Cookie Policy

1. Introduction

This Cookie Policy explains how Profivanta ("Profivanta," "we," "us," or "our") uses cookies and similar tracking technologies when you visit our website or use our web-based business management software platform (the "Service"). It explains what these technologies are, why we use them, and the choices available to you regarding their use.

This Cookie Policy should be read together with our Privacy Policy, which explains more broadly how we collect, use, and protect your personal information. By continuing to browse our website or use the Service, you agree to our use of cookies as described in this Policy, except where we are required by applicable law to obtain your prior consent, in which case we will only deploy non-essential cookies after you have provided that consent.

We recognize that cookie policies are often written in dense, technical language that can be difficult to act on. Our goal with this Policy is to explain, in plain terms, what cookies we use, why we use them, and — most importantly — exactly what steps you can take if you'd like more control over them.

2. What Are Cookies?

Cookies are small text files that are placed on your computer, smartphone, or other device when you visit a website or use an online service. Cookies are widely used to make websites and applications function more efficiently, to remember your preferences, and to provide information to the owners of the site or service.

In addition to cookies, we and our service providers may also use similar tracking technologies, including:

Web beacons (or pixel tags): small transparent images embedded in web pages or emails that help us understand whether content has been viewed or an email opened.
Local storage: data stored directly within your browser, which can persist even after cookies are cleared, used to remember certain settings within the Platform.
Software Development Kits (SDKs): small pieces of code embedded within our Service that allow us or our partners to collect information about how features are used.

For simplicity, this Policy refers to all of these technologies collectively as "cookies," except where a distinction is necessary.

2.1 First-Party vs. Third-Party Cookies

Cookies can be broadly divided into two categories based on who sets them. First-party cookies are set directly by Profivanta and are only readable by our own website and Platform. Third-party cookies are set by a domain other than the one you are visiting — typically by a service provider we work with, such as an analytics or payment processing partner — and may be readable across multiple websites that use the same third-party service. Section 4 below describes the main third-party services that may set cookies in connection with your use of our website and the Service.

2.2 Session vs. Persistent Cookies

Cookies can also be categorized by how long they last. Session cookies are temporary and are deleted automatically once you close your browser; they are commonly used to maintain your logged-in state while you are actively using the Platform during a single visit. Persistent cookies remain on your device for a set period of time (or until manually deleted) and are used to remember your preferences or recognize you as a returning visitor across multiple sessions, such as keeping you logged in between visits if you have selected a "remember me" option.

3. Types of Cookies We Use

We categorize the cookies used on our website and within the Platform according to their function. Not all categories are used on every page, and the specific cookies in use may change over time as we update our website and Service.

3.1 Strictly Necessary Cookies

These cookies are essential for the website and Service to function properly and cannot be switched off in our systems. They are usually set only in response to actions you take, such as logging into your Account, setting your privacy preferences, or filling in forms. Without these cookies, core functionality — such as staying logged in while you navigate between different modules of the Platform — would not work.

Examples of what strictly necessary cookies do include:

Maintaining your logged-in session as you move between the CRM, Project Management, HR, and Financial modules;
Remembering items in a multi-step form (such as an invoice you are in the process of creating) so that your progress is not lost if you navigate away and back;
Balancing load across our servers to keep the Platform responsive; and
Detecting and preventing fraudulent login attempts or other security threats.

Because these cookies are essential to the operation of the Service, they are not subject to an opt-out through our cookie consent tools, though you may still block them through your browser settings, with the understanding that doing so is likely to prevent the Service from functioning correctly.

3.2 Performance and Analytics Cookies

These cookies collect information about how visitors use our website and how Customers use the Service, such as which pages or features are visited most often, how long users spend on a given screen, and whether users encounter error messages. We use this information in aggregate to understand usage patterns and improve the design, functionality, and performance of the Platform.

Analytics cookies typically collect information anonymously or in a pseudonymized form and are used for statistical purposes rather than to identify you individually, though in some cases this data may be combined with other information we hold about your Account for product improvement purposes, as described in our Privacy Policy.

