At CondoCMS we protect personal data in accordance with Costa Rica’s Law No. 8968 on the Protection of Individuals Regarding the Processing of Personal Data and its regulations. This policy explains what data we process, why, and your rights.
1. Controller
On the website, the controller is CondoCMS. Within the Platform, each condominium is the controller of its residents’ data and CondoCMS acts as a processor, following its instructions.
2. Data we process
- Website: we use no forms or tracking cookies. If you contact us via WhatsApp or email, we process your name, phone, email and message content.
- Platform: identification and contact data of managers, residents and staff; assigned unit; fee, payment and receipt information; bookings; visitor logs (name, ID, license plate); violations; and assembly participation, votes, chat and recordings when enabled by the condominium.
- Technical data: access and security logs (IP address, date and time, browser).
- Platform usage (optional, only if you accept): anonymous recording of how you navigate the app (clicks, scrolling and pages visited) with all text and personal data hidden. It is tied to an internal code, never to your name or email.
3. Purposes
- Provide the contracted condominium management service.
- Respond to information and demo requests.
- Issue electronic receipts when required by the condominium.
- Keep the Platform secure and prevent fraud.
- Improve the Platform and find bugs through anonymous usage recording, only when you accept it.
- Comply with legal obligations.
4. Legal basis
We process data based on informed consent, performance of the contract with the condominium and compliance with legal obligations, as applicable.
5. Who we share data with
We do not sell personal data. We only share it with infrastructure providers needed to run the service (hosting, storage, email), with the Tax Administration for electronic invoicing, and with authorities when required by law.
If you accept anonymous usage recording, it is processed by Microsoft Clarity (Microsoft Corporation, acting as a sub-processor, which may store the data outside Costa Rica). It is never used for advertising. You can withdraw your consent at any time from your profile in the Platform.
6. Security
We apply technical and organizational measures such as encryption in transit (HTTPS), role-based access control, per-condominium data isolation, strong passwords and regular backups.
7. Retention
We keep data for as long as the relationship with the condominium lasts and afterwards for the periods required by tax and accounting regulations, or until deletion is requested where applicable.
8. Your rights
You may exercise your rights of access, rectification, deletion and objection by emailing [email protected]. If your data was recorded by a condominium, you may also contact its management. You have the right to file a complaint with Costa Rica’s Data Protection Agency (PRODHAB).
9. Changes
We may update this policy. The current version will be published on this page with its update date.