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Legal

Personal data processing policy

Version 2026-10 ·

This policy explains how Kliwe LLC ("Kliwe") collects, uses, stores and protects the personal data of people who use the Kliwe platform, in compliance with Ley 1581 de 2012 (Colombia's data protection law), Decreto 1074 de 2015 (chapter 25) and the other Colombian data protection rules.

1. Data controller

2. What data we process

Data you give us when you sign up and use Kliwe:

  • Identification and contact data: name, email, phone number, profile photo.
  • Data about your properties: address, property registration number (matrícula inmobiliaria), cadastral number, appraisal, photos, documents, obligations, payments and expenses.
  • Data about third parties you register: owners, co-owners, tenants, co-signers, suppliers (name, ID number, contact details). By registering them you state that you have their authorization or a legal basis to do so.
  • Documents you upload to Kliwe Drive (deeds, contracts, receipts, invoices).

Data generated when you use Kliwe: IP address, browser, device, access dates, activity log (who created, changed, viewed or downloaded each record) and preferences.

Google data: if you sign in with Google, we receive your name, email, photo and confirmation that your email is verified. We do not access your Google email, contacts or files.

We do not ask for sensitive data. If you choose to upload a document that contains it, we treat it with the same security measures and only for the purpose you uploaded it for.

3. What we use your data for

  1. Creating and managing your account, your workspaces and the permissions of the people you invite.
  2. Providing the service: recording properties, obligations, payments, contracts, maintenance, documents and reports.
  3. Sending you due-date reminders and service notifications by email, WhatsApp or inside the app, according to your preferences.
  4. Processing documents with artificial intelligence to classify them and extract data (dates, amounts, parties), only if you authorize this processing. You always confirm before anything is recorded.
  5. Charging the platform subscription and issuing the corresponding invoices.
  6. Providing support, handling requests and preventing fraud or misuse.
  7. Meeting legal, accounting and tax obligations.
  8. Sending you marketing information and Kliwe news, only if you authorize it. You can withdraw this authorization at any time.
  9. Measuring and improving the service with aggregated statistics that do not identify you.

4. Data transfers and transmissions

To provide the service we use providers that process data on our behalf (processors), under contracts that require confidentiality and security:

  • Cloud infrastructure, database and file storage.
  • Sending emails and messages.
  • Subscription payment processing (Stripe).
  • Document processing with artificial intelligence (Anthropic), when you authorize it.

Some of these providers are outside Colombia, in countries with adequate levels of protection or with equivalent contractual safeguards. By accepting this policy you authorize these international transmissions. We do not sell or rent your personal data.

People you give access to a workspace (for example your realtor or your accountant) see the data that access allows. You control those permissions.

5. Your rights as a data subject

Under article 8 of Ley 1581 de 2012 you have the right to:

  • Know, update and correct your data.
  • Request proof of the authorization you gave us.
  • Know how we have used your data.
  • Revoke your authorization or request deletion of your data when there is no legal or contractual duty to keep it.
  • Access your data free of charge.
  • File complaints with the Superintendencia de Industria y Comercio (Colombia's data protection authority) after first submitting your claim to us.

From Settings > Privacy you can see your authorizations, download all your data and delete your account without writing to us.

6. How to exercise your rights

Write to us at privacidad@kliwe.com with your name, your account email, what you are requesting and, if applicable, supporting documents.

  • Inquiries: we respond within 10 business days at most, extendable by 5 more business days with notice.
  • Claims (correction, update, deletion or non-compliance): we respond within 15 business days at most, extendable by 8 more business days with notice.

7. Retention

We keep your data while you have an active account and afterwards for as long as accounting, tax and legal rules require. When you delete your account we anonymize your identification data; we keep proof of your authorizations and the audit records the law requires, without them directly identifying you.

8. Security

We encrypt communications and sensitive data in the database, store files in private storage with temporary links, isolate each workspace's data, log access to information and offer two-step verification. No system is infallible: if we detect an incident affecting your data we will notify you and report it to the authority as the law requires.

9. Minors

Kliwe is not intended for people under 18 and we do not knowingly collect their data.

10. Changes to this policy

If we change this policy we will publish the new version with its date and, if the change is substantial, we will ask for your authorization again. Each authorization is linked to the version you accepted.

Effective: October 18, 2026.