3.3 Functionality and Preference Cookies

These cookies allow the website and Platform to remember choices you make — such as your preferred language, display settings, dashboard layout, or previously entered form data — in order to provide a more personalized experience. If you do not allow these cookies, some or all of these personalization features may not function correctly, and certain preferences may need to be reset each time you visit.

3.4 Marketing and Advertising Cookies

Where applicable, our marketing website may use cookies to measure the effectiveness of advertising campaigns, track referral sources, and, in limited cases, support retargeting efforts across other websites. These cookies may be set by us or by third-party advertising partners and are typically used to build a profile of your interests based on your browsing activity, in order to show you more relevant advertising elsewhere.

Marketing and advertising cookies are only deployed with your consent where required by applicable law, and you can manage your preferences regarding these cookies as described in Section 6 below.

3.5 Third-Party Cookies

In addition to cookies set directly by Profivanta ("first-party cookies"), certain cookies on our website and within the Service are set by third parties whose services we use, such as payment processing, analytics, and customer support tools ("third-party cookies"). These third parties may use the information collected through their cookies in accordance with their own privacy and cookie policies, which we encourage you to review.

4. Specific Third-Party Services That May Set Cookies

4.1 Stripe

Our payment processor, Stripe, may set cookies as part of processing your Subscription payments securely, including cookies used for fraud prevention and to facilitate the checkout process. These cookies are governed by Stripe's own cookie and privacy policies.

4.2 Analytics Providers

We may use third-party analytics tools to help us understand how our website and Service are used in aggregate. These tools may set their own cookies to track metrics such as page views, session duration, and feature usage across visits.

4.3 Customer Support Tools

If our website or Platform includes a live chat or support widget, the provider of that tool may set cookies to maintain your support conversation session and to recognize returning visitors for support continuity purposes.

4.4 Embedded Content

From time to time, our website may include embedded content, such as videos, that is hosted by a third-party platform. Interacting with that embedded content may result in cookies being set by the relevant third-party platform, in accordance with its own cookie policy, even if you do not have an account with that platform.

4.5 Cloud Infrastructure and Content Delivery Providers

The Platform relies on cloud hosting and content delivery network (CDN) providers to serve web pages, application assets, and files quickly and reliably. These providers may set limited technical cookies or use similar identifiers to route requests efficiently, balance server load, and protect against denial-of-service attacks. These cookies are generally classified as strictly necessary, as described in Section 3.1, because the Service could not function reliably without them.

4.6 Email Delivery and Communication Tools

When we send you transactional emails (such as invoice notifications, password reset links, or Account alerts) or, where you have opted in, marketing emails, the platform we use to deliver those emails may use tracking pixels to record whether an email was opened and whether any links within it were clicked. This information helps us confirm that important notifications are being successfully delivered and helps us understand engagement with any marketing communications you have agreed to receive.

5. Why We Use Cookies

We use the cookies and similar technologies described in this Policy for the following general purposes:

To operate the Service. Certain cookies are essential to allow you to log in, navigate between modules, and use core features of the Platform, such as creating invoices, managing projects, or updating client records.
To remember your preferences. Cookies allow us to remember choices you've made, such as dashboard layout or notification settings, so you don't have to reconfigure them on every visit.
To understand and improve the Service. Analytics cookies help us identify which features are most valuable to Customers, where users encounter friction, and where we should focus future development efforts.
To maintain security. Certain cookies help us detect unusual login activity, prevent fraudulent transactions, and protect your Account from unauthorized access.
To measure and improve our marketing. On our public marketing website, cookies may help us understand which channels bring visitors to Profivanta and how effective our campaigns are, so that we can make more informed decisions about how to reach potential Customers.

6. Managing Your Cookie Preferences

6.1 Cookie Consent Tool

Where required by applicable law, we display a cookie consent banner or preference center when you first visit our website, allowing you to accept or decline non-essential categories of cookies (such as analytics and marketing cookies). You can typically revisit and update your preferences at any time by accessing the cookie settings link, usually located in the footer of our website.

