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.

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.