Cookie Policy

Cookies are small text files stored on your device (computer, mobile phone, or tablet) when you visit a website or use an application. They allow the platform to recognise your device on return visits and remember information about your session.

Cookies help websites and applications:

• Function correctly and securely;
• Improve performance and page load speeds;
• Remember user preferences and settings;
• Detect and prevent fraud and unauthorized access;
• Analyse traffic and understand usage patterns.

Cookies may be session cookies (deleted when you close your browser) or persistent cookies (stored on your device for a set period or until you delete them).

Kovanio uses cookies and similar technologies across its platforms to deliver a reliable, secure, and personalised experience. Specific purposes include:

• Authentication and secure login management;
• Maintaining active sessions across platform modules;
• Security monitoring and fraud prevention;
• Performance monitoring and error diagnostics;
• Analytics and platform usage reporting;
• Storing user preferences and interface settings;
• AI-powered workflow personalisation;
• Product improvement and feature analysis;
• Communication effectiveness measurement.

Some cookies are strictly essential for the platform to function and cannot be disabled without affecting core functionality.

3.1 Essential Cookies

These cookies are necessary for our websites and platforms to operate. They cannot be switched off without breaking core functionality. They are used for:

• User authentication and secure login;
• Session management and timeout handling;
• Load balancing across infrastructure;
• CSRF protection and security token management;
• Remembering items in workflow queues or approval chains.

3.2 Performance & Functionality Cookies

These cookies improve platform performance and remember your preferences across visits. They may be used for:

• Faster page and module loading;
• Remembering language, theme, and display preferences;
• Dashboard layout and column configuration;
• Notification and alert preferences;
• Feature flag states and UI customisation.

3.3 Analytics Cookies

These cookies help us understand how users interact with our platforms so we can improve them. We may collect:

• Pages and modules visited;
• Time spent on features and workflows;
• Navigation paths and drop-off points;
• Feature adoption and usage frequency;
• Performance metrics and error reports.

Analytics data is aggregated and does not directly identify individual users. We do not sell this data to third parties.

3.4 Security Cookies

We use cookies and tracking technologies specifically to protect our platforms and users, including to:

• Detect suspicious login activity and brute-force attempts;
• Prevent unauthorized account access;
• Track active device sessions for anomaly detection;
• Protect platform integrity and API endpoints;
• Support multi-factor authentication flows.

3.5 Third-Party Cookies

Some third-party services integrated into our platforms may set cookies on your device. Examples include:

• Analytics providers (e.g. Google Analytics);
• Cloud infrastructure and CDN services;
• Customer support and chat systems;
• Payment gateway providers;
• Government e-invoicing and GST portal integrations.

Kovanio does not control third-party cookies directly. Users should review the privacy and cookie policies of those third-party providers.

Each Kovanio platform uses cookies in ways specific to its functionality. The following describes how cookies are used within each product:

SynCivil

SynCivil uses cookies to maintain authenticated sessions across project management, procurement, and approval modules; remember active project and vendor contexts; preserve workflow state during multi-step approval chains; and store user interface preferences for dashboards and reports.

Kovanio One — AI Business & Expense Platform

Kovanio One uses cookies to manage secure expense submission sessions; retain policy and approval workflow context; support AI-driven spend categorisation preferences; and remember multi-entity account selections and reporting filters.

Kovanio WMS

Kovanio WMS uses cookies to maintain warehouse operator sessions; preserve active bin, location, and stock context during operations; store scan and barcode workflow states; and remember user-specific inventory views and reporting preferences.

Automation Suite

The Automation Suite uses cookies to maintain builder sessions during workflow design; store trigger and action configuration states; and preserve integration connection context across connected third-party systems.

TradeFlow

TradeFlow uses cookies to manage trade document processing sessions; retain shipment and compliance workflow context; and remember export and import preferences across active operations.

OpsCore

OpsCore uses cookies to maintain team workspace sessions; store task and project context; remember notification preferences; and support collaboration tool integrations.

In addition to cookies, Kovanio may use similar technologies including:

• Web beacons and tracking pixels — used in emails and pages to measure open rates and engagement;
• Local storage and session storage — used to store application state and user preferences client-side;
• SDKs and mobile identifiers — used within mobile applications to provide core functionality and analytics;
• Device fingerprinting signals — used for security, fraud detection, and anomaly identification;
• API tokens and authentication headers — used to maintain secure sessions in API and integration contexts.

These technologies serve the same purposes as cookies and are subject to the same controls described in this policy.

You have the right to control and manage cookie preferences. Depending on your jurisdiction, you may be presented with a cookie consent banner on first visit that allows you to accept or reject non-essential cookies.

You may at any time:

• Accept or reject non-essential cookies via platform settings;
• Delete existing cookies through your browser;
• Configure your browser to block cookies by default;
• Opt out of analytics tracking where applicable.

Please note that disabling essential cookies will impair or prevent access to core platform features including authentication, session management, and secure workflows.

Most browsers allow you to manage cookies through their settings. You can typically view stored cookies, delete them, block new ones, or configure per-site permissions. Refer to your browser’s help documentation for guidance:

• Google Chrome
• Mozilla Firefox
• Safari
• Microsoft Edge
• Opera

Note that blocking all cookies may affect your ability to use Kovanio platforms. We recommend allowing essential cookies at a minimum.

Kovanio may use analytics services to understand how users interact with our platforms and to improve product quality. These services may collect:

• Device type and operating system;
• Browser type and version;
• Usage behaviour and feature interaction;
• IP address (typically anonymised);
• Traffic sources and referral paths.

We do not sell personal information collected through cookies or tracking technologies to third parties.

Where remarketing or advertising technologies are used on Kovanio marketing websites, users may opt out through applicable browser settings or advertising platform controls such as aboutads.info or networkadvertising.org.

Information collected through cookies is handled in accordance with our Privacy Policy. Kovanio applies security measures to protect cookie data including:

• Secure flag on authentication and session cookies (HTTPS only);
• HttpOnly flag to prevent client-side script access to sensitive cookies;
• SameSite attributes to reduce cross-site request forgery risk;
• Short expiry periods on session-critical cookies;
• Regular audits of cookies set across our platforms.

Cookies do not store sensitive personal information such as passwords, payment card details, or government identification numbers in readable form.

Kovanio may update this Cookie Policy from time to time to reflect changes in technology, legal requirements, platform updates, or new services and integrations. When we make material changes:

• Updated versions will be published on our website with a revised “Last Updated” date;
• Active users may be notified via email or in-platform notification where practicable;
• Continued use of the Services after the update constitutes acceptance.

This Cookie Policy should be read together with our Privacy Policy and Terms of Service.

If you have questions regarding this Cookie Policy or our use of cookies and tracking technologies, please contact:

Kovanio Private Limited

• Website: www.kovanio.com
• Email: info@kovanio.com