Privacy Policy

CasaBasilico OÜ

Last Updated: December 2025

1. Introduction

Welcome to Casa Basilico! We're Juls and Fabio, and we run a pop-up coliving experience for digital nomads. We take your privacy seriously – just like we take our pasta seriously. This Privacy Policy explains how CasaBasilico OÜ (registered in Estonia, company number 16850261) collects, uses, and protects your personal information when you use our website (casabasilico.com), apply to join our chapters, or participate in our coliving experiences.

By using our services, you agree to the collection and use of information in accordance with this policy. If you have any questions, just reach out – we're real humans, not a faceless corporation.

2. Information We Collect

2.1 Information You Provide Directly

Application Stage:

• Your name and email address (collected via our application form)
• Notes from your discovery call (calls are not recorded)

During the Chapter:

• Dietary information and food preferences
• Photos and videos taken during your stay
• Payment information processed through secure third-party providers

Communications:

• Emails, WhatsApp messages, and Instagram DMs exchanged with us

2.2 Information Collected Automatically

When you visit our website, we may automatically collect (with your consent via our cookie banner):

• Usage Data: Pages visited, time spent on pages, click patterns, and referral sources
• Device Information: Browser type, operating system, device type, and screen resolution
• Location Data: General geographic location based on IP address (country/city level)

2.3 Cookies and Tracking Technologies

We use cookies and similar technologies to understand how visitors use our website and to improve our advertising. These tracking technologies are only activated after you provide consent via our cookie banner. This includes:

• Google Analytics: To analyze website traffic and user behavior
• Google Tag Manager: To manage our tracking scripts
• Microsoft Clarity: To understand user interactions through heatmaps and session recordings
• Meta Pixel: To measure advertising effectiveness and deliver relevant ads on Facebook and Instagram

You can manage your cookie preferences at any time through your browser settings or by using our cookie consent banner. Essential cookies required for basic website functionality do not require consent.

3. How We Use Your Information

We use your personal information to:

• Process your application and assess community fit
• Communicate with you about your booking, chapter details, and logistics
• Process payments and send invoices
• Accommodate your dietary requirements during the chapter
• Add you to chapter WhatsApp groups for community coordination
• Send newsletters and updates about upcoming chapters (with your consent)
• Share photos and videos on our Instagram and website (with your consent)
• Improve our website and advertising based on usage patterns (with your consent)
• Comply with legal obligations

4. Photos and Media Consent

During Casa Basilico chapters, we take photos and videos that capture the community experience. Before each chapter begins, we ask you to sign a media consent form. This gives us permission to use your image on our Instagram account (@casabasilico.coliving) and website (casabasilico.com) for promotional purposes.

If you prefer not to appear in our content, just let us know – we'll make sure to exclude you from any published photos or videos. You can also withdraw your consent at any time by contacting us.

5. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your data based on:

• Contract Performance: Processing necessary to fulfill your booking and provide our coliving services (application processing, communications, dietary accommodations)
• Consent: For marketing communications, newsletters, use of your photos/videos in our content, and non-essential cookies (analytics and advertising)
• Legitimate Interests: To improve our services and ensure community safety
• Legal Obligation: To comply with applicable laws and regulations

6. Who We Share Your Data With

We don't sell your personal data. Ever. We do not share your personal information with property owners, and our volunteers do not have access to guest personal data.

We use the following third-party services to operate our business:

• Youform: Application form processing
• Calendly: Discovery call scheduling
• MailerLite: Email marketing and newsletters
• MailerSend: Transactional emails
• Google Analytics & Google Tag Manager: Website analytics (with consent)
• Microsoft Clarity: User behavior analytics (with consent)
• Meta (Facebook/Instagram): Advertising and conversion tracking via Meta Pixel (with consent)
• Payment Processors: Secure payment processing

We may also share data with legal authorities when required by law or to protect rights and safety.

7. Where We Store Your Data

Your personal data is stored in our custom admin platform. We implement appropriate security measures to protect your information from unauthorized access, alteration, or disclosure.

8. How Long We Keep Your Data

We retain your personal data only as long as necessary for the purposes outlined in this policy:

• Applicants Who Did Not Join: 12 months after application, to allow time to reapply for future chapters
• Guests (Joined at Least One Chapter): 3 years after your last chapter, to support returning guest benefits and community continuity
• Financial Records: 7 years as required by Estonian law
• Newsletter Subscribers: Until you unsubscribe

8.1 WhatsApp Community Groups

Chapter WhatsApp groups remain active after the chapter ends. This is because our community continues to organize meetups, share travel plans, and stay connected across locations – it's one of the most valued aspects of the Casa Basilico experience.

You can leave any WhatsApp group at any time by using the "Exit Group" function in the app. If you'd like us to remove you, just send us an email and we'll take care of it.

9. Your Rights

Under GDPR and applicable privacy laws, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data ("right to be forgotten")
• Restriction: Limit how we process your data
• Portability: Receive your data in a structured, machine-readable format
• Object: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent at any time (including cookie consent and media consent)

To exercise any of these rights, simply send an email to info@casabasilico.com. We'll respond within 30 days.

10. International Data Transfers

As a company based in Estonia (EU), we comply with GDPR requirements for data transfers. Some of our third-party service providers may process data outside the European Economic Area. When this occurs, we ensure appropriate safeguards are in place, including Standard Contractual Clauses where applicable.

11. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including encrypted connections (HTTPS), secure payment processing, and access controls to our admin platform. However, no method of transmission over the Internet is 100% secure, so we cannot guarantee absolute security.

12. Children's Privacy

Our services are designed for adults (18+) who are digital nomads and remote workers. We do not knowingly collect personal information from children under 18. If you believe we have collected data from a minor, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We'll notify you of significant changes by email or by posting a notice on our website. The "Last Updated" date at the top indicates when the policy was last revised.

14. Contact Us

Questions about this Privacy Policy? Want to exercise your rights? Just reach out:

15. Supervisory Authority

If you're not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with a supervisory authority. For Estonia, this is the Data Protection Inspectorate (Andmekaitse Inspektsioon): www.aki.ee