Privacy policy

Overview

This website processes data to operate securely, display content and handle enquiries. Google Analytics and Meta marketing measurement load only when you consent to the relevant category in the cookie banner.

Hosting and server logs

This website is hosted by Vercel . Technical access data such as your IP address, the time, requested page, browser and device information may be processed when you visit. This supports the delivery, stability and security of the website.

Further information: vercel.com/legal/privacy-notice

Local storage and cookies

Your cookie preferences are stored in your browser’s local storage. Your language choice is also stored in a necessary cookie for up to one year. On your first visit, we use your preferred browser languages. If you allow Google Analytics, Google may set cookies such as _ga and _ga_* . If you allow Meta marketing, cookies such as _fbp and _fbc may be set. A necessary HttpOnly cookie records marketing consent for up to 180 days. You can allow analytics and marketing separately and change your choices at any time using ‘Cookie settings’ in the footer.

While you complete the client briefing, your progress is saved in your browser’s local storage. It belongs to your personal briefing and expires there after 30 days. The access key is in the fragment of your personal link and is not sent to the page as a query parameter. It is sent within the relevant request to our server function when access is checked and when you submit.

Meta Pixel and Conversions API

With your consent to ‘Meta marketing’, we use Meta Pixel and Conversions API from Meta Platforms, Inc. We use them to measure page views and successful contact enquiries, associate them with ads where possible, and assess campaign performance. Without consent, the pixel does not load and contact enquiries are not shared with Meta.

After a form is submitted successfully, a random event ID, timestamp, page path, browser identifier, IP address, Meta cookie IDs and normalised email address may be transmitted. The email address is hashed with SHA-256 before transmission. Message text, health information, application documents and phone numbers are not sent to Meta. Browser and server events use the same event ID to prevent double counting.

Meta may process data in the USA and other countries. Consent is voluntary and can be withdrawn at any time through the cookie settings. Withdrawal applies to future visits and transmissions.

Further information: Meta privacy policy and Meta Business Tools terms

Google Analytics

With your consent, we use Google Analytics to analyse visits, pages used, approximate origin, device type and interactions. The provider is Google LLC; depending on location, affiliates including Google Ireland Limited may be involved in processing. Data may be transferred to the USA. Google Analytics does not load without your consent.

Consent is voluntary and can be withdrawn at any time through the cookie settings. On withdrawal, we delete accessible Google Analytics cookies for this website from your browser.

Further information: How Google uses data from websites

Contact form and confirmation email

When you submit the contact form, we process your name, email address and phone number to review your enquiry and contact you.

For the medical practice assistant job profile, we also process the practice name, practice or vacancy URL, open role and location. If the link contains campaign attribution, we also store UTM parameters, campaign, ad set and ad IDs, and the source path. These details help us handle your enquiry, attribute it to the campaign and measure results internally.

If you use the form on the practices page, we process your name, phone number and, if you provide it voluntarily, your practice website or vacancy URL. The campaign parameters and source path mentioned above may also be processed for internal attribution.

Your details are first processed in a server function operated by our hosting provider Vercel . We then use our existing email account with Hostinger to send your automatic confirmation and our internal notification. Vercel and Hostinger process form data as technical service providers. The confirmation relates only to your enquiry and does not subscribe you to a newsletter.

If you allow Meta marketing, the lead event described above is also sent to Meta after a successful submission. Your message and phone number are excluded.

The short form on the practices page does not collect an email address. No server-side lead event is therefore sent via Conversions API for this enquiry. With Meta marketing consent, the browser may report completion as a lead event; the phone number and practice or vacancy URL are not shared with Meta. No automatic confirmation email is sent for this short form.

Further information: Hostinger privacy policy

Data is retained only as long as necessary to handle your enquiry or meet legal retention requirements. You can also enquire by email.

Client briefing

The client briefing prepares a project that has already been discussed. When you confirm and submit the summary, we process your answers together with the client, project and scope details associated with your personal link.

Access and answers are first checked in a server function at Vercel . A digitally signed JSON package and a readable summary are then sent using our existing email account at Hostinger to Kotodama. A readable copy of your confirmed answers is also sent to the email address associated with your personal link. If that copy cannot be delivered, the summary remains readable on the completion page after successful internal delivery.

Submitting the briefing does not transmit briefing answers to Meta or Google Analytics. This text-based briefing does not use OpenAI to analyse the content automatically.

Please do not enter passwords, patient data, application documents or candidate profiles. Submitted data remains in the email system and explicitly authorised local project documents for as long as needed for the project or legal obligations. You can request earlier deletion at rafael@kotodama-co.ch .

Contact by email

When you email us, we process the data it contains (name, email address and message) solely to handle your enquiry. We retain it only as long as needed for the enquiry or legal retention requirements. The email services used may also process the data technically.

Service providers and international data transfers

The providers Vercel, Google, Meta and Hostinger may process data outside Switzerland and the European Economic Area, particularly in the USA. Information about their safeguards is available in the providers’ linked privacy notices.

Your rights

Under the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU General Data Protection Regulation (GDPR), you have the following rights:

• Access to stored data
• Correction of inaccurate data
• Deletion of your data
• Restriction of processing
• Objection to processing

For all enquiries: rafael@kotodama-co.ch . We respond as quickly as possible, within 30 days at the latest.

External links

This website may link to external sites. We are not responsible for their content or privacy practices.

Changes

This privacy policy may be updated as needed. The current version is available on this page.