Last Modified: March 23, 2026
This Privacy Policy describes how Cognitia AI, Inc. ("we", "us," "our") collects, uses and discloses information about individuals who use our website (https://www.cognitia-ai.com) to access the free version of our product or Cognitia Pro and other paid versions, other applications, services, tools and features, or who purchase our products or otherwise interact with us (collectively, the "Services").
This Privacy Policy describes how Cognitia AI, Inc. ("we", "us," "our") collects, uses and discloses information about individuals who use our website (https://www.cognitia-ai.com) to access the free version of our product or Cognitia Pro and other paid versions, other applications, services, tools and features, or who purchase our products or otherwise interact with us (collectively, the "Services"). For the purposes of this Privacy Policy, we are the data controller, and "you" and "your" means you as the user of the Services, whether you are a customer, website visitor, job applicant, representative of a company with whom we do business, or another individual whose information we have collected pursuant to this Privacy Policy. Please read this Privacy Policy carefully. By using any of the Services, you agree to the collection, use, and disclosure of your information as described in this Privacy Policy. If you do not agree to this Privacy Policy, please do not use or access the Services.
We may modify this Privacy Policy from time to time, in which case we will update the "Last Updated" date at the top of this Privacy Policy. If we make material changes to the way in which we use or disclose information we collect, we will use reasonable efforts to notify you (such as by emailing you at the last email address you provided us, by posting notice of such changes on the Services, or by other means consistent with applicable law) and will take additional steps as required by applicable law. If you do not agree to any updates to this Privacy Policy, please do not continue using or accessing the Services.
Collection and Use of Your Information
When you use or access the Services, we collect certain categories of information about you from a variety of sources.
Information You Provide to Us
Some features of the Services may require you to directly provide us with certain information about yourself. You may elect not to provide this information, but doing so may prevent you from using or accessing these features. Information that you directly submit through our Services includes: • Basic contact details, such as name, address, phone number, and email ("Contact Information"). We use this information where necessary to perform our contract with you to provide the Services, and to communicate with you (including, with your consent where required, to tell you about certain promotions or products or services that may be of interest to you). • Account information, such as name, username, email and password ("Account Information"). We use this information where necessary to perform our contract with you to provide the Services and to maintain and secure your account with us. You are responsible for keeping your account credentials safe. We recommend you do not share your access details with anyone else. If you believe your account has been compromised, please contact us immediately at contact@cognitia-ai.com. • Payment information, such as credit or debit card information and billing address, which we collect using a third party payment processor ("Payment Information"). We use this information where necessary to perform our contract with you to process your payment and provide the Services. • Applicant details, such as information included in your resume or CV, references, and job history ("Applicant Information"). We use applicant details in our legitimate interests to process your application for employment and to evaluate your candidacy. • Your input and output, such as questions, prompts and other content that you input, upload or submit to the Services, and the output that you create, and any collections or pages that you generate using the Services ("Service Interaction Information"). This content may constitute or contain personal information, depending on the substance and how it is associated with your account. We use this information where necessary to perform our contract with you to generate and output new content as part of the Services. If you make content publicly available or share content with third parties, please note that it may be stored, displayed, reproduced, published, or otherwise used or disclosed without your permission, and may or may not be attributed to you. • Health and wellness data, such as activity metrics, workout data, sleep data, and other health-related information from Apple Health or similar health platforms that you choose to sync with the Services through our mobile App ("Health Information"). We use Health Information where necessary to perform our contract with you to provide personalized insights as part of the Services. Notwithstanding anything else in this Privacy Policy, we do not use Health Information to create, train, improve, or fine-tune AI models, and we do not sell or share Health Information with third parties for advertising purposes. • Photos and media data, such as images and associated metadata (including date, time, and location if available) from your device's photo library that you choose to sync with the Services through our mobile App ("Photos Information"). We use Photos Information where necessary to perform our contract with you to provide personalized memory and context features as part of the Services. We do not use Photos Information to create, train, improve, or fine-tune AI models without your explicit consent. • Content shared via the share extension on your mobile device, such as text, URLs, images, or other content that you choose to send to the Services through the operating system's share functionality ("Shared Content"). We use Shared Content where necessary to perform our contract with you to ingest and process the shared materials as part of the Services. • Any other information you choose to include in communications with us when necessary to perform our contract with you, for example, when sending a message through the Services or providing your size when purchasing certain products ("Other Information You Provide").
