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Privacy Policy

Last updated: 7 November 2026. This policy covers personal data collected through www.cochinwood.in.

Cochin Wood Industries Private Limited, CIN U20219KL2021PTC072862, 15-236/B, Thoppilan Building, Vattakattupady, Rayamangalam, Perumbavoor, Ernakulam, Kerala 683542, India is the data fiduciary for personal data collected through this website. We sell plywood and wooden packaging to businesses. This site has no shopping cart, takes no payment and creates no user account.

1. What we collect, and why

The personal data this website handles is, first, what you type into the quote form:

  • your name and company;
  • your email address and telephone number;
  • the products you choose with their specifications and quantities, your destination, delivery PIN code, required-by date and preferred Incoterm, and the enquiry note you write;
  • the page of this site from which you started the enquiry.

We collect it for one purpose: to prepare and send you a quotation and to correspond about that enquiry. We do not use it for anything else, and we do not build a profile from it.

On some product pages a Quick enquiry box asks for your name, your telephone or WhatsApp number, the thickness or sheet size and the quantity or use. Its Send on WhatsApp button opens WhatsApp with a message to our sales desk that contains those details and the product. WhatsApp, a Meta service, receives the text of that message when the chat opens; it reaches us only when you send it in WhatsApp.

If you email, call or message us instead, we hold whatever you choose to send, for the same purpose. Separately, our service providers process limited network, device and security data when you visit. Cloudflare hosts and delivers the site, and Cloudflare Turnstile checks that the quote form is not being submitted by a bot; both receive your IP address and basic browser and device information. Our address links to Google Maps; opening that link takes you to Google's service. Your enquiry is stored in our own application at sales.cochinwood.in, which is where our sales team works it. We do not pass it to a third-party CRM. That application also keeps a security record of each quote form submission, including most of those our security checks refuse: the time, the IP address it came from, the name and the telephone number given (or the email address, if no telephone number was given), and the company name for an accepted enquiry or the reason for a refused one. We use it to protect the form against automated and abusive submissions, and to find a genuine enquiry that our checks refused by mistake, so that we can contact that buyer. It is deleted from the application after 30 days; older backup copies (section 3) can keep it for up to about 13 months. If the quote form's security check fails, or has not loaded within 15 seconds of opening the contact page (an ad blocker can cause this), the page reports it to the same application, which records the error code, your IP address (for an IPv6 address, only its network part) and your browser's user-agent, so that we can detect faults in the check. This can happen without an enquiry being sent. These records are deleted from the application after 12 months.

2. Where it goes

The form posts to our own application on this domain. It is not sent to an advertising network or a data broker. The service providers we use are:

  • Cloudflare, which hosts this site, runs Turnstile and runs our sales application with its database and nightly backup copies;
  • Google, for Google Workspace (our email, including the email that tells our sales team about each new enquiry, and Google Drive in our company Workspace account, which holds a weekly backup copy), for Google Tag Manager and Google Analytics, only after you choose Allow analytics, and for its Antigravity and Gemini AI services, described below;
  • Anthropic, for its Claude AI service, which our staff may use to read an enquiry, message or document you send us and to prepare a draft reply that a member of staff reviews, and which we also use for the translation, enquiry sorting and maintenance described below;
  • OpenAI, for its Codex AI service, which we use to maintain our sales application;
  • Zoho, for Zoho Books, in which we raise the invoice for an order; and
  • Meta, through WhatsApp, when you message us there, when our sales team writes to you there at the number you give us, and when you use the Quick enquiry box.

If you write any part of the quote form in Arabic, those parts (such as your name, company, destination and notes, but not the telephone and email fields) are sent to Claude, usually as soon as your enquiry arrives, for an English translation that our staff read beside your own words. Nothing is sent to you automatically.

Claude also helps us sort older enquiries that our sales team has not yet followed up, to choose which to pass to a salesperson; for this it sees only the company name and town.

We use Claude, Codex and Antigravity to maintain our sales application. When they check or repair it, they may read the enquiry details it holds, including those in its backup copies. If Claude is unavailable when our staff ask the application to tidy the wording they have typed into a proforma invoice, which can include your company name, address and contact details, that text may be sent to Google's Gemini AI service instead, but only while Gemini has passed our tests for that task within the last 30 days.

We share it only where a specific enquiry needs it - for example a transporter or freight forwarder handling your delivery, or our bank for an export document - and only to the extent needed. We do not sell personal data.

3. How long we keep it

Enquiries that become orders are kept with the order records for as long as tax, customs and company law require. We keep the details of an enquiry that does not become an order while we may still do business with you, and we delete them when you ask us to, unless law or an active dispute requires us to keep them.

Our sales application is copied every night to backup storage at Cloudflare and to a computer in our office, and once a week to Google Drive in our company Google Workspace account. We keep the last 30 nightly copies, one copy for each of the last 12 months and the most recent weekly copies, so something deleted from the application, for example at your request, normally remains in older copies for up to about 13 months. We use the copies to restore the application, to test that it can be restored, and for read-only checks when we maintain it.

