Privacy policy

Welcome to Sarvam Cortex.

Sarvam Cortex (“we”, “our”, “us” or “the Company”) is a digital marketing, strategy, technology and business growth agency based in Mumbai, India. We provide social media management, content creation and Reels, performance marketing, Meta ads, Google ads, search engine optimisation (SEO), brand strategy, website development, mobile app development and other digital business solutions.

We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, share and protect your information when you visit sarvamcortex.com (the “website”), use our AI chat assistant or website audit, contact us, enquire about our services or work with us.

For personal information collected through our website and our own business, Sarvam Cortex decides how it is used and is responsible for it (the “data fiduciary” under India’s Digital Personal Data Protection Act, 2023). For campaign data we handle for clients, see section 12.

2.1 Information you give us

When you contact us, submit an enquiry, book a call, request a consultation or become our client, we may collect:

• Full name
• Email address
• Phone and WhatsApp number
• Company or business name, and your job title
• Country, state and city, and your time zone when you book a call
• Website or social media profile URLs
• The service you are interested in, your business requirements and project details
• Any other information you choose to share with us.

2.2 AI chat assistant

Our website has an AI chat assistant that answers questions about our services. When you use it, we store the messages you type, the assistant’s replies and any feedback you give (thumbs up or down). If you share your contact details in the chat, they are saved as an enquiry. Please do not share passwords, payment details or other sensitive information in the chat.

2.3 Free website audit

When you use our free website audit, we collect the website address you ask us to check. To unlock the full report, you share the same contact details as an enquiry.

2.4 Business and client information

When you engage our services, we may collect business-related information, including:

• Company information and business details
• Marketing objectives and campaign requirements
• Advertising account access, campaign data and lead details
• Website and social media analytics
• Brand assets, images, videos and creative materials
• Billing, invoicing and payment-related information.

2.5 Automatically collected information

When you visit our website, our hosting providers automatically receive certain technical information, including:

• IP address
• Browser type and version, device and operating system
• Pages visited, and the date and time of visits
• The website that referred you to us.

We use this to deliver the website, keep it secure and prevent spam and misuse. If you accept cookies, analytics and advertising tools also collect usage information (see section 4).

2.6 Communications

We may keep information from communications by email, WhatsApp, website forms, phone calls and other channels for customer support, business coordination and service delivery.

We use the information we collect for legitimate business and operational purposes, including to:

• respond to enquiries and service requests;
• answer your questions through the AI chat assistant;
• provide information about our digital marketing and technology services;
• arrange consultations and business meetings;
• prepare proposals, quotations and service agreements;
• deliver and manage client projects, including advertising campaigns;
• improve our website, AI assistant, services and customer experience;
• send project updates and important notifications;
• process invoices, payments and business transactions;
• send relevant marketing communications, only with your consent where the law requires it;
• prevent fraud, misuse, unauthorised access and security threats;
• comply with legal and regulatory requirements.

We use your information on the basis of the consent you give when you submit a form or use the chat, to carry out our agreement with you if you are a client, and where the law requires or allows it. We will not use your personal information for purposes that are incompatible with those explained in this policy unless the law permits it or you consent.

When you first visit, a banner asks whether you accept analytics and advertising cookies. These tools only run if you click “Accept”. If you choose “Only necessary”, they never load.

4.1 Necessary storage (always on)

We store a few small items in your browser that the website needs to work. They are not used to track you:

• your cookie choice, so we do not ask again on every page;
• a random chat ID, so the AI chat assistant can keep your conversation together; starting a new chat clears it;
• a note that you have unlocked your website audit report, kept only for that browser session.

4.2 Analytics and advertising (only if you accept)

• Google Analytics 4 (Google): counts visits and shows which pages, countries and sources bring visitors and enquiries. It sets cookies named _ga that last up to 2 years.
• Meta Pixel (Meta Platforms, for Facebook and Instagram): measures how our ads perform and lets us show our ads to people who have visited our website. It sets cookies named _fbp and _fbc that last up to 3 months.

With your consent, these tools record the pages you view, your approximate location, device and browser, and when you send an enquiry, book a call or tap our WhatsApp, phone or email links. They do not receive what you type into our forms or the chat. Google and Meta process this data under their own privacy policies.

4.3 Changing your choice

You can change your choice at any time with “Cookie settings” at the bottom of every page. If you withdraw consent, we delete these cookies from your browser and the tools stop loading. You can also block or delete cookies in your browser settings, and opt out of personalised ads in your Google and Meta account settings.

If you book a call through the embedded calendar, the booking provider (Cal.com or Calendly) may set its own cookies under its own privacy policy.

We do not sell your personal information. We share it only in the following circumstances.

5.1 Service providers

We use trusted providers to run our website and business, and share only what each one needs:

• Netlify: website hosting
• Render and Neon: our server and the database that stores enquiries and chats
• Web3Forms: delivers website enquiries to our email inbox
• OpenRouter and the AI model provider it connects to: generate replies in the AI chat from the messages you send
• Cal.com or Calendly: call bookings made through the embedded calendar
• Google Analytics and the Meta Pixel: website analytics and ad measurement, only if you accept cookies (see section 4)
• Google (Gmail) and WhatsApp: email and messaging when we reply to you
• Tools for accounting, invoicing, cloud storage and project management that we use when we work with clients.

