Privacy Policy

OptimPOS is a platform and a brand of Codidea Software. The controller of the personal data described in this policy is Christian David Ramírez Montes, an individual identified with Colombian ID (C.C.) 1144067382, doing business as Codidea Software, located at Calle 29 # 26-36, Cali, Colombia.

Privacy and personal data contact: contact@optimpos.com, also contact@codideasoftware.com, or by phone at +57 318 539 4418.

WhatsApp notifications sent under the name "OptimPOS" are operated by Codidea Software through Meta's official WhatsApp Business Platform.

This policy applies to businesses that use OptimPOS ("customers"), their staff with platform access, the end customers of those businesses whose data is stored in OptimPOS, and people who visit this site or contact us.

• Controller: Codidea Software is the controller of business registration and account data and of data collected on this website.
• Processor: for end-customer data (such as name, phone number, and appointments) that each business records, the business is the controller and Codidea Software acts as processor, handling it only to provide the service and on the business's instructions.

• Registration and account: name, business name, email, phone number, and password (stored only as an irreversible hash).
• Business operations: sales, products, inventory, purchases, cash register, expenses, debts, staff, reports, and settings.
• End customers: the data the business chooses to record, such as name, phone, email, appointment and purchase history, and whether the customer agreed to receive WhatsApp reminders.
• WhatsApp messaging: the recipient's phone number, the template and data sent (for example, name, appointment date and time), the recipient's replies, and the delivery and read statuses reported by WhatsApp.
• Subscription payments: handled by MercadoPago. OptimPOS never receives or stores card numbers; only subscription and payment identifiers and statuses.
• Technical data: IP address, browser type, activity and security logs, and strictly necessary session cookies.
• Website: the data you submit in the contact or sign-up forms, and Google reCAPTCHA's abuse assessment.

• Providing the service: creating and managing the account, and running the point of sale, scheduling, inventory, and reports.
• Sending end customers service notifications about their appointments, when the business has enabled them and the customer has agreed.
• Processing replies to those notifications to confirm or cancel the related appointment.
• Managing the subscription, billing, and payments.
• Sending operational emails: account verification, password reset, and subscription notices.
• Providing support, ensuring security, preventing fraud and abuse, and meeting legal obligations.

We do not sell or rent personal data, and we do not use end-customer data for our own or third-party advertising.

OptimPOS sends notifications through Meta Platforms, Inc.'s WhatsApp Business Platform (Cloud API). To deliver each message, Meta and WhatsApp LLC receive the recipient's number and the message content, and process them under their own terms and privacy policy.

• Service messages only: appointment scheduling, advance reminder, reminder with the address, and a feedback request after the visit. OptimPOS does not send promotional or bulk messages.
• Consent required: the system only messages customers that the business has marked as having agreed to receive WhatsApp reminders. Obtaining and keeping that consent is the business's responsibility.
• Business identification: each message names the business the appointment was booked with. Businesses may send from their own number or from the OptimPOS number, which appears in WhatsApp as "OptimPOS".
• Approved templates: every message initiated by OptimPOS uses a template reviewed and approved by Meta.
• Replies: if you reply to a message, for example to confirm or cancel, the reply is recorded on the appointment.
• Protected credentials: WhatsApp access tokens are stored encrypted (AES-256-GCM) and each business can only send through its assigned channel.

To stop receiving these messages, ask the business that serves you or email contact@optimpos.com with your phone number. We will withdraw the consent and you will no longer receive notifications from that business through OptimPOS.

Only with providers we need to deliver the service, who process data on our or the business's behalf:

• Meta Platforms, Inc. and WhatsApp LLC: delivering WhatsApp notifications.
• MercadoPago: subscription payments.
• Google LLC: reCAPTCHA on site forms.
• Infrastructure and email providers: server and database hosting, and operational email delivery.
• Authorities: when required by law or by an order from a competent authority.

Some of these providers, notably Meta, Google, and some infrastructure providers, may process data outside Colombia, including in the United States. By using the service, and for end customers by agreeing to notifications, you accept this transfer, which is made to providers offering adequate protection under Colombian Law 1581 of 2012.

We apply reasonable technical and organizational measures: encryption in transit (HTTPS/TLS), per-business data isolation, hashed passwords, encryption of sensitive credentials, role-based access control, activity logs, and backups.

• Account and operational data: while the account is active and afterwards for as long as legal, accounting, or tax obligations require.
• WhatsApp technical events (Meta's delivery and reply notices): deleted automatically after 30 days, or after 90 days if they failed.
• Backups: kept for no longer than 30 days.

As a data subject you have the right to access, update, correct, and delete your personal data, to request proof of the consent given, to revoke it, to be informed about how it has been used, and to file complaints with Colombia's Superintendence of Industry and Commerce (SIC), under Law 1581 of 2012 and Decree 1377 of 2013.

To exercise them, email contact@optimpos.com. We answer inquiries within 10 business days and claims within 15 business days. If your data was recorded by a business that uses OptimPOS, you may also contact that business directly.

You can request deletion of your account or data at any time. The procedure, timelines, and what is kept for legal reasons are on the data deletion page.

OptimPOS uses strictly necessary cookies to keep you signed in and protect your account. The site uses Google reCAPTCHA to prevent form abuse. We do not use advertising cookies.

OptimPOS is aimed at businesses and is not intended for minors. Businesses must not record minors' data without their legal guardian's consent.

We may update this policy. The current version will be posted on this page with its update date and, for material changes, we will notify registered businesses by email.