Privacy Policy

Knowledge OutSource ("KO", "we", "us" or "our") respects your privacy. This Privacy Policy explains how we collect, use, share and protect personal data when you visit our website (kolimited.com or ko.lk), submit an enquiry, or use our AI chat assistant.

We handle personal data in accordance with the Personal Data Protection Act 2012 of Singapore and the Personal Data Protection Act No. 9 of 2022 of Sri Lanka, as applicable. By using our website, you acknowledge the practices described in this policy.

The organisation responsible for your personal data is:

• Organisation

  Information

  Knowledge Outsource Private Limited

• Singapore office

  Information

  1 Coleman Street, #05-05, The Adelphi, Singapore 179803

• Sri Lanka office

  Information

  9th Floor, Orion Towers, Dr Danister De Silva Mawatha, Colombo 9, Sri Lanka

• Data Protection Officer

  Information

  Director

• Privacy enquiries

  Information

  contact@kolimited.com

We collect personal data only when you provide it to us, or where it is necessary to operate the website securely:

• Your name, email address, phone number (optional) and message

  When we collect it

  When you submit the enquiry form

  Why

  To reply to your enquiry

• The questions you type

  When we collect it

  When you use the AI chat assistant

  Why

  To generate a reply. We do not store your messages.

• An anonymous chat session cookie

  When we collect it

  When you send a message to the AI chat assistant

  Why

  To apply fair-use limits to the chat assistant

• Technical data, such as your IP address

  When we collect it

  When you use the enquiry form or the AI chat assistant

  Why

  To keep the website secure and prevent spam and misuse

Please do not submit sensitive personal data (such as identity numbers, health information or financial account details) through the enquiry form or the chat assistant.

We use personal data only for the purposes for which it was provided, namely:

• Responding to enquiries: to read and reply to your enquiry and to follow up on the services you asked about. By submitting the enquiry form, you consent to this use.
• Operating the AI chat assistant: to answer your questions about KO and its services, and to apply fair-use limits.
• Security and abuse prevention: to keep the website secure and to detect and block spam and automated misuse.
• Legal compliance: to comply with applicable laws, regulations and lawful requests from authorities.

We do not use your personal data for marketing without your separate, express consent.

Our website offers an automated AI chat assistant powered by Google's Gemini. Please note the following:

• The assistant answers questions using only information published on this website.
• Your messages are sent to Google only to generate a reply, without your name or contact details. We do not store them.
• The assistant does not accept file uploads or attachments.
• Responses are generated automatically and may contain errors. They do not constitute professional advice. For any important matter, please contact us directly.

We do not use analytics, advertising or tracking cookies. Our website sets one strictly necessary cookie, and only when you use the AI chat assistant:

• Chat session cookie

  Set by

  KO

  Purpose

  Holds an anonymous identifier so the chat assistant can apply its fair-use limit. It contains no information that identifies you.

  Duration

  24 hours

• Google Maps cookies

  Set by

  Google

  Purpose

  May be set by the office maps on the Contact page, under Google's own Privacy Policy.

  Duration

  Set by Google

You can block or delete cookies through your browser settings. If you block our cookie, the chat assistant may not work, but the rest of the website will.

We do not sell, rent or trade personal data. We share it only with trusted service providers that help us run the website, and only as far as each needs to provide its service to us:

• Website hosting: to run the website and process the data described in this policy.
• Email services: to deliver and store the enquiries you send us.
• Google: to generate the chat assistant's replies, and to display the office maps on the Contact page.

We may also disclose personal data where required by law, or to protect the rights, property or safety of KO, our clients or others.

Our website is hosted in Singapore, and our service providers may process personal data in other countries. Where personal data is transferred outside Singapore or Sri Lanka, we take steps to ensure it receives a standard of protection comparable to that required under applicable data protection law.

We keep personal data only for as long as necessary for the purposes described in this policy:

• Chat messages

  How long we keep it

  Not stored by us

• Chat session and usage data

  How long we keep it

  Deleted automatically about 7 days after the session expires

• Technical data used for security

  How long we keep it

  Deleted automatically after about 2 days

• Enquiries

  How long we keep it

  Up to 2 years after our last contact with you

Routine backups may hold copies of this data for a short time before they are overwritten.

We use reasonable technical and organisational measures to protect personal data, including encrypted (HTTPS) connections, access limited to authorised personnel, and collecting only the data we need. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

Subject to applicable law, you have the right to:

• request access to the personal data we hold about you, and information about how it has been used or disclosed;
• request correction of personal data that is inaccurate or incomplete;
• request deletion of your personal data; and
• withdraw your consent to our use of your personal data.

To exercise any of these rights, please contact us using the details in Section 2. We will respond within 30 days. If you withdraw your consent, we may be unable to respond to your enquiry.

If you are not satisfied with our response, you may contact the Personal Data Protection Commission of Singapore or the Data Protection Authority of Sri Lanka.

Our website contains links to third-party websites, such as Google Maps, LinkedIn and Facebook. We are not responsible for the privacy practices of those websites, and we encourage you to read their privacy policies.

We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The updated version will be posted on this page with a revised effective date.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact our Data Protection Officer: