (equipment management) with legislative oversight (compliance) and IT (management of sensor data). ARROWS, a Prague-based law firm, assists clients with setting up employment contracts and job descriptions for these key employees, including confidentiality and liability clauses.

Conclusion

The year 2026 confirms the trend of digitalisation of inspection processes in the Czech Republic. From mobile roadside inspection units to sophisticated industrial leak-detection systems – technology helps, but it also enables authorities to carry out more efficient and deeper inspections. Businesses can no longer rely on “it won’t be discovered”.

The risks associated with non-compliance (fines in the millions of Czech crowns, operational shutdowns, loss of reputation) are simply too high. 

Our Czech legal team at ARROWS advokátní kancelář deals with these issues on a daily basis and carries professional liability insurance for damages up to CZK 400,000,000.

If your company is facing challenges related to new legislation, inspections, or the digitalisation of controls in the Czech Republic, contact us at office@arws.cz. 

FAQ – Most common legal questions on digital inspection systems and leak sensors

1. Do I have to have automated refrigerant leak sensors, or are manual checks sufficient?
The obligation to install an automatic leak detection system (ADS) applies under Regulation (EU) 2024/573 for equipment containing F-gases in an amount of 500 tonnes of CO₂ equivalent or more. For smaller equipment (above 5 t CO₂-eq), regular leak checks are mandatory (typically by a certified person), but an automatic system is not strictly required – however, installing it doubles the intervals between checks.

2. How long do I have to keep inspection records?
Under the Czech Act on substances that deplete the ozone layer and on fluorinated greenhouse gases (No. 73/2012 Coll.), records in the equipment logbook must be retained for 5 years. The same period is generally recommended for inspection reports for designated technical equipment, although it is advisable to keep the most recent valid inspection permanently until it is replaced by a new one.

3. Am I at risk of a fine if my records are not in order?
Yes. The Czech Environmental Inspectorate may impose a fine of up to CZK 2,500,000 for failing to keep a logbook or failing to retain records (depending on the seriousness and type of offence). Labour inspection authorities may also impose fines in the millions of Czech crowns for breaches relating to designated technical equipment.

4. Do inspection reports have to be in paper form?
No. Act No. 250/2021 Coll. on designated technical equipment allows inspection reports to be kept in electronic form, provided their immutability and the identification of the inspection technician are guaranteed (e.g., by an electronic signature).

5. What happens if an AI system causes an error?
Liability is borne primarily by the system operator, or by the manufacturer if it is a product defect. Using AI does not relieve you of responsibility for compliance with regulations under Czech law. Properly set contracts with suppliers and adequate insurance coverage are essential.

6. Who may carry out F-gas leak checks?
Only a person holding a valid certificate issued by a certification body authorised by the Ministry of the Environment in the Czech Republic. Certificates from other fields (e.g., electrical) are not sufficient for work on refrigeration circuits.

Notice: The information contained in this article is of a general informational nature only and is intended for basic orientation in the topic. Although we take the utmost care to ensure accuracy, legal regulations and their interpretation evolve over time. To verify the current wording of regulations and their application to your specific situation, it is therefore necessary to contact ARROWS advokátní kancelář directly (office@arws.cz). We accept no liability for any damages or complications arising from the independent use of the information in this article without our prior individual legal consultation and expert assessment. Each case requires a tailored solution, so please do not hesitate to contact us.

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