These providers may process information only to provide their services to us, under their contractual and legal obligations.

5.2 Our clients’ campaigns

This applies only to leads from campaigns we run for our clients, not to enquiries you send to Sarvam Cortex. When we run an advertising campaign for a client and you respond to it, for example by filling in a lead form, your details are passed to that client, because the enquiry is meant for them. See section 12.

5.3 Legal requirements

We may disclose information when required by law, court order, regulatory authorities or other lawful government requests, or to protect our rights, our clients or the public.

5.4 Business transactions

In the event of a merger, acquisition, restructuring or transfer of business assets, relevant information may be transferred, subject to appropriate safeguards and applicable law.

Sarvam Cortex is based in Mumbai, India, and works with businesses in India, the United States, Canada, Australia and New Zealand.

Information collected through our website and business may be processed or stored in India and in other countries where our service providers operate, including the United States and Europe. We handle international transfers in line with applicable data protection laws and use providers with appropriate safeguards.

We keep personal information only for as long as reasonably necessary. As a guide:

• Enquiries from people who do not become clients: up to 2 years from our last contact.
• AI chat conversations: up to 1 year.
• Google Analytics data: 14 months, then deleted automatically by Google.
• Client records: for as long as we work together, and afterwards for as long as needed for contracts, accounting, tax, disputes and legal obligations.

When information is no longer needed, we securely delete or anonymise it, subject to legal retention requirements. You can ask us to delete your information sooner (see section 9).

We use reasonable technical, organisational and administrative safeguards to protect information against unauthorised access, accidental loss or destruction, unauthorised disclosure, misuse or alteration.

Our website and server only accept encrypted (HTTPS) connections. Enquiries and chats are kept in a private database that only our team can open, through a protected admin area.

No method of electronic transmission or storage is completely secure, so we cannot guarantee absolute security. If a personal data breach affects you, we will inform you and the relevant authorities as the law requires.

Depending on where you live and the laws that apply, you may have the right to:

• know what personal information we hold about you and get a copy of it;
• correct or update inaccurate information;
• ask us to delete your information;
• withdraw consent you have given; this does not affect anything we did before you withdrew it;
• object to, or ask us to restrict, certain processing;
• opt out of marketing communications;
• nominate another person to exercise your rights if you die or are unable to (under India’s DPDP Act);
• complain to the data protection authority where you live.

To use any of these rights, email sarvamcortex@gmail.com from the address you used with us, or message us on WhatsApp. We may ask for reasonable information to confirm your identity. We will reply within 30 days.

With your consent, we may occasionally send you information about our services, updates, offers, industry insights and business announcements.

You can opt out at any time by using the unsubscribe option in an email, where available, or by asking us by email or WhatsApp to remove you from our marketing list.

Even if you opt out, we may still contact you about ongoing projects, payments, contractual obligations or important service updates.

Our website links to third-party websites, social media platforms and other external resources, such as WhatsApp, Instagram and our clients’ websites.

These websites operate independently and have their own privacy policies. We do not control and are not responsible for their privacy practices, content or security, so please review their policies before giving them your personal information.

As part of our services, we work with platforms such as Meta, Google and other advertising, analytics and technology providers. When managing campaigns for clients, we may access or process:

• advertising campaign performance data;
• audience and targeting information;
• lead enquiry details;
• website analytics;
• conversion and engagement information.

When we process personal information on behalf of a client, the client decides why and how it is used, and our role is governed by our service agreement and the client’s instructions (we act as a “data processor”). Clients are responsible for having the necessary rights, notices and consents to share such information with us and to use it for their marketing.

We do not claim ownership of client data, advertising accounts or customer databases.

Our website and services are intended for businesses, professionals and people aged 18 or older. We do not knowingly collect personal information from anyone under 18. If we learn that we have collected a child’s information without the consent the law requires, we will delete it. If you believe this has happened, please contact us using the details in section 16.

We aim to handle personal information responsibly and in line with the data protection laws that apply to us. Depending on our activities and where you live, these may include:

• India: the Digital Personal Data Protection Act, 2023 and its rules, and the Information Technology Act, 2000;
• United States: applicable state privacy laws;
• Canada: the Personal Information Protection and Electronic Documents Act (PIPEDA);
• Australia: the Privacy Act 1988;
• New Zealand: the Privacy Act 2020.

Rights and obligations differ by country. Nothing in this policy limits any rights that cannot legally be restricted.

We may update this Privacy Policy from time to time to reflect changes in our business, technology, services or legal requirements. Updates will be published on this page with a new “Last updated” date, and we will highlight significant changes on the website.

For any question, request or complaint about this Privacy Policy or how we handle your personal information, contact:

We will reply within 30 days. If you are not satisfied with our response, you can complain to the data protection authority where you live (in India, the Data Protection Board of India).