Effective Date: 1st January 2025

At Cogni Smart Solutions Inc. (“Cogni,” “we,” “us,” or “our”), your privacy is a top priority. This Privacy Policy outlines how we collect, use, protect, and disclose your personal information when you access our services, website, and related technologies (collectively, the “Services”).

By using our Services, you agree to the terms of this Privacy Policy.

1. Information We Collect

a. Information You Provide Directly

We may collect personal information you provide to us, including:

  • Contact Information: Name, email address, phone number, and company details.
  • Billing Information: Payment details, billing address, and transaction history.
  • Service Data: Information provided while using our Services, such as communication preferences, account details, and customer interaction data.

b. Information Collected Automatically

When you interact with our Services, we automatically collect:

  • Device Information: IP address, browser type, operating system, and device identifiers.
  • Usage Data: Pages visited, time spent on our website, and interactions with features.
  • Cookies and Tracking Technologies: Information collected through cookies and similar technologies. You can manage your cookie preferences through browser settings.

c. Information from Third Parties

We may collect information from publicly available sources or business partners, in accordance with applicable law.

2. How We Use Your Information

We use your personal information for the following purposes:

  • Service Delivery: To provide and manage our AI-powered solutions.
  • Customer Support: To respond to inquiries, troubleshoot issues, and improve user experiences.
  • Billing and Payments: To process transactions and manage subscriptions.
  • Improvement and Analytics: To analyze performance and optimize our Services.
  • Compliance: To comply with applicable legal and regulatory requirements.

3. Data Protection and Security

We implement advanced security measures to protect your data:

Encryption

  • Data in transit is encrypted using TLS 1.2/1.3.
  • Data at rest is encrypted using AES-256 encryption.

Hosting and Infrastructure

  • Our platform is hosted on secure, industry-leading cloud providers, including Google Cloud Platform (GCP) and Amazon Web Services (AWS), which adhere to SOC 2 Type II and ISO 27001 standards.

Access Controls

  • We use role-based access control (RBAC) and Just-In-Time Access (JITA) models to ensure only authorized personnel can access your data.

Data Backup and Recovery

  • Data backups are performed daily and retained for seven days to ensure reliability and recovery in the event of a disruption.

4. Sharing Your Information

We do not sell your personal information to third parties. However, we may share your information in the following circumstances:

a. Service Providers

With trusted third-party vendors who assist in delivering our Services (e.g., payment processors, cloud hosting providers).

b. Legal Compliance

To comply with legal obligations, such as responding to court orders or regulatory inquiries.

c. Business Transactions

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

d. Consent

With your explicit consent for purposes not covered by this Privacy Policy.

5. Your Privacy Rights

For Canadian Users

Under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

  • Access and correct your personal information.
  • Withdraw consent for certain uses of your data.
  • File a complaint with the Office of the Privacy Commissioner of Canada.

For U.S. Users

Depending on your state of residence (e.g., California under CCPA), you may have the right to:

  • Request information about data collection practices.
  • Delete your personal information, subject to legal exceptions.
  • Opt out of the sale of personal information (note: we do not sell data).

To exercise your rights, contact us at info@cognisolutions.io.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. When no longer needed, your data will be securely deleted or anonymized.

7. International Data Transfers

Your personal information may be transferred to and stored in countries outside your jurisdiction, including Canada and the United States. We ensure that all international transfers comply with applicable data protection laws, including the Canada-U.S. Tax Treaty and GDPR.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience on our website and gather analytics to improve our Services.

What Are Cookies?

Cookies are small text files stored on your device that help us provide a better browsing experience. These files track information such as:

  • Your preferences and settings.
  • Pages you visit on our website.
  • Usage patterns for analytics purposes.

Types of Cookies We Use:

  • Essential Cookies: Required for the functionality of our website and Services.
  • Performance and Analytics Cookies: Collect anonymous usage data to improve website performance.
  • Advertising Cookies: Track your browsing habits to display relevant ads (if applicable).

Managing Your Cookie Preferences

You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect the functionality of our Services.

9. Breach Response

In the event of a data breach that affects your personal information, we will notify you as required by law and take immediate action to mitigate the impact.

10. Updates to This Privacy Policy

This Privacy Policy may be updated periodically to reflect changes in our practices or applicable laws. Updates will be effective upon posting, with the revised Effective Date noted at the top of this page.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact us:

Thank you for trusting Cogni Smart Solutions Inc. with your personal information. Your privacy is our priority.