Privacy Policy

Who we are

CogentFlow (PVT) LTD provides AI workflow audits and implementation services for document-heavy business teams, based in Sri Lanka. You can reach us at info@cogentflow.io.

What we collect

We keep data collection to a minimum. Depending on how you interact with us, this may include:

• Contact details you share directly — for example your name, email, phone number, and the message you send when you email us or book a call.
• Scheduling information when you book a discovery call through our third-party scheduling provider.
• Sample documents or workflow details you choose to share for an audit. We ask for anonymized samples where possible, and only the data a task genuinely needs.
• Standard technical data your browser sends to our hosting and content-delivery provider, such as IP address and basic request logs, used to serve and secure the site.

Optional website analytics

We use optional Google Analytics 4 to understand page visits, approximate country, browser and device information, campaign sources (including UTM tags such as X profile links), and interactions such as outbound link clicks, scrolling, and file downloads. These measurements help us improve the website and understand which campaigns work. They do not tell us that an outbound booking link resulted in a completed appointment.

Our hosting provider, Cloudflare, determines an approximate country from the IP address already used to deliver this website. Our country-check endpoint returns only whether an analytics consent prompt is needed. It does not return or store your IP address or precise location, and we do not send it to another location-lookup service. IP location is approximate and can be affected by VPNs and proxies.

For visitors located in Australia, Hong Kong, New Zealand, Sri Lanka and the United States, limited website analytics can start automatically with an option to decline. Our purpose is to understand and improve this business website; we rely on legitimate interests or the applicable notice-and-opt-out framework for that limited use. Elsewhere, including the EEA, UK and Switzerland, we ask for consent before loading Google Analytics. If the country check fails or the country is unknown, we also ask first.

A saved decline choice is respected in every country. We also keep analytics off when your browser sends a Global Privacy Control or Do Not Track preference. Use Cookie choices in the footer to allow or decline analytics. The website remains available when analytics is off. Advertising personalization and Google signals are disabled. We do not intentionally send names, email addresses, or other direct identifiers to Analytics; page addresses sent by our analytics setup retain only campaign parameters, without unrelated query parameters or fragments.

An explicit choice is stored in your browser for up to 180 days. Automatic analytics under the regional settings is not recorded as your consent. Analytics cookies have a 180-day expiry that can be renewed with activity. Declining stops further collection by our tag and removes its first-party analytics cookies; it does not erase data already received by Google. A browser privacy preference keeps analytics off even if you previously chose to allow it.

Google processes the analytics data under its own terms and privacy policy and may process it outside Sri Lanka. You can read Google's privacy policy at https://policies.google.com/privacy. Our hosting and security provider continues to receive the technical information needed to deliver and protect the website, regardless of your analytics choice.

Business contact information and outreach

We may obtain professional contact information from publicly available business sources, including company websites, professional directories, public professional profiles, referrals, networking interactions, and information supplied by business partners. This information may include your name, job title, organisation, professional email address, business telephone number, and other relevant professional details.

We may use this information to contact organisations and their representatives about CogentFlow services that we reasonably believe may be relevant to their business. We aim to keep such communications targeted and relevant, rather than indiscriminate bulk messaging.

You may ask us to stop sending business-development or marketing communications at any time by replying “Unsubscribe” to the relevant email or by contacting us using the details provided in this Privacy Policy. We will record and respect your request, and will not continue sending marketing communications after you opt out. To do this, we may retain the minimum suppression information needed to prevent future marketing contact. An opt-out from marketing does not prevent us from sending communications that are necessary for an existing service, contractual relationship, or legal obligation.

How we use it

We use the information described in this policy to respond to enquiries, schedule and run discovery calls, prepare and deliver workflow audits, contact relevant business representatives about CogentFlow services, and operate and improve the website. We do not sell your data, and we do not use it for unrelated advertising.

Retention

We keep personal data only for as long as needed to handle your enquiry or engagement, and then for a reasonable period for our records. Sample documents shared for an audit can be anonymized, and are deleted on request once the audit is complete.

Third parties

We rely on a small number of reputable service providers to operate — for example website hosting and content delivery, email, and call scheduling. These providers process data on our behalf under their own terms and privacy policies, and we share your information with them only as needed to provide the service you have asked for.

Your choices

You can ask us what personal data we hold about you, ask us to correct it, or ask us to delete it, by emailing info@cogentflow.io. You may also opt out of business-development or marketing communications at any time by replying “Unsubscribe” to the relevant email or by contacting us at info@cogentflow.io. We will record and respect opt-out requests, and may retain the minimum suppression information needed to prevent future marketing contact. You can also decline to share particular information, though this may limit what we can do for you.

A note on the PDPA

We aim to handle personal data in a way that is conscious of Sri Lanka’s Personal Data Protection Act and good data-protection practice. This page describes our current approach in plain language; it is not legal advice and is not a guarantee of compliance. For obligations specific to your own organisation, please consult your legal or compliance advisors.