Information Collected Automatically
We and certain third parties also automatically collect certain information about your interaction with the Services ("Usage Data") through the use of cookies, pixels, tags and other tracking technologies ("Tracking Technologies"). Usage Data includes: • Device information, such as device type, operating system, unique device identifier, and internet protocol (IP) address. • Location information, such as approximate location. • Other information regarding your interaction with the Services, such as browser type, log data, date and time stamps, clickstream data, interactions with marketing emails, data from integrations with external applications authorized by you, and ad impressions. We use Usage Data in our legitimate interests to tailor features and content to you, run analytics and measure and better understand user interaction with the Services, and we may permit third parties to use Usage Data for such purposes. For more information on how we use Tracking Technologies and your choices, see the section below, Cookies and Other Tracking Technologies.
Information Collected From Other Sources
We may obtain information about you from outside sources, including information that we collect directly from third parties and information from third parties that you choose to share with us. Such information includes: • Analytics data we receive from analytics providers such as Google Analytics ("Analytics Information"), which we use in our legitimate interests to understand your interaction with, and improve, our Services. • Information we receive from career websites, such as LinkedIn, Monster, or Indeed, which we use in our legitimate interests to process your application for employment ("Employment Information"). • Information we receive from consumer marketing databases or other data enrichment companies, which we use in our legitimate interests to better customize advertising and marketing to you ("Advertising Information"). • Information we receive from business partners and other companies that we partner with to provide you with free or discounted access to the Services or other offers or promotions, which we use in our legitimate interests to provide you with free or discounted access to the Services ("Partner Information"). • Information we receive when you choose to link any third-party platforms to your account, such as when you sign into your account through Google or Apple ("Third Party Platform Information"). We use this information only where necessary to perform our contract with you, to maintain your account and login information and to provide you with the Services, including to generate and output new content. Third Party Platform Information may includes your name, profile picture and email address. • Information from publicly accessible sources, such as information that's publicly available online (like articles, websites, and journals) or from other public sources, which we use where necessary to perform our contract with you ("Public Information"). In addition to the specific uses described above, we may use any of the above information to provide you with and improve the Services and to maintain our business relationship, including by enhancing the safety and security of our Services (e.g., troubleshooting, data analysis, testing, system maintenance, and reporting), providing customer support, sending service and other non-marketing communications, monitoring and analyzing trends, and conducting internal research and development. We may also use the information to comply with applicable legal obligations, enforce any applicable terms of service, and protect the Services, our rights, and the rights of our employees, users or other individuals. You may also have the ability to sync your third party email account or calendar (such as Gmail and Google Calendar) with the Services. If you choose to sync these accounts, we will have access to your contacts and information from the email messages and calendar appointments in your email account, including the content of your emails (together, "Email Service Information"). Notwithstanding anything else in this Privacy Policy, we only use and disclose Email Service Information to provide the Services or as otherwise required by applicable law, and we do not use or disclose Email Service Information to create, train, improve or fine-tune AI models. If you sync your Google account with the Services, we only use and disclose information from your Google account in accordance with the Google API Services User Data Policy, including the Limited Use requirements. Finally, we may, in our legitimate interests, deidentify or anonymize your information such that it cannot reasonably be used to infer information about you or otherwise be linked to you ("Deidentified Information") (or we may collect information that has already been deidentified/anonymized), and we may use such Deidentified Information for any purpose. To the extent we possess or process any deidentified information, we will maintain and use such information in deidentified/anonymized form and not attempt to reidentify the information, except solely for the purpose of determining whether our deidentification/anonymization process satisfies legal requirements. Any information we receive from outside sources will be treated in accordance with this Privacy Policy. We are not responsible for the accuracy of the information provided to us by third parties and are not responsible for any third party's policies or practices. For more information, see the section below, Third Party Websites and Links. To the extent the laws in your jurisdiction do not recognize the legal basis of legitimate interest or another legal basis specified above for a particular purpose, you consent to the processing of your personal data for that purpose through using the Services.
