1. WHO WE ARE
Samana Group Sp. z o.o., Hacienda Cocuyo, Monte Rojo, Santa Bárbara de Samaná 32000, Dominican Republic. Email: info@samana-group.net
2. WHAT DATA WE COLLECT
We collect data through our contact and newsletter forms, the broker form, the house configurator, meeting booking, the Sofia chat on this site, and conversations with Sofia held over Instagram, Facebook Messenger and WhatsApp.
- Contact details: name, email address, phone number and country — the last of these determined automatically from your IP address by our hosting provider.
- Information about your plans, if you share it: budget, purchase intent, financing method, whether you have already visited Samaná, your preferred language for a call, and the chosen date and length of a meeting.
- Broker details: company name and estimated number of clients served — in the broker form only.
- House configuration from the configurator: chosen model, room variants, extras, plot size and the calculated price.
- The content of your conversation with Sofia — both on this site and on Instagram, Facebook Messenger and WhatsApp.
- Usage data from analytics (page visits, clicks) — only after you consent to analytics cookies.
- Clicks on WhatsApp buttons: for these we store only the page, language, product and event type — no IP address and nothing that could identify you.
3. WHY WE COLLECT IT
- To respond to your inquiries and send requested materials
- To schedule and confirm meetings
- To send our newsletter (only with your consent)
- To improve our website and services
4. LEGAL BASIS FOR PROCESSING
We process your data on the following GDPR legal bases, depending on the purpose:
- Art. 6(1)(b) — pre-contractual steps taken at your request: answering your inquiry, sending the materials you asked for, arranging and confirming a meeting.
- Art. 6(1)(f) — our legitimate interest: commercial follow-up on your interest in our offer, protecting the site against abuse (request limits, anti-spam mechanisms) and error diagnostics. You can object to this processing.
- Art. 6(1)(a) — your consent: analytics and analytics cookies, the newsletter and marketing materials, chatting with Sofia, and moving the conversation to WhatsApp. You can withdraw consent at any time.
5. HOW WE STORE IT
Your data is stored securely in our CRM system and Supabase database. We use industry-standard encryption and security measures.
6. WHO WE SHARE IT WITH
Inside the company, only our sales team has access to your data. Beyond that, we rely on the following providers, who process data on our behalf:
- GoHighLevel — the CRM system where our sales team manages contact with you. It receives data from forms, the configurator and conversations with Sofia.
- n8n — automation tooling that carries submissions from the site to the CRM and handles meeting scheduling. We self-host it on Google Cloud infrastructure.
- Supabase — the database where we store submissions, newsletter sign-ups and conversations with Sofia.
- Anthropic — provider of the Claude model that generates Sofia's replies.
- Pinecone — the knowledge base that receives the text of your question to Sofia in order to retrieve the right piece of information.
- Vercel — website hosting. It also determines the country you connect from, based on your IP address.
- Cloudflare — file storage (R2) that serves the 360° panoramas. When they load, your browser connects to Cloudflare directly.
- Google — Google Analytics (only after your cookie consent), Google Maps embedded on the site, and Google Calendar for scheduling meetings.
- We never sell your data to third parties.
7. TRANSFERS OUTSIDE THE EEA
Some of our providers are based in the United States: GoHighLevel, Anthropic, Vercel, Supabase, Pinecone, Cloudflare and Google. This means your data may be transferred to and stored outside the European Economic Area.
Samana Group itself is based in the Dominican Republic, for which the European Commission has not issued an adequacy decision.
Transferring the data you send us through a form or in a conversation with Sofia is necessary to handle the inquiry you direct to us (Art. 49(1)(b) GDPR). Independently of that, our providers offer contractual safeguards for transfers outside the EEA — in particular the Standard Contractual Clauses approved by the European Commission.
8. SOFIA AI ASSISTANT
When you chat with Sofia, your conversation is processed by Anthropic's Claude AI and stored in our database to provide context for future conversations. Conversation summaries may be reviewed by our team to improve service quality.
9. HOW WE CLASSIFY INQUIRIES
Inquiries that reach us are automatically given a priority label — "Hot", "Warm" or "Cold" — so the team knows who to answer first. The label is calculated using fixed rules, based on whether you asked for a meeting, left a phone number, gave a budget, or arrived from a specific product page.
In conversations held through Instagram, Facebook Messenger and WhatsApp we additionally store the general sentiment of the conversation (positive, neutral or negative) and a short summary — these help an advisor pick the thread back up.
This classification only organizes the order and context of our contact with you. It has no legal effect on you, it is not automated decision-making within the meaning of Art. 22 GDPR, and it does not affect pricing or the terms of our offer — a person always replies to you. You can object to this classification or ask us to review it by writing to info@samana-group.net.
10. YOUR RIGHTS (GDPR)
- Right to access your data
- Right to correct inaccurate data
- Right to delete your data
- Right to restriction of processing (Art. 18 GDPR) — for example, while we verify the accuracy of data you have contested
- Right to object to processing based on our legitimate interest (Art. 21 GDPR)
- Right to withdraw consent at any time, where processing is based on it
- Right to data portability
To exercise any of these rights, write to info@samana-group.net.
If you believe we are processing your data unlawfully, you can lodge a complaint with the supervisory authority in your country (Art. 77 GDPR). For users in Poland, the competent authority is the Prezes Urzędu Ochrony Danych Osobowych (PUODO), ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl.
11. COOKIES AND ANALYTICS
We use essential cookies, without which the site does not work, and analytics cookies. Analytics — Google Analytics 4 and Vercel Analytics — only loads after you choose "Accept All" in the cookie banner. Choosing "Essential Only" means neither tool is loaded.
You can withdraw your consent at any time: clear this site's data in your browser settings and the banner will appear again on your next visit, letting you choose differently. You can also block or delete cookies directly in your browser.
See also our Cookie Policy for how we use cookies and similar technologies.
12. CHANGES
We may update this policy periodically. We will notify you of significant changes by email if you are subscribed to our newsletter.
13. CONTACT
For privacy-related questions: info@samana-group.net
14. SOFIA AI ASSISTANT — DATA CONSENT
Before using Sofia, users must actively consent to data processing. By clicking "Start chatting", users agree that:
- Conversation data is stored in our secure database
- Conversations may be reviewed by Samana Group team members to improve service quality
- Data is processed by Anthropic's Claude AI (privacy policy: https://anthropic.com/privacy)
- Users can withdraw consent and request data deletion at any time by emailing info@samana-group.net