Privacy Policy

1. Introduction

This Privacy Policy describes how Shipscale Software Solutions Private Limited ("Company", "we", "us", or "our"), operating under the brand name CohortOS, collects, uses, stores, discloses, and protects your personal information when you access or use our website, platform, applications, and related services (collectively, the "Services").

By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree, please discontinue use of our Services immediately.

2. Information We Collect

2.1 Information You Provide

Account Information: Name, email address, phone number, organization name, job title, and login credentials when you register for an account.
Profile Information: Professional details, profile photographs, biographical information, and other data you voluntarily add to your account.
Content and Communications: Information you submit through forms, applications, feedback, surveys, documents, and any communications with us or other users through the platform.
Payment Information: Billing details and payment method information processed through our third-party payment processors. We do not directly store full payment card details.
Organization Data: Information about your organization, including startup details, program data, cohort information, mentor profiles, and other business-related data entered into the platform.

2.2 Information Collected Automatically

Usage Data: Pages visited, features used, click patterns, session duration, referring URLs, and interaction data.
Device Information: IP address, browser type and version, operating system, device identifiers, and screen resolution.
Cookies and Tracking Technologies: We use cookies, web beacons, pixels, and similar technologies to collect information about your browsing activity and preferences.
Log Data: Server logs that record requests made to our servers, including timestamps, IP addresses, and system activity.

2.3 Information from Third Parties

OAuth Providers: If you sign in using Google, GitHub, or other third-party authentication providers, we receive your name, email, and profile information as authorized by you.
Integration Partners: Data from third-party services you connect to your CohortOS account.

3. How We Use Your Information

We use the information we collect to:

Provide, operate, maintain, and improve our Services.
Create and manage your account, authenticate your identity, and process transactions.
Facilitate program management, cohort operations, mentor matching, application processing, and other platform features.
Send transactional communications such as account confirmations, security alerts, and service updates.
Send marketing and promotional communications (with your consent, where required by law).
Analyze usage patterns to improve user experience, develop new features, and optimize performance.
Detect, prevent, and address fraud, abuse, security incidents, and technical issues.
Comply with legal obligations, enforce our terms, and protect our rights.
Generate aggregated, anonymized, or de-identified data for analytics, benchmarking, and research purposes.

4. Legal Basis for Processing

We process personal information on the following legal bases:

Contractual Necessity: To perform our obligations under our Terms of Service and provide the Services you have requested.
Legitimate Interests: To operate, improve, and secure our Services, conduct analytics, and communicate with you.
Consent: Where you have given explicit consent for specific processing activities (e.g., marketing emails).
Legal Obligation: To comply with applicable laws, regulations, and legal processes.

5. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

Within Your Organization: With other members of your workspace or organization as necessary for platform functionality.
Service Providers: With third-party vendors who assist us in operating our Services (hosting, analytics, payment processing, email delivery, customer support), subject to confidentiality obligations.
Legal Requirements: When required by law, regulation, legal process, or governmental request, or to protect our rights, privacy, safety, or property.
Business Transfers: In connection with a merger, acquisition, reorganization, sale of assets, or bankruptcy, your information may be transferred as a business asset.
With Your Consent: When you explicitly authorize sharing with specific third parties.
Aggregated Data: We may share anonymized, aggregated data that cannot reasonably identify you.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. When determining retention periods, we consider the nature of the information, the purposes for processing, legal requirements, and our legitimate business needs.

Upon account deletion, we will delete or anonymize your personal information within a reasonable timeframe, except where retention is required for legal, regulatory, or legitimate business purposes (such as maintaining audit trails or resolving disputes).

7. Data Security

We implement industry-standard technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption in transit and at rest, access controls, regular security assessments, and secure development practices.

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security. You are responsible for maintaining the confidentiality of your account credentials.

8. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

Access: Request a copy of the personal information we hold about you.
Rectification: Request correction of inaccurate or incomplete information.
Deletion: Request deletion of your personal information, subject to legal and contractual obligations.
Restriction: Request that we limit processing of your information in certain circumstances.
Portability: Request a machine-readable copy of your data.
Objection: Object to processing based on legitimate interests or for direct marketing purposes.
Withdraw Consent: Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at the details provided below. We will respond within the timeframe required by applicable law.

9. Cookies, Analytics, and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience, analyze usage, and deliver relevant content. You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our Services.

9.1 Third-Party Analytics and Monitoring Services

We use the following third-party services to help us understand how our Services are used, monitor performance, and improve user experience:

Google Analytics: We use Google Analytics, a web analytics service provided by Google LLC, to collect and analyze information about how users interact with our Services. Google Analytics uses cookies and similar technologies to collect data such as pages visited, session duration, device information, and geographic location. This data is transmitted to and stored by Google on servers that may be located outside your country of residence. Google may use this data in accordance with its own privacy policy. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
Sentry: We use Sentry, an error monitoring and performance tracking service provided by Functional Software, Inc., to detect, diagnose, and resolve software errors and performance issues in real time. Sentry may collect technical data such as error logs, stack traces, device information, browser type, operating system, IP address, and user interaction data related to errors. This data is used solely for debugging, improving service reliability, and enhancing the user experience.
Other Analytics Tools: We may from time to time use additional analytics, monitoring, A/B testing, or performance optimization tools provided by third parties. These tools may collect similar types of usage and technical data as described above. We will update this Privacy Policy to reflect any material additions.

These third-party service providers have their own privacy policies governing their use of your information. We encourage you to review their respective privacy policies. We do not control and are not responsible for the privacy practices of these third parties.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from your jurisdiction. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses or other legally recognized mechanisms.

11. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information promptly.

12. Third-Party Links

Our Services may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third parties. We encourage you to review the privacy policies of any third-party services you access.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of the Services after such changes constitutes acceptance of the updated policy.