Privacy Policy

Company Identity and Scope

KEEN SYSTEMS PVT LTD is a Sri Lankan software and technology company providing custom software, cloud systems, IoT, AI/ML, systems integration, support, and maintenance services.

This policy covers personal and business information submitted through our website, live chat, contact forms, email, phone, proposal discussions, support requests, and project delivery communications.

• Company name: KEEN SYSTEMS PVT LTD
• Company registration: PV00316443
• Business location: Isurupura, Kaduwela, Sri Lanka
• Privacy contact: info@keensystems.lk

Information We Collect

We collect information you voluntarily provide when you request a quote, start live chat, submit the contact form, ask for support, or communicate with our team.

We may also collect limited technical information to protect the website, operate live chat, maintain system reliability, troubleshoot errors, and prevent misuse.

• Identity and contact details such as name, email address, phone number, company name, and role.
• Inquiry details such as project requirements, service interests, budgets, timelines, files, support descriptions, and preferred contact method.
• Live chat and contact records including messages, timestamps, session status, and administrator replies.
• Technical records such as IP address, browser type, device details, page activity, error logs, security events, and approximate location signals.
• Project and service information required to prepare proposals, deliver work, maintain systems, and provide support.

How We Use Information

We use information for legitimate business, service delivery, support, security, and communication purposes connected to KEEN SYSTEMS PVT LTD services.

We do not sell personal information or use client inquiries for unrelated advertising networks.

• Respond to inquiries, live chat requests, support requests, and quote submissions.
• Prepare proposals, estimates, service scopes, invoices, project plans, and technical recommendations.
• Deliver software engineering, cloud, IoT, AI/ML, integration, maintenance, and support services.
• Manage client relationships, follow up on requests, schedule meetings, and maintain business records.
• Secure the website, detect abuse, investigate incidents, and improve service reliability.
• Comply with applicable legal, accounting, tax, contractual, and security obligations.

Live Chat and Contact Forms

Before a live chat starts, we ask for your name, email address, phone number, and acceptance of the website Terms and Privacy Policy. This helps our team identify the request, follow up professionally, and keep support records organized.

Live chat messages may be reviewed by authorized administrators for support, quality control, security, and service continuity.

• Live chat is intended for genuine business inquiries and support discussions.
• Do not submit passwords, secret keys, payment details, or sensitive third-party information unless our team specifically requests it through an appropriate secure channel.
• Contact form and chat records may be retained as business communication records.

Cookies, Sessions, and Local Storage

Our website may use essential cookies, session cookies, browser storage, and similar technologies to operate the website, maintain admin login sessions, preserve live chat sessions, protect forms, and improve user experience.

If analytics, advertising, or third-party tracking tools are added in the future, this policy should be updated to explain those tools and their purposes.

• Essential session data for admin authentication and live chat continuity.
• Browser storage used to remember an active live chat session on the same device.
• Security and performance logs used to monitor reliability and prevent abuse.

Data Storage, Hosting, and Security

Website submissions, live chat records, admin records, and related operational data are stored in a remote MySQL database used by the website for both local and production deployments.

We use reasonable administrative and technical safeguards, including restricted administrator access, password hashing, session-based authentication, secure coding practices, and role-aware handling of support information.

• Access to admin data is limited to authorized users who need it for business, support, or technical administration.
• We aim to reduce unnecessary collection and keep records only for practical business, security, and legal purposes.
• No internet-connected system can be guaranteed to be fully secure, but we work to reduce risk and respond responsibly to security concerns.

Sharing of Information

We do not sell personal information. We may share information only where it is necessary for service delivery, support, hosting, system administration, legal compliance, or protection of our business and clients.

Where a project uses third-party services, those providers may process relevant information according to their own terms and policies.

• Hosting, infrastructure, email, communication, payment, and technical service providers.
• Professional advisers, accountants, auditors, or legal advisers when required.
• Government, regulatory, law enforcement, or court authorities where legally required.
• Client-approved vendors, platforms, APIs, or integration partners needed for a project.

Retention and Deletion

We keep information only for as long as reasonably required for inquiry handling, project delivery, support, business records, accounting, security, dispute resolution, or legal obligations.

Some information may be retained even after a deletion request where retention is necessary for legitimate business records, legal compliance, fraud prevention, accounting, security investigations, or contractual evidence.

• Contact and inquiry records may be retained for follow-up and service history.
• Project records may be retained for maintenance, warranty, handover, audit, and support continuity.
• Security logs may be retained to protect the website and investigate misuse.

Your Choices and Requests

You may contact us to request access, correction, update, restriction, or deletion of information you have submitted, subject to legal, business, technical, and security limits.

We may need to verify your identity or authority before acting on a request, especially where the request relates to company systems, client projects, or confidential records.

• Request correction of inaccurate contact or project information.
• Ask us to delete inquiry records where deletion is legally and operationally practical.
• Ask questions about how your information is handled by contacting info@keensystems.lk.

Changes to This Policy

We may update this Privacy Policy when our website, services, database structure, legal requirements, or operational processes change. The latest version will be published on this page with the updated date.

Continued use of the website after a policy update means the updated version applies from the date shown above.