1. Executive Summary
This section provides a high-level overview of our privacy practices:
Data We Collect
- Account information (name, email, organization)
- Platform usage data and analytics
- Content you process through our AI
- Technical information (IP, device, browser)
How We Use It
- Provide and improve Cogniyon services
- Train and enhance AI models (anonymized)
- Ensure platform security and reliability
- Communicate with you about services
Your Rights
- Access your personal data
- Correct inaccurate information
- Request deletion of your data
- Opt-out of marketing communications
- Export your data (GDPR)
2. Scope of This Policy
This Privacy Policy applies to:
- The Cogniyon AI platform (app.cogniyon.ai)
- Our marketing website (cogniyon.ai)
- Any related services, APIs, or applications
- Communications (email, support, marketing)
It does not apply to third-party services integrated with Cogniyon or websites we link to.
3. Data We Collect
3.1 Information You Provide Directly
| Category | Examples | Purpose |
|---|---|---|
| Account Data | Name, email, organization, job title, phone number | Account creation, authentication, billing, support |
| Content Data | Documents, prompts, code, configurations uploaded to Cogniyon | Core service functionality, AI processing |
| Communication Data | Support tickets, feedback, survey responses, demo requests | Customer support, product improvement |
| Payment Data | Billing address, payment method (processed by Stripe) | Subscription management, invoicing |
3.2 Information Collected Automatically
| Category | Examples | Purpose |
|---|---|---|
| Usage Data | Feature usage, session duration, interactions, errors | Product improvement, performance monitoring |
| Technical Data | IP address, device type, browser, operating system, location | Security, fraud prevention, compliance |
| Log Data | Server logs, event logs, diagnostic information | Troubleshooting, security monitoring |
3.3 Information from Third Parties
- Authentication Providers: Google, Microsoft, GitHub (if using SSO)
- Analytics Services: Aggregated usage statistics
- Business Partners: Referral information, co-marketing activities
4. AI-Specific Data Handling
As an AI platform, we process data differently than traditional SaaS applications:
4.1 Model Training
We may use anonymized, aggregated data to improve our AI models. This includes:
- Patterns in how features are used
- Common error types and resolutions
- Performance metrics across different use cases
Opt-out: Enterprise customers can opt-out of data being used for model improvement.
4.2 Data Processing for AI Features
When you use AI features:
- Your inputs are processed to generate outputs
- We may cache queries temporarily for performance
- Outputs are associated with your account for continuity
- We implement safety filters to prevent harmful outputs
4.3 Sensitive Data Recommendations
5. How We Use Your Information
Service Delivery
Provide, maintain, and improve Cogniyon services
AI Improvement
Train and enhance AI models (using anonymized data)
Security
Protect against fraud, abuse, and security threats
Communication
Send service updates, security alerts, support responses
Compliance
Meet legal obligations and enforce our terms
Business Operations
Billing, analytics, business planning
6. Legal Basis for Processing (GDPR)
For users in the European Economic Area (EEA), we process personal data under the following legal bases:
| Legal Basis | Purpose |
|---|---|
| Contract | To provide the services you requested |
| Legitimate Interest | Service improvement, security, fraud prevention |
| Consent | Marketing communications, optional analytics |
| Legal Obligation | Compliance with laws and regulations |
7. Data Sharing and Disclosure
7.1 Service Providers
We share data with trusted providers who help operate our services:
7.2 Legal Requirements
We may disclose information if required by law, including to:
- Comply with legal processes or government requests
- Protect our rights, privacy, safety, or property
- Enforce our terms and policies
7.3 Business Transfers
In connection with a merger, acquisition, or sale of assets, your data may be transferred as part of the transaction.
8. International Data Transfers
As a global service, your data may be transferred to and processed in countries outside your own, including Australia, the United States, and member states of the European Union.
We ensure appropriate safeguards are in place, including:
- Standard Contractual Clauses (SCCs) for EU/EEA transfers
- Adequacy decisions where applicable
- Binding Corporate Rules for intra-group transfers
9. Data Security
We implement industry-standard security measures:
Data encrypted in transit (TLS 1.2+) and at rest (AES-256)
Role-based access, multi-factor authentication, least privilege principle
24/7 security monitoring, intrusion detection, anomaly alerts
Regular encrypted backups, disaster recovery planning
10. Data Retention
We retain personal data only as long as necessary:
| Data Type | Retention Period |
|---|---|
| Account Information | While account is active + 2 years after termination |
| Usage Data | 25 months for analytics, shorter for operational data |
| Content Data | Until deleted by user or account termination |
| Billing Records | 7 years for tax and compliance purposes |
| Support Communications | 3 years after resolution |
11. Cookies and Tracking Technologies
We use cookies and similar technologies for:
You can control cookies through your browser settings. Note that disabling essential cookies may affect platform functionality.
12. Your Privacy Rights
Right to Access
Request a copy of your personal data
Right to Rectification
Correct inaccurate or incomplete data
Right to Erasure
Request deletion of your data (with exceptions)
Right to Restriction
Limit how we use your data
Right to Data Portability
Receive your data in a structured format
Right to Object
Object to certain types of processing
To exercise these rights, contact us at privacy@cogniyon.ai. We respond within 30 days.
13. Children's Privacy
Cogniyon is not intended for children under 16. We do not knowingly collect personal information from children. If we learn we have collected such information, we will delete it promptly.
14. Changes to This Policy
We may update this policy periodically. We will notify you of material changes via email or in-app notification at least 30 days before changes take effect.
Continued use of Cogniyon after changes constitutes acceptance of the updated policy.
15. Contact Information
Data Protection Officer
Privacy Team
dpo@tachyon-systems.tech
Headquarters
Tachyon Systems Pty Ltd
Office 3422,Ground Floor, 470 St Kilda Rd,
Melbourne - 3004
Victoria, Australia
ABN: 19632309794
EU Representative
Sara
Zurich
Switzerland
Regulatory Authorities
If you have concerns about our data practices, you may contact:
- Australia: Office of the Australian Information Commissioner (OAIC)
- EU/EEA: Your local data protection authority
- UK: Information Commissioner's Office (ICO)
- California: California Privacy Protection Agency (CPPA)