Privacy policy

1. Who we are and scope

Cognivance AI (“we”, “us”, “our”) is an AI consulting and solutions company. We are responsible for the personal data described in this policy.

This policy covers our website and the enquiries you send us. It does not cover data we handle for clients during a project. In that work we usually act on our client's behalf, and that data is governed by our contract with the client.

2. Information we collect

Information you give us. When you use our contact form, email us or reach us on LinkedIn, we collect your name, company, work email address, phone number, your area of interest and anything you include in your message. When you download a white paper or other resource, we collect your work email address and phone number, and which resource you downloaded. Our website is intended for business contacts, so please use your work details.

Information collected automatically. Our hosting provider records technical data such as IP address, browser and device type, pages visited and time of visit, to deliver and secure the website. Our analytics are cookie-free and report visits in aggregate, without identifying you.

We do not ask for sensitive personal data. Please do not include it in your message.

3. How we use your information

We use personal data to respond to your enquiry and arrange meetings or product demos; to discuss, provide and manage our services; to keep a record of our business relationship; to operate, secure and improve our website; and to meet our legal obligations.

We send you news or marketing only if you have agreed to it. Every such email includes a way to unsubscribe. We do not sell your personal data.

4. Our use of AI

We are an AI company, so we want to be clear about how we use AI with your information. We may use AI tools, under contract and with appropriate safeguards, to help us organise and respond to enquiries. A person always reviews and makes the decisions about how we respond. We do not make decisions about you that have legal or similarly significant effects solely by automated means.

We do not use your personal data to train third-party AI models.

5. Legal basis for processing

We process personal data on the basis of your consent (for example, when you submit the contact form); where it is necessary to take steps at your request before entering into a contract, or to perform a contract; where it is necessary to comply with a legal obligation; or where the law otherwise permits it. You can withdraw your consent at any time. Withdrawal does not affect processing that took place before it.

6. Who we share it with

We share personal data only when necessary: with service providers that help us run our business (website hosting, email, CRM and analytics), who act on our instructions and must keep it confidential and secure; with professional advisers such as lawyers and auditors; and with authorities where the law requires it. If our business is reorganised or sold, personal data may be transferred to the new owner under the same protections.

If you contact us through a third-party platform such as LinkedIn or WhatsApp, that platform also processes your data under its own privacy policy.

7. International transfers

Some of our service providers may store or process data in other countries. When this happens, we make sure the transfer is permitted under applicable law, for example by relying on contractual safeguards with the provider or on your consent.

8. How long we keep it

We keep enquiry data for up to 24 months after our last contact, unless we enter into a business relationship. Client relationship data is kept for the duration of the relationship and afterwards for as long as the law requires. When data is no longer needed, we delete or anonymise it.

9. How we protect it

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse. These include encrypted connections (HTTPS), access controls and reputable providers. If a personal data breach occurs, we will notify the relevant authority, and you where required, as the law requires.

10. Your rights

Subject to applicable law, you have the right to: access the personal data we hold about you; have it corrected; have it deleted; restrict or object to its processing, including for direct marketing; receive it in a structured, commonly used format; object to decisions based solely on automated processing; and withdraw your consent at any time.

To exercise these rights, contact us through the form on our website. We will respond within 30 days. If you are not satisfied with our response, you may also have the right to complain to a data protection authority.

11. Cookies

Our website uses only cookies that are strictly necessary for it to work, and our analytics do not use cookies. If we ever introduce non-essential cookies, we will ask for your consent before setting them and let you change your choice at any time.

12. Children

Our website and services are intended for businesses. They are not directed at anyone under 18, and we do not knowingly collect their personal data.

13. Governing law

This policy, and how we handle personal data, is governed by the laws that apply to our business.

14. Language

This policy is written in English. If we publish it in other languages and there is any difference between versions, the English version prevails, unless the law requires otherwise.

15. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.

16. Contact us

For any questions about this policy or your personal data, contact us through the form on our website.