Privacy Policy

1. Information We Collect

We may collect information in the following situations:

2. How We Use Information

We may use information for purposes including:

• Responding to enquiries
• Scheduling and conducting demos or discussions
• Understanding your business requirements
• Providing our services
• Designing, building and maintaining AI agents and automation workflows
• Communicating with clients and prospective clients
• Troubleshooting and improving our services
• Maintaining the security and functionality of our systems
• Meeting legal or contractual obligations

We only intend to access or process information that is reasonably necessary for these purposes.

3. Client Data

When Kovok provides services to a business client, the client may provide us with access to its systems, data or third party platforms.

Where Kovok processes personal or business data on behalf of a client, the client is generally responsible for determining what information is provided to the system and ensuring that it has the necessary rights, permissions and legal basis to use that information.

Kovok processes such information as necessary to provide the services requested by the client and in accordance with the applicable project arrangement.

Where possible and appropriate, we may build or deploy solutions using systems, accounts or infrastructure controlled by the client.

The exact handling of client data may vary depending on the requirements and technical structure of a particular project.

4. AI Models and Third Party Technologies

Kovok does not operate using one fixed technology provider.

Depending on the requirements of a project, we may use third party services such as:

• AI model providers
• Automation platforms
• Cloud services
• APIs
• Communication platforms
• Database providers
• Other technology services required to build or operate a solution

The specific technologies used may vary from project to project.

Where a solution requires information to be processed by a third party service, that information may be subject to the relevant provider's terms, privacy practices and technical configuration.

We aim to select and use technologies appropriate to the requirements of the project.

5. Use of Client Data for AI Training

Kovok does not use Client Data to train its own artificial intelligence or machine learning models unless the client has expressly agreed to this.

However, certain third party technologies used as part of a client's solution may process information according to their own terms and settings. The technologies used for a particular project may be discussed with the client where relevant.

6. Automated Systems

Some solutions developed by Kovok may perform actions automatically.

Depending on the client's requirements, an AI agent or automation may, for example:

• Send communications
• Process information
• Update business systems
• Trigger workflows
• Schedule actions
• Interact with third party services

The level of automation and human oversight may vary depending on the project.

Clients are responsible for determining the appropriate level of review, supervision and safeguards for their particular use case.

7. How We Share Information

We do not sell personal information.

We may share or allow information to be processed in the following circumstances:

• Service providers and technology partners: We may use third party providers where necessary to operate our website, provide services or deliver a client's requested solution.
• Client-authorised systems: Information may be processed through systems or platforms that a client has asked us to connect with or use.
• Legal requirements: We may disclose information where required by law, regulation, legal process or a valid request from an authorised authority.
• Business protection: We may use or disclose information where reasonably necessary to protect the rights, security or property of Kovok, our clients or others.

8. Data Storage and Retention

We may retain information for as long as reasonably necessary for the purpose for which it was collected or processed.

The length of time information is retained may depend on factors such as:

• The nature of the information
• The requirements of the project
• Our ongoing relationship with the client
• Technical requirements
• Security and backup requirements
• Legal or contractual obligations

Because Kovok provides customised services, data retention practices may vary depending on the specific project.

After a client relationship ends, information under Kovok's control may be deleted or returned within a reasonable period, subject to any legal, contractual, security or backup requirements.

9. Security

We take reasonable steps to protect information that we handle.

Our approach to security depends on the nature of the project and the systems involved. Where possible, we aim to use client-controlled accounts and infrastructure and limit access to information to people who reasonably need it to provide or support the services.

However, no system, technology or method of transmitting information over the internet can be guaranteed to be completely secure. For this reason, we cannot guarantee absolute security of information.

10. Credentials and Access

Some projects may require Kovok to access client systems, accounts or third party platforms.

Where access is required, we encourage the use of appropriate access controls and permissions based on the requirements of the project.

Clients remain responsible for their own accounts and should notify us if access permissions need to be changed or revoked.

At the end of a project or service relationship, access arrangements may be reviewed and removed where appropriate.

11. International Data Processing

Kovok works with clients and technology providers in different locations. As a result, information may be processed in countries other than the country where the client or individual is located.

Where information is transferred internationally, the transfer may be subject to the applicable laws, contractual arrangements and practices of the relevant service providers and jurisdictions.

12. Your Rights

Depending on where you are located and the laws that apply to you, you may have certain rights regarding your personal information. These may include the right to:

• Request access to personal information we hold about you
• Request correction of inaccurate information
• Request deletion of information in certain circumstances
• Withdraw consent where processing is based on consent
• Object to or restrict certain types of processing
• Raise concerns about how your information is handled

If you would like to make a request regarding your personal information, please contact us at: info@kovok.in

We may need to verify your identity before responding to certain requests. Please note that some requests may be subject to legal, contractual or technical limitations.

13. Third Party Websites

Our website or services may include links to third party websites or platforms. Kovok is not responsible for the privacy practices or content of those third party services. We encourage you to review their privacy policies before providing them with personal information.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time as our business, services or legal requirements develop.

When we make changes, we will update the "Last updated" date at the top of this page. We encourage visitors and clients to review this Privacy Policy periodically.

15. Contact Us

If you have questions about this Privacy Policy or how Kovok handles information, please contact us at: