Privacy Policy

Kodewave ("we," "us," "our") respects your privacy. This Privacy Policy explains what information we collect, how we use it, and your rights regarding your data.

1. Information We Collect

(a) Information you provide directly:

• Contact information: name, email address, phone number, business name
• Business data: rates, services, hours, descriptions, photos, and other content you provide for your website
• Payment information: billing details processed through our payment providers (GCash, Maya, bank transfer). We do not store credit card numbers or payment credentials directly.
• Communications: messages sent via our contact form, Messenger, email, or other channels

(b) Information collected automatically:

• Website analytics: page views, traffic sources, device type, browser type, approximate geographic location (country/region level)
• AI conversation data, where the AI chat add-on is in use: messages exchanged between your website visitors and the assistant, including timestamps and conversation metadata
• Usage data: content dashboard login activity, feature usage, and AI usage metrics where the AI add-on is in use
• Third-party analytics (if enabled by the site owner): Google Analytics collects anonymized usage data including page views, traffic sources, device type, and approximate geographic location. This data is processed by Google under their privacy policy.

(c) Information from third parties:

• Payment confirmation from payment processors
• Domain registration data from registrars (for custom domain setup)

2. How We Use Your Information

We use collected information to:

• Design, build and deliver your website, and host and maintain it where care and hosting is in place
• Operate AI features specific to your business, where the AI add-on is in use
• Send transactional communications (invoices, service updates, support responses)
• Generate analytics and reports about your website performance
• Improve our services
• Comply with legal obligations

We do NOT:

• Sell your personal information or business data to third parties
• Share your business data with other Kodewave clients
• Use your content to train general AI models (your business data trains only your AI instance)
• Send unsolicited marketing emails

3. AI Data Processing

This section applies only where the optional AI chat add-on is in use on your website.

(a) When visitors interact with the AI chat assistant on your website, their messages are processed by our AI infrastructure (currently using OpenAI's API) to generate responses.

(b) Visitor conversation data is stored in our database, associated with your site, and accessible to you via your content dashboard.

(c) We do not use visitor conversation data from one client to train or improve AI responses for other clients.

(d) AI-generated responses are based on the business information you provide. The accuracy of AI responses depends on the completeness and accuracy of your business data.

(e) Visitors interacting with the AI chat are not required to provide personal information. If they voluntarily share personal details during the conversation, this data is stored as part of the conversation record and accessible to you.

4. Data Storage and Security

(a) Data is stored on Laravel Cloud infrastructure (AWS-based) with SSL encryption in transit and encryption at rest.

(b) Cloudflare provides DDoS protection and edge security for all Kodewave-hosted sites.

(c) Access to client data is restricted to authorized Kodewave personnel and is accessed only for service delivery and support purposes.

(d) We perform regular backups of the data we host.

(e) While we implement reasonable security measures, no system is completely secure. We cannot guarantee absolute security of your data.

5. Data Breach Notification

(a) In the event of a personal data breach that is likely to harm you or your customers, Kodewave will notify the National Privacy Commission (NPC) and affected individuals within 72 hours of becoming aware of the breach, in accordance with the Data Privacy Act of 2012 (RA 10173) and NPC Circular 16-03.

(b) Notification will include: a description of the breach, the types of data involved, the likely consequences, and the measures taken or proposed to address the breach.

(c) Kodewave will cooperate with affected clients to notify their end-users if visitor data processed through the AI Chat Assistant is compromised.

6. Data Sharing

We share data only with:

• OpenAI: Where the AI chat add-on is in use, conversation messages are sent to OpenAI's API for AI response generation. OpenAI's data processing terms apply.
• Payment processors: GCash, Maya, and banking partners process payment transactions.
• Resend: Our transactional email provider for inquiry notifications and service communications.
• Laravel Cloud / Cloudflare: Infrastructure providers that host and protect the sites we host, and our own systems.

We do not share data with advertisers, data brokers, or any other third parties.

7. Your Rights

You have the right to:

• Access your data: Request a copy of all personal and business data we hold about you
• Correct your data: Update inaccurate information via your content dashboard or by contacting us
• Delete your data: Request deletion of your data (within 30 days, subject to legal retention requirements)
• Export your data: Request an export of your content in a standard format
• Withdraw consent: Stop using our services at any time by ending any ongoing service

To exercise these rights, contact us at [email protected].

8. Data Retention

• Care and hosting clients: data retained for as long as the service is running, plus 90 days after it ends
• After the 90-day grace period: Content and business data permanently deleted. Anonymized analytics may be retained.
• Project clients: project files retained for 12 months after final delivery, then deleted unless care and hosting or another support arrangement is active
• Contact form submissions: Retained for 24 months, then deleted

9. Cookies

The Kodewave website (kodewave.ph) uses minimal cookies:

• Analytics cookies (if enabled): Track page views and traffic sources
• No advertising cookies, no tracking pixels, no third-party marketing cookies

Sites we build and host, whether on a kodewave.ph subdomain or your own domain, may use:

• Session cookies: Required for content dashboard login (essential)
• AI chat session cookies, where the AI chat add-on is in use: Maintain conversation context during a browsing session (not used for cross-site tracking)
• Analytics cookies (if enabled by the site owner): Google Analytics cookies (_ga, _gid, _gat) track page views, traffic sources, and visitor behavior. These cookies are set by Google and governed by Google's privacy policy. A cookie notice banner is displayed when analytics cookies are active.
• Google Tag Manager cookies (if enabled): May set additional cookies depending on the tags configured by the site owner.

Site owners who enable analytics are responsible for ensuring their use complies with applicable privacy laws for their audience.

10. Children's Privacy

Our services are intended for businesses, not individuals under 18. We do not knowingly collect personal information from children.

11. International Data Transfers

Data may be processed on servers located outside the Philippines (AWS regions used by Laravel Cloud). By using our services, you consent to this transfer. We ensure all data processing complies with applicable Philippine data privacy laws (Republic Act No. 10173, Data Privacy Act of 2012).

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or Messenger notification. The "Last updated" date will reflect the most recent revision.

13. Contact

For privacy-related questions or to exercise your data rights:
Email: [email protected]
Messenger: m.me/1107948862394474