Cognitia utilizes third-party artificial intelligence and machine learning services to power the core features of our Services, including generating responses, processing files, and providing personalized assistance. We continuously evaluate AI providers and their models to deliver the highest quality experience to our users.
AI Service Providers
We currently utilize large language models and AI services hosted by organizations such as OpenAI, Anthropic, and Google (Gemini). We may add, remove, or change AI service providers from time to time to improve the quality, reliability, or cost-effectiveness of our Services.
Data Sent to AI Service Providers
When you use AI-powered features of our Services, the following categories of data may be transmitted to our AI service providers to generate responses and fulfill your requests: • Messages and prompts you submit through the chat interface. • Files, images, and documents you upload for processing or analysis. • Profile information and directives you have configured, used to personalize AI responses. • Contextual information from your connected integrations (such as email or calendar content), only when relevant to your request and only from integrations you have explicitly authorized. We send only the data necessary to fulfill your specific request. We do not send your full account data, credentials, or payment information to AI service providers.
How Your Data Is Protected
All data transmitted to AI service providers is encrypted in transit using TLS 1.2 or greater. We maintain contractual agreements with our AI service providers that prohibit the use of your data to train their models. Our AI service providers are required to process your data solely for the purpose of generating responses to your requests and are contractually obligated to delete your data after processing, in accordance with their data retention policies. We do not send Email Service Information, Health Information, or Photos Information to third-party AI service providers for model training purposes.
Your Consent
Before any data is transmitted to third-party AI services, we ask for your explicit consent through an in-app disclosure presented when you first use the Services. You may withdraw your consent at any time through your Account settings or by contacting us at contact@cognitia-ai.com. Please note that because AI processing is a core function of our Services, withdrawing consent may prevent you from using certain features of the Services.
Most browsers accept cookies automatically, but you may be able to control the way in which your devices permit the use of Tracking Technologies. If you so choose, you may block or delete our cookies from your browser or limit cross-site tracking; however, blocking or deleting cookies may cause some of the Services, including certain features and general functionality, to work incorrectly. If you have questions regarding the specific information about you that we process or retain, as well as your choices regarding our collection and use practices, please contact us using the information listed below. To opt out of tracking by Google Analytics, click here. Your browser settings may allow you to transmit a 'do not track' signal. Like many websites, our website is not designed to respond to such signals. To learn more about 'do not track' signals, you can visit http://www.allaboutdnt.com/.