4. Your rights

We accept the requests below now. The Digital Personal Data Protection Rules 2025 were notified on 13 November 2025 and the Act is commencing in phases: the Data Protection Board and the definitional provisions took effect on 13 November 2025, the consent-manager provisions take effect on 13 November 2026, and the remaining substantive obligations and rights take effect on 13 May 2027. We honour the rights below now, ahead of that date. You may ask us to:

  • tell you what personal data of yours we hold and what we have done with it;
  • correct anything inaccurate or incomplete;
  • erase it, where we are not required to keep it;
  • nominate another person to exercise these rights for you in the event of your death or incapacity, as the Digital Personal Data Protection Act 2023 provides; and
  • withdraw consent at any time. Withdrawal does not affect processing already carried out, and we may still keep data where law, an active order or a dispute requires it.

Write to the address below and we will respond within 30 days. If you are not satisfied with how we have handled your request, you may complain to the Data Protection Board of India.

5. Cookies and browser storage

Our own enquiry counters record a page path and event type, such as opening a quote form or clicking a telephone link. These counters do not record your form answers or create a visitor identifier. Our network provider may set a short-lived security cookie to block automated abuse.

The site also uses your browser's session storage, which is cleared when you close the tab. It keeps an unsent draft of your quote form entries, so that they can be restored in the same tab for up to four hours, and deletes it once your enquiry has been received; the page you set off from towards the quote form, so that the enquiry can record it; a random reference that stops a repeated send from creating a second enquiry; the language of the form you sent, so that the confirmation appears in that language; whether you closed the export information bar; and, if your device's time zone is outside India, the country it suggests, which we use to offer that country's export guide and to fill in the destination of an export enquiry, which you can change before you send. None of this leaves your browser unless you send the form, except the page path that our enquiry counters (and Google Analytics, if you allow it) receive.

Google Analytics is optional and loads only after you choose Allow analytics: the page then loads Google Tag Manager, a Google service, which loads Google Analytics. Google Analytics sets two cookies, _ga and _ga_QD4G3EYG2G, which Google sets to last up to two years; some browsers limit them further if you do not return, for example Chrome to 400 days and Safari to 7 days. It receives page, product-interest and interaction events, together with browser and device information and your IP address, which Google uses to estimate your general location, such as your city and country; Google says that Google Analytics does not log or store IP addresses. Under our settings, Google deletes detailed event data after 2 months, and data linked to your browser's Google Analytics identifier 14 months after your last visit, because each new visit starts that period again. Summary reports, which show only totals, are kept. We remove URL query strings and fragments from the page information we send, and do not send names, email addresses, telephone numbers, enquiry text or other form answers to Google Analytics. Advertising storage, advertising personalisation and Google signals remain disabled in this website setup.

Choose Essential only to use the website without Google Analytics. You can change your choice using Analytics choices in the footer. We remember that choice in local storage for up to 180 days. Withdrawing consent stops optional measurement and removes accessible Google Analytics cookies on this domain. It does not delete data already processed; contact us to exercise the rights described above. Your enquiry and the quote form work whichever choice you make.

6. Children

This is a business-to-business site and is not directed at children. We do not knowingly collect personal data from anyone under 18.

7. Changes

If this policy changes we will update the date at the top. Material changes will be described here rather than made silently.

7 November 2026: we replaced the 12-month deletion period for enquiries that do not become orders: we now keep them while we may still do business with you, and delete them when you ask us to. We also described the Quick enquiry box on product pages and the 30-day security record in full; listed the service providers we use, adding Google Tag Manager, Google Drive for a weekly backup copy, Zoho Books for invoices, the AI services we use to maintain our sales application (Claude, Codex and Antigravity) and Gemini as a tested backup for tidying the wording of a proforma invoice; said that parts of an enquiry written in Arabic are sent to Claude for translation when it arrives, that Claude helps us sort older enquiries using only the company name and town, and that our sales team may write to you on WhatsApp; described our backup copies and how long they are kept; named the two Google Analytics cookies and said how Google uses your IP address and how long Google Analytics keeps data; and listed everything this site keeps in your browser tab.

1 October 2026: updated the address of our sales application to sales.cochinwood.in. This address correction does not change the enquiry purposes, information collected or retention periods described here.

23 September 2026: we listed in full the enquiry details we collect (specifications and quantities, delivery PIN code, required-by date, preferred Incoterm and the page the enquiry started from); named the service providers we use, including the AI service our staff use; disclosed the IP address recorded with each enquiry, the security-check failure report and how long each is kept; described the browser session storage the quote form uses and how long Google Analytics cookies last; removed a statement about Cloudflare web analytics, which this site does not use; added the right to nominate and a 30-day response time; and changed the contact email to sales@cochinwood.in.

8. Contact and grievances

For any question about this policy, or to exercise a right above, write to our Grievance Officer:
Edwin David, Grievance Officer, Cochin Wood Industries Private Limited, CIN U20219KL2021PTC072862, 15-236/B, Thoppilan Building, Vattakattupady, Rayamangalam, Perumbavoor, Ernakulam, Kerala 683542, India
Telephone +91 95674 10175 · sales@cochinwood.in

If anything here conflicts with a written agreement between us, the agreement governs.