Privacy Policy

Cogsentia ("we," "us," or "our") operates cogsentia.com and related services. This policy describes how we handle information when you visit our website or use interactive AI capabilities such as Ask Cogsentia, Readiness Triage, Governance Review, and agent trials at `/trial/[agent]`.

Information We Collect

• Usage data: Standard web logs (IP address, browser type, pages visited, timestamps) for security, analytics, and performance monitoring.
• AI feature inputs: Text you submit to AI capabilities (e.g., questions, policy drafts, problem statements). We use these only to generate responses for your session.
• Trial signups: Email address when you start an agent trial at `/trial/[agent]` (full-functionality trials; Email signup only — no credit card required during trial; payment method required to continue after trial ends.)
• Insights newsletter: When you subscribe (site footer or /insights), we collect your email, selected interests (Aiden, Tomaz, Clarity, Regis, and/or Services), and consent timestamp. You can unsubscribe at /unsubscribe or via links in Insights emails.
• Contact information: If you contact us directly, we collect the details you provide (such as name and email).
• Discovery call context: When you use the form on /book, we collect your name and email (required), and optionally your organization, role, a short description of your situation, and how you found us. Scheduling itself is handled by Calendly, which may collect additional booking details under its own policy.
• Readiness Triage follow-up: After you complete the assessment at /readiness-check, you may optionally share your email (and name) so we can follow up. We store a score snapshot (overall score, maturity tier, and dimension scores) with that contact — not your full questionnaire answers. The scorecard is shown whether or not you leave an email.

How We Use Information

• Deliver and improve website content and AI capabilities
• Respond to inquiries and schedule consultations
• Send Insights newsletter emails and segment by the interests you select (distribution is handled by our Aiden platform using the email and interests you provide)
• Monitor abuse, enforce rate limits, and maintain security
• Measure performance and diagnose technical issues

We do not sell personal information. AI inputs are not used to train third-party foundation models beyond what is required to process your request through our API provider (Anthropic), subject to their enterprise data handling terms.

AI Capability Data Handling

Interactive AI features may temporarily process the text you submit. We apply input sanitization and rate limiting. We log operational metadata (such as capability name, latency, and error codes) for reliability; we do not log full policy text or other sensitive submissions where avoidable. Identifiers in logs are hashed where applicable.

Cookies and Analytics

We may use essential cookies for site functionality and privacy-respecting analytics. Third-party embeds (such as Calendly on /book) may set their own cookies subject to their policies.

Data Retention

Server logs and operational telemetry are retained for a limited period necessary for security and troubleshooting, then deleted or aggregated. Marketing contact data is retained while you have an active relationship with us or until you request deletion. Newsletter subscription data is retained until you unsubscribe or request deletion. Discovery call context submissions and optional Readiness Triage follow-up leads are retained for up to 90 days unless they convert into a client engagement (in which case they may be kept as part of that relationship), or until you request deletion sooner via privacy@cogsentia.com.

Sharing with Aiden

When you subscribe to Insights, we share your email and selected interests with Aiden (our content production and distribution platform at aiden.cogsentia.com) so newsletters can be created and delivered. Unsubscribe requests on this site or in Aiden emails are synced both ways so your preference stays consistent.

Your Rights (GDPR / CCPA)

Depending on your location, you may have rights to access, correct, delete, or restrict processing of your personal information, and to opt out of certain sharing. To exercise these rights, contact us at privacy@cogsentia.com.

Security

We use industry-standard safeguards including HTTPS, access controls, and prompt-injection mitigations on AI endpoints. No method of transmission over the Internet is 100% secure.

Children

Our services are directed at business professionals and are not intended for children under 16.

Changes

We may update this policy periodically. Material changes will be reflected by updating the date above.

Contact

Questions about this policy: privacy@cogsentia.com