6.2 Browser Settings

Most web browsers allow you to control cookies through their settings. You can typically set your browser to refuse cookies, alert you when a cookie is being placed, or delete cookies that have already been set. Because the exact steps vary by browser, we recommend consulting your browser's help documentation for specific instructions. General guidance for commonly used browsers is provided below:

Google Chrome: Settings → Privacy and Security → Cookies and other site data.
Mozilla Firefox: Settings → Privacy & Security → Cookies and Site Data.
Safari: Preferences → Privacy → Manage Website Data.
Microsoft Edge: Settings → Cookies and site permissions → Manage and delete cookies and site data.

Please note that if you choose to block or delete cookies through your browser, certain parts of our website and the Service — particularly features relying on strictly necessary cookies — may not function as intended, and you may need to manually re-enter certain preferences on each visit.

6.2.1 Clearing Existing Cookies

In addition to preventing new cookies from being set, most browsers also allow you to view and delete cookies that have already been stored on your device. This can be useful if you want to reset your preferences entirely or start fresh after adjusting your settings. Deleting cookies may log you out of the Platform and require you to sign back in, and any saved preferences within the Service may need to be reconfigured.

6.3 Opting Out of Analytics

Where we use third-party analytics providers, those providers may offer their own opt-out mechanisms, such as browser extensions or account-level settings, which allow you to opt out of data collection used for analytics purposes across multiple websites, not just Profivanta.

6.4 Opting Out of Interest-Based Advertising

If you would like to limit the use of your information for interest-based advertising more broadly (beyond just our website), you may be able to do so through industry opt-out tools offered by digital advertising alliances, where available in your region. These tools are managed by third parties, and Profivanta does not control their availability or functionality.

6.5 Mobile Devices

If you access our Service through a mobile browser, many of the same browser-based cookie controls described above will apply. Mobile operating systems may also provide device-level privacy settings that allow you to limit tracking across apps and websites; we encourage you to review your device's privacy settings for more information.

7. Consequences of Disabling Cookies

We want to be transparent that disabling or blocking certain cookies may affect your experience of our website and the Service. Specifically:

Disabling strictly necessary cookies is likely to prevent you from logging in or using core features of the Platform altogether, since these cookies are fundamental to how the Service operates.
Disabling functionality and preference cookies may mean that certain settings, such as your preferred dashboard layout or saved filters, are not remembered between sessions.
Disabling analytics cookies will not affect your ability to use the Service, but it does mean that your usage will not contribute to the aggregate data we use to improve the Platform.
Disabling marketing cookies will not affect your use of the Service, but you may see advertising that is less relevant to your interests when browsing other websites.

8. Cookies and the Platform Versus Our Marketing Website

It's worth noting that cookie usage differs somewhat between our public marketing website (where you might learn about Profivanta before signing up) and the logged-in Platform itself (where you manage your Account and Customer Content).

Our marketing website places greater emphasis on analytics and, where applicable, marketing cookies, aimed at helping us understand how visitors discover Profivanta and evaluate our messaging. The logged-in Platform, by contrast, relies primarily on strictly necessary and functionality cookies required to deliver the Service itself, with more limited use of analytics cookies focused on product improvement rather than marketing measurement.

9. Cookies Set by Customers or Authorized Users

Profivanta does not knowingly permit Customers to embed their own tracking cookies within shared or client-facing views of the Platform (such as client-facing invoice pages) without appropriate disclosure. If your business uses Profivanta to interact with your own clients — for example, by sending them invoices or shared project updates — please note that any tracking technologies visible to your clients through those interactions are governed by this Policy and our Privacy Policy, and it remains your responsibility as a Customer to inform your own clients about any additional tracking technologies you separately choose to implement outside of the Platform.

10. Data Collected Through Cookies

The specific information collected through cookies may include, depending on the type of cookie: a unique identifier assigned to your browser or device, session identifiers, timestamps of activity, pages or features visited, referring website addresses, general device and browser information, and approximate location derived from IP address. Cookies generally do not collect the actual content of your Customer Content (such as the specific text of your client records or financial data); rather, they collect information about how you interact with the Platform's interface.

For more information about how any personal information collected through cookies is used, retained, and protected, please refer to our Privacy Policy.

10.1 Illustrative Summary of Cookie Categories

To make this Policy easier to reference, the table below summarizes the general categories of cookies discussed above, along with their typical purpose and duration. This summary is illustrative and general in nature; the specific cookies deployed on our website and Platform may vary over time as we update our technology stack.

Strictly Necessary — Purpose: enabling login, session management, security, and core Platform functionality. Typical duration: session-based, or persistent for a short period to support "remember me" functionality.
Performance and Analytics — Purpose: understanding aggregate usage patterns and improving the Service. Typical duration: persistent, generally ranging from a few days up to approximately two years, depending on the analytics provider.
Functionality and Preference — Purpose: remembering your settings, such as layout or language preferences. Typical duration: persistent, often lasting for several months to a year.
Marketing and Advertising — Purpose: measuring campaign effectiveness and, where applicable, supporting retargeting. Typical duration: persistent, often lasting up to a year, subject to the specific third-party provider's practices.

10.2 Why Cookie Management Matters for a Business Platform

Because Profivanta is used to manage sensitive business information — client records, financial data, and employee details — we take a particularly careful approach to how cookies are used within the logged-in portion of the Platform. Our aim is to rely on cookies only where they are genuinely necessary to deliver a secure, functional, and well-performing Service, rather than for purposes unrelated to your use of the Platform itself. This is part of our broader commitment, described in our Privacy Policy, to acting as a responsible steward of the information Customers entrust to us.

11. International Users

If you are accessing our website or Service from outside the country in which our servers or those of our third-party cookie providers are located, please be aware that information collected through cookies may be transferred to, stored, and processed in a different country, which may have different data protection laws than your country of residence. Please refer to our Privacy Policy for more information about how we approach international data transfers.

12. Changes to This Cookie Policy

We may update this Cookie Policy from time to time to reflect changes in the cookies and tracking technologies we use, changes in applicable law, or changes to our website and Service. Where we make material changes, we will provide notice by updating the "Last Updated" date at the top of this Policy and, where appropriate, through a notice on our website or within the Platform. We encourage you to review this Policy periodically so that you remain informed about how we use cookies and similar technologies.

Where required by applicable law, we will seek your renewed consent if we introduce new categories of non-essential cookies that were not previously covered by your existing preferences.

13. Relationship to Our Other Policies

This Cookie Policy forms part of, and should be read together with, our Privacy Policy and our Terms and Conditions. In the event of any conflict between this Policy and our Privacy Policy specifically with respect to cookie-related practices, this Cookie Policy shall govern. For all other matters relating to how we collect, use, and protect personal information more broadly, please refer to our Privacy Policy.

14. A Note on Regulatory Frameworks

Cookie-related rules and expectations vary across jurisdictions. In regions covered by frameworks such as the ePrivacy Directive and the General Data Protection Regulation (applicable in the European Economic Area and, in modified form, the United Kingdom), we obtain consent before placing non-essential cookies, in accordance with the mechanisms described in Section 6.1. In jurisdictions with different or less prescriptive cookie-consent requirements, we nonetheless aim to apply the transparency and choice principles described throughout this Policy as a matter of good practice, giving users meaningful information and control over non-essential tracking technologies regardless of their specific location.

Where local law provides for additional or different cookie-related rights beyond those described in this Policy, those local rights will apply to the extent required, and nothing in this Policy is intended to limit any such mandatory rights.

15. Contact Us

If you have any questions about this Cookie Policy or how we use cookies and similar tracking technologies on our website or within the Service, please contact us at:

Email: rambikashyadav98@gmail.com

Support: support@profivanta.co.uk

We are happy to help clarify any part of this Policy, walk you through how to manage your cookie preferences, or answer any specific questions you may have about the technologies described above.

Website: https://profivanta.co.uk
Contact: Ram Bikash Yadav, Account representative
Address: 91 Carlyle Road, Newham, E12 6BW, United Kingdom
Email: rambikashyadav98@gmail.com / support@profivanta.co.uk