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Privacy Policy

Updated October 9, 2026

What personal data we collect on saxcephas.com, what we use it for, who we share it with and how you exercise your rights. It's written in plain language: if anything is unclear, write to us.

Who is responsible for your data

The controller of the personal data collected on saxcephas.com is SAXCEPHAS SOCIEDAD DE RESPONSABILIDAD LIMITADA (Saxcephas SRL), corporate ID number (cédula jurídica) 3-102-930694, with its registered address in Heredia, Costa Rica.

In this policy, "we" means Saxcephas SRL and "you" means anyone who visits the site, writes to us or hires our services.

The data you send us is stored in an internal Saxcephas database of contacts and requests. That database exists only to reply to you and manage our services: we don't sell it, rent it or transfer it.

For any privacy matter, email us at sax [at] saxcephas.com.

What data we collect

We only collect what we need to reply to you and work with you:

  • Contact form: your name, email and the message you write.
  • Quote tool: the services you're interested in, business type, language, budget range, whether you prefer a call, your name, your email and, if you choose to share them, your website, your WhatsApp number and a message.
  • Technical submission data: the page you sent the form from and the date and time it was sent.
  • Emails you send us: whatever you write to us directly.
  • If you're a client: the data needed for the proposal, contract and invoicing (name or company name, ID, tax and contact details) and any tool access you share with us for the work, such as Search Console, Google Analytics or WordPress.
  • Site usage statistics: browsing data such as pages viewed, device type, approximate country and how you reached the site. Details are in the cookie policy.

Optional form fields are marked "optional". If you don't complete the required ones, we can't receive your request.

We don't ask for sensitive data (health, ethnic origin, beliefs, sexual orientation or card details), and we ask you not to include it in your messages.

To curb spam, the site uses your IP address temporarily and in hashed form to limit the number of submissions. That record is deleted automatically after 10 minutes and isn't stored with your request.

What we use your data for

  • Replying to your message or quote request and preparing a proposal.
  • Following up on that same request. We don't sign you up for newsletters or send you advertising unless you ask.
  • Delivering the service you hire, invoicing it and meeting our legal, tax and accounting obligations.
  • Understanding how the site is used so we can improve it, with aggregated statistics.
  • Protecting the site and forms against spam, abuse and unauthorized access.

The quote tool sorts requests by budget range to organize our replies. We don't make automated decisions with legal effects on you: a person on our team reviews every request.

We process your data with your consent, which you give when you send a form or write to us after reading this policy, as required by Costa Rica's Law 8968 on the Protection of Individuals with Regard to the Processing of Their Personal Data. You can withdraw that consent at any time, without retroactive effect.

We also process data when it's needed to prepare or perform a contract you requested, to meet legal obligations and for our legitimate interest in keeping the site secure.

If you live in the European Union, these are also the legal bases under Article 6 of the General Data Protection Regulation (GDPR): consent, performance of a contract, legal obligation and legitimate interest.

Who we share your data with

We don't sell or transfer your data to anyone. For the site and our work to function, some providers process it on our behalf and only for that purpose:

  • The site's hosting provider, where the request database is stored.
  • Proton (Switzerland), which hosts our email.
  • Brevo (France), which sends the site's automatic emails, such as form notifications.
  • Google (United States), for Google Analytics 4, only if you accept analytics cookies.
  • Cloudflare (United States), which manages the domain and protects site delivery.
  • Team members and collaborators working on a project, only when it's needed for that work and under a confidentiality agreement.

Some of these providers are outside Costa Rica. By sending a form, you authorize them to process your data on our behalf, with their own security measures and contractual safeguards.

We may also hand data to an authority when a law or a court order requires it.

How long we keep your data

  • Requests that don't become a project: up to 12 months from the last contact. Then we delete them.
  • Clients: for as long as the relationship lasts and, afterward, for the time required by Costa Rica's tax and commercial laws.
  • Access to your tools: until the project ends. At closing, we ask you to revoke access or we remove it ourselves.
  • Statistics: the period configured in each tool. Details are in the cookie policy.

Your rights

At any time, you can ask us for:

  • Access: what data we hold about you and how we use it.
  • Rectification: correcting inaccurate or incomplete data.
  • Erasure: deleting your data when it's no longer needed or you withdraw your consent.
  • Objection: stopping a specific use of your data.
  • Withdrawal of your consent, without retroactive effect.

If you live in the European Union, you can also request restriction of processing and data portability.

To exercise these rights, email sax [at] saxcephas.com with the subject "Privacy" and tell us what you need. If necessary, we'll ask for something to confirm your identity. We reply free of charge within the five business days set by Article 7 of Law 8968.

If you're not satisfied with our reply, you can file a complaint with Costa Rica's Data Protection Agency (PRODHAB). If you live in the European Union, you can also contact your country's data protection authority.

How we protect your data

  • The site runs only over an encrypted connection (HTTPS).
  • Access to the admin panel and the database is restricted and protected with strong passwords and two-factor authentication where the tool allows it.
  • Forms have bot filters and submission limits.
  • We keep the site software up to date and make backups.

No system is infallible. If a security incident affects your data, we'll notify you without delay and, when appropriate, inform PRODHAB.

Cookies and statistics

With your permission, the site uses analytics cookies to understand how it's browsed. It also stores a display preference in your browser and, while you fill it in, the quote form draft. We don't use advertising cookies. Everything is explained in the cookie policy, and you can change your choice in cookie settings.

Minors

Our services are aimed at businesses and adults. We don't knowingly collect data from anyone under 18. If a minor sent us data, write to us and we'll delete it.

The site links to third-party tools and networks, such as Instagram. This policy doesn't apply to those sites: check their own privacy policies.

Changes to this policy

We may update this policy when the law, our services or the tools we use change. The version in force is always the one published on this page, with its update date. If the change is significant, we'll announce it visibly on the site.

Contact

Saxcephas SRL, corporate ID number 3-102-930694, Heredia, Costa Rica.
Email: sax [at] saxcephas.com