In short
- We ask only for what is necessary to reply to you, prepare quotes, work with you and bill you.
- We do not sell or rent your data.
- We do not see or store your card: online payments are processed by Wompi.
- You decide: you can access, correct or delete your data and withdraw your authorization through PQRS.
- We respond quickly: inquiries within a maximum of 10 business days and claims within a maximum of 15.
1. Who the data controller is
The data controller of your personal data is:
Requests, inquiries and claims regarding personal data are handled directly by Kaizen's management at the email address hola@kaiizen.com.co and through the form at PQRS.
2. Rules we follow
This policy complies with the Political Constitution (articles 15 and 20), Law 1581 of 2012 on personal data protection and Decree 1074 of 2015 (chapters 25 and 26, which incorporate Decree 1377 of 2013), as well as Law 1480 of 2011 (Consumer Statute) and Law 2300 of 2023 where applicable.
3. Key terms
- Personal data
- Information that identifies or can identify a person: name, phone number, email, image.
- Sensitive data
- Data that affects a person's privacy or can lead to discrimination: health, origin, beliefs, biometric data, among others.
- Owner
- The person to whom the data belongs.
- Processing
- Any use of the data: collecting, storing, using, sending or deleting it.
- Authorization
- Your prior, express and informed permission to process your data.
- Data controller and data processor
- The data controller decides on the processing (Kaizen). The data processor processes data on behalf of the data controller (for example, the email provider).
- Transmission and transfer
- Transmission: delivering data to a data processor so that it processes the data on our behalf. Transfer: sending data to another data controller, in Colombia or abroad.
4. What data we process
Your card never goes through Kaizen. Your card or account details are received directly by Wompi, Bancolombia's payment gateway, on its own page.
Sensitive data and data of minors. We do not request sensitive data or data of children or adolescents through this site. If a project requires them (for example, a minor in a commercial), we request express authorization from their legal representative, we listen to the minor and we respect their best interests. Answering questions about sensitive data or data of minors is always voluntary and is not a condition of the service.
5. What we use it for
- Respond to your requests, send quotes and schedule calls (if you pick a time, we add it to our calendar).
- Enter into and perform contracts: produce, build, run ads, deliver and provide support, and show you your project's progress in your private portal.
- Keep proof of the contracts and documents you sign electronically (Law 527 of 1999 and Decree 2364 of 2012).
- Issuing quotes, invoices (cuentas de cobro), tax invoices and receipts, and managing payments and accounts receivable.
- Complying with legal, accounting and tax obligations, and responding to the authorities.
- Handling requests, complaints, claims, and warranty or withdrawal requests.
- Sending you ideas, news and offers, only if you authorize it separately. You can unsubscribe at any time.
- Measuring and improving the site and our ads, only if you accept those cookies. If you contact us, we also record which ad or site brought you, so we know which campaigns work.
- Showing work in our portfolio, with the authorization of the client and of the people who appear in it.
- Protecting the site against fraud, spam and abuse.
If you write to us, we reply through the channel you chose. We send offers you did not request only with your authorization, through the channels you authorized, Monday through Friday from 7:00 a.m. to 7:00 p.m. and on Saturdays from 8:00 a.m. to 3:00 p.m., never on Sundays or public holidays, as required by Law 2300 of 2023.
6. How we ask for your authorization
We ask for it before collecting your data, through a checkbox that you tick (it is never pre-checked), in writing, verbally or through unequivocal conduct. Silence never counts as authorization. We keep the proof: the date, the version of this policy and the message of your request.
The law allows data to be processed without authorization in specific cases: public data, an order from an authority, medical or health emergencies, historical, statistical or scientific purposes, and civil registry data.
7. Your rights
- To know, update and rectify your data.
- To request proof of the authorization you gave us.
- To know, upon request, what use we have made of your data.
- To revoke the authorization or request that we delete your data, when there is no legal or contractual duty to keep it.
- To access your data free of charge.
- To file complaints with the Superintendence of Industry and Commerce, after submitting your inquiry or claim to us.
8. How to exercise your rights
Write to us through the form at PQRS (it gives you a filing number with the date and time) or by email at hola@kaiizen.com.co. Include your name, your ID document, what you are requesting, how to contact you and, if you have them, supporting documents. If you are acting on behalf of another person, attach the power of attorney or the document that proves it.
If your claim is missing information, we will ask you for it within the following 5 days. If 2 months pass without you sending it, you will be deemed to have abandoned the claim. While we resolve it, we will mark your data with the legend “claim in process” within a maximum of 2 business days.
9. Who else processes your data
To operate, we use providers that process data on our behalf, under security and confidentiality conditions. We do not sell or rent data.
The United States is on the Superintendence of Industry and Commerce list of countries with an adequate level of protection. With our data processors, we enter into data processing agreements with security and confidentiality obligations.
10. How we protect your data
- The site always runs over an encrypted connection (HTTPS) with security headers that block unauthorized code.
- We do not load third-party scripts, except the measurement scripts you authorize.
- Forms have spam protection and data validation.
- Quotes, invoices (cuentas de cobro) and receipts are digitally signed: if anyone changes an amount, the document shows it.
- Our internal panel (Kaizen Studio) stores information encrypted with AES-256 and a long password, and locks itself when not in use.
- Each team member sees only what their role needs: sales sees their clients, production sees their projects and accounting sees billing. The database enforces it, not the screen.
- Anyone handling sensitive business information signs in with two-step verification, and the whole team signs a confidentiality and data-processing agreement before getting access.
- We keep a log of who creates, changes or deletes each record (without copying its content), and when someone leaves the team their access is removed immediately.
- Card payments are processed by Wompi under its security standards; Kaizen never receives your card details.
If an incident affecting your data occurs, we will notify you and report it to the Superintendence of Industry and Commerce when the law requires it. Did you find a vulnerability on the site? Write to us before disclosing it (see security.txt).
11. How long we keep your data
- Prospects: up to 2 years from the last contact, unless you ask us to delete them sooner.
- Clients: for as long as the relationship lasts and up to 10 years afterward, due to accounting and commercial obligations.
- Offers: until you unsubscribe.
- Electronic signature evidence: while the signed document is in force and up to 10 years after, to prove the agreement if needed.
- Team activity log: 1 año.
Our databases will remain in effect for as long as Kaizen carries on its business.
12. Kaizen Studio app and team accounts
Kaizen Studio (on the web and on Google Play) is our team’s internal tool. There is no open sign-up: Kaizen creates accounts for its collaborators with each person’s email, name and role, and the app keeps a log of their activity and their acceptance of the confidentiality agreement.
Deleting an account. If you were part of the team and want us to delete your account and its data, write to us through PQRS (type “Data: delete or revoke authorization”) or by email at hola@kaiizen.com.co. We remove access immediately and delete the account within 15 business days at most. We keep only what the law requires us to keep (for example, the activity log for 1 year) and tell you so in our reply.
13. Privacy notice
[Legal name or name of the owner] ([Tax ID (NIT) or national ID (cédula)]), doing business under the trade name Kaizen, domiciled at [Address for notices], Bogotá, Colombia, email hola@kaiizen.com.co and telephone +57 313 285 4108, is the data controller of your personal data. We use your data to respond to your requests, prepare quotes, schedule, perform and bill for our services and, if you authorize it, send you offers. You have the right to know, update, rectify and delete your data and to revoke your authorization. Answering questions about sensitive data or data of minors is voluntary. The full policy is on this page and any changes to it are published here.
14. Changes and effective date
If we change this policy in a significant way, we will publish the change here before applying it and, if you are a client, we will notify you by email or WhatsApp. Version 1.0, effective as of October 21, 2026.