We may disclose your information to third parties subject to this Privacy Policy, including the following categories of third parties: • Company Group: Our affiliates or others within our corporate group, in accordance with our contract with you, and for internal administration or support purposes, in our legitimate interest to run a successful business and in order to provide our Services. • Service Providers: Vendors or other service providers who help us provide the Services, including for system administration, cloud storage, generative AI and content creation (see the "Third-Party AI Services" section above for details on our AI service providers), security, customer transaction facilitation and relationship management, marketing communications, web analytics, payment networks, and payment processing. • Business Partners: Third parties through whom you receive access to our Services, including via use of a promotion code or other method provided by such business partners, in our legitimate interest to provide you with free or discounted access to our Services. • Other Third Parties, including other users: Third parties to whom you request or direct us to disclose information, such as through your use of social media widgets or login integrations, when you purchase third-party goods through the Services, send an email or interact with your third party email or calendar account through the Services, or otherwise choose to share or make output or other information visible to others, including other users. We do this as necessary for the performance of a contract, or in our legitimate interest to provide you with access to the Services and integrations with third parties, or with your consent. • Advertising Partners: Third parties who display advertising information on our Services or otherwise assist with the delivery of ads. • Data Platform Partners: Where you have opted in through the Data Platform, authorized third-party services and partners who may use your information to provide you with more personalized or efficient experiences, or through whom you may monetize your data. This sharing occurs only with your explicit consent and is subject to the terms described in the "Do Not Sell or Share My Personal Information" section below. You control which partners receive your information and may revoke access at any time through your Account settings. • Professional Advisors: As necessary, we will share your personal data with professional advisors such as auditors, law firms, or accounting firms. • Business Transactions: We will share personal information with a prospective buyer, seller, new owner, or other relevant third party as necessary while negotiating or in relation to a change of corporate control such as a restructuring, merger, asset sale or purchase, bankruptcy or other business transaction or re-organization. We do this in our legitimate interest to run a successful and compliant business, and as required by applicable law. We may also disclose your information as needed to comply with applicable law or any obligations thereunder or to cooperate with law enforcement, judicial orders, and regulatory inquiries, to enforce any applicable terms of service, and to ensure the safety and security of our business, employees, and users. We do this in our legitimate interest to protect our Service and business and to comply with applicable law.
Social Features
Certain features of the Services may allow you to initiate interactions between the Services and third-party services or platforms, such as Discord, X (formerly Twitter) and other social networks ("Social Features"). Social Features include features that allow you to access our pages on third-party platforms, and from there 'like' or 'share' our content. Use of Social Features may allow a third party to collect and/or use your information. If you use Social Features, information you post or make accessible may be publicly displayed by the third-party service. Both we and the third party may have access to information about you and your use of both the Services and the third-party service. For more information, see the section below, Third Party Websites and Links.
Third Party Websites and Links
We may provide links to third-party websites or platforms, such as Discord and X (formerly Twitter). If you follow links to sites or platforms that we do not control and are not affiliated with us, you should review the applicable privacy notice, policies and other terms. We are not responsible for the privacy or security of, or information found on, these sites or platforms. Information you provide on public or semi-public venues, such as third-party social networking platforms, may also be viewable by other users of the Services and/or users of those third-party platforms without limitation as to its use. Our inclusion of such links does not, by itself, imply any endorsement of the content on such platforms or of their owners or operators.
Children under the age of 13 are not permitted to use the Services, and we do not seek or knowingly collect any personal information about children, particularly those under 13 years of age or in the case of a region where the minimum age for processing personal information differs, such different age. For users above the age of 13 but below the age where you are able to consent to the processing of your personal information, please obtain your parent or guardian's consent prior to using the Services. If we become aware that we have unknowingly collected information about a child under 13 years of age or the relevant minimum age in your jurisdiction, we will make commercially reasonable efforts to delete such information. If you are the parent or guardian of a child under the relevant minimum age who has provided us with their personal information, you may contact us using the below information to request that it be deleted.
We implement commercially reasonable technical, administrative, and organizational security measures designed to protect your information from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. However, no security measures are impenetrable, and we cannot guarantee "perfect security." Any information you send to us electronically, while using the Services or otherwise interacting with us, may not be secure while in transit. We recommend that you do not use unsecure channels to send us sensitive or confidential information. We retain your information for as long as is reasonably necessary for the purposes specified in this Privacy Policy. When determining the length of time to retain your information, we consider the following criteria: • Whether we need the information to continue to provide you the Services (e.g., maintaining your Account Information while your account is active). • Whether you have requested deletion of your information (we aim to delete your personal information from our servers within 30 days of account deletion). • Whether we need to retain the information to resolve a dispute, enforce our contractual agreements, or comply with applicable legal, tax, or accounting obