Privacy Policy

We collect information in two ways: directly from you, and automatically when you use our Service.

Information you provide directly includes:

• Your name, email address, and password when you create an account
• Audio recordings, video files, or transcripts you upload for processing
• Billing and payment information when you subscribe to a paid plan
• Messages or files you submit when contacting our support team

Information collected automatically includes usage data (features you interact with, session length, browser type), log data (IP address, access times, referring URLs), and error reports. This helps us diagnose issues and improve the product.

We do not collect sensitive personal data such as financial account numbers, government-issued IDs, or health information. Uploaded audio recordings are processed to produce transcripts and task summaries, then subject to the retention rules in the Data Retention section.

We use the information we collect primarily to operate and improve the Service. This includes:

• Processing your audio recordings to produce transcripts and action items
• Maintaining and improving our speech recognition and language models
• Sending account-related communications such as receipts, alerts, and security notifications
• Responding to support requests

We also use aggregated, anonymized usage data to understand how features are used. This helps us prioritize product improvements. We do not use your individual recordings or transcripts to train our AI models without your explicit consent.

We may use your email address to send product updates and educational content, but only if you have opted in to marketing communications. You can unsubscribe at any time using the link in any email we send, or by updating your notification preferences in your account settings.

We do not sell, rent, or trade your personal information to third parties for marketing or advertising purposes.

We share information with service providers who help us operate the Service — for example, cloud hosting providers, payment processors, and analytics providers. All service providers are bound by data processing agreements and may only use your information for the specific purpose for which they were engaged.

We may disclose your information if required by law, regulation, or valid legal process, including court orders or subpoenas. Where legally permitted, we will give you prior notice of any required disclosure. If CogniAIX is acquired or merged with another company, your information will be transferred as part of that transaction under the same privacy protections. We will notify you via email or a prominent notice on our website of any such change.

We use industry-standard technical and organizational measures to protect your personal information. Your data is encrypted in transit using Transport Layer Security (TLS) and encrypted at rest using AES-256 encryption.

Access to your data within our organization is limited to employees who need it to provide support or maintain the Service. All employees with production data access must complete security training and are bound by confidentiality obligations. We conduct regular security audits and penetration tests to address vulnerabilities proactively.

If a data breach affects your personal information, we will notify you by email within 72 hours of becoming aware of it, as required by law. Our notification will describe the breach, the categories of data affected, the steps we have taken, and what you can do to protect yourself.

We retain your account information for as long as your account remains active. If you close your account, we delete your profile, stored recordings, and generated transcripts within 30 days — unless we are required by law to retain certain records longer.

For active accounts, recordings and transcripts are retained for the duration of your subscription and for 90 days after cancellation. After that period, they are permanently deleted and cannot be recovered. You can request immediate deletion of any specific recording or transcript through your account interface at any time.

Aggregate usage statistics and anonymized analytics may be retained indefinitely, as they do not identify individuals. Billing records are retained for seven years to meet accounting requirements. Log data (IP addresses, access times) is retained for 90 days and then automatically purged.

Depending on your location, you may have the following rights regarding your personal information:

• Access — receive a copy of the personal information we hold about you
• Correct — update inaccurate or incomplete information
• Delete — request deletion of your personal information
• Restrict or object — limit certain types of processing
• Portability — receive your data in a structured, machine-readable format

If you are in the EEA, UK, or Switzerland, these rights are granted under the GDPR or equivalent law. You can also lodge a complaint with your local data protection authority. California residents have additional rights under the CCPA, including the right to know what categories of personal information we collect and the right to opt out of any sale of your information — which we do not conduct.

To exercise any of these rights, contact us through our contact page or email privacy@cogniaix.com. We respond to verified requests within 30 days. We may need to verify your identity before processing your request.

We use cookies, web beacons, and similar tracking technologies to operate the Service and improve your experience. Cookies allow us to recognize your browser, remember your preferences, keep you logged in, and understand how you use our pages.

We use three categories of cookies:

• Strictly necessary cookies — required for the Service to function and cannot be disabled. These include session authentication tokens and security cookies.
• Performance and analytics cookies — collect anonymous information about page visits, feature usage, and error events to help us improve the Service.
• Functionality cookies — remember your preferences such as language or notification settings.

We do not use advertising or third-party tracking cookies for behavioral advertising. You can control cookie settings through your browser or our cookie consent banner. Disabling strictly necessary cookies will impair your ability to log in. Most browsers also offer "Do Not Track" settings, which we honor for analytics cookies.

Our Service integrates with third-party platforms including calendar and meeting tools (Zoom, Google Meet, Microsoft Teams), project management tools (Jira, Asana, Trello), and communication platforms (Slack). When you connect an integration, you grant CogniAIX permission to read or write data in those platforms based on the OAuth scopes you approve.

We are not responsible for the privacy practices of these third-party services. Review their privacy policies before connecting any integration. Data you share with third-party integrations is governed by those services' own terms, not by this policy.

Our marketing pages may embed content from providers such as YouTube or Loom. These providers may set their own cookies when you view embedded content. We limit third-party embeds on pages where users are logged in. If you have concerns about a specific integration or embed, please contact us.

Our Service is not intended for children under 13 in the United States, or under the applicable age of digital consent in other jurisdictions (13 in most countries, 16 in the EEA under GDPR). We do not knowingly collect personal information from children below these thresholds.

If you believe a child has provided personal information to us, contact us immediately at privacy@cogniaix.com. We will investigate and promptly delete any such information if confirmed. Our account registration process includes a confirmation that the user is above the minimum age.

Educational institutions that want to use CogniAIX for student-age users must contact us to arrange appropriate consent and data handling procedures. We do not currently offer a COPPA-compliant version of the Service for users under 13 as a default for general signups.

CogniAIX is headquartered in the United States, and our infrastructure is operated primarily in the United States. If you are located outside the US — including in the EEA, UK, or other countries — your personal information will be transferred to and processed in the United States.

For transfers from the EEA or UK to the United States, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission. These ensure your information receives an equivalent level of protection regardless of where it is processed. We review and update these mechanisms as required by law.

If you have concerns about cross-border data transfers, contact us. You can request a copy of the SCCs we use by emailing privacy@cogniaix.com. Enterprise customers with specific data residency requirements should contact our sales team.

We may update this Privacy Policy from time to time to reflect changes in our practices, services, applicable laws, or other factors. When we make changes, we will update the "Last Updated" date at the top of this page and post the revised policy on our website.

For material changes — those that significantly affect your rights or how we handle your information — we will provide more prominent notice. This may include an email notification, an in-app banner, or a 30-day notice period before changes take effect. Changes are material if they involve new categories of data collected, new ways we share data with third parties, or changes to your rights.

Your continued use of the Service after any policy update constitutes your acceptance of the changes. If you do not agree with a material change, you may stop using the Service and request deletion of your data before the changes take effect.

If you have questions, concerns, or requests related to this Privacy Policy, please contact our privacy team. We take all privacy inquiries seriously and respond within five business days.

You can reach us through our contact form at cogniaix.com/contact, or by mail: CogniAIX, Inc. 776 Mountain Blvd, Suite 104 Watchung, NJ 07069 United States

For data subject access requests, deletion requests, or GDPR-related inquiries, email privacy@cogniaix.com with "Privacy Request" in the subject line. Include your account email so we can verify your identity. If you are not satisfied with our response, you have the right to contact your local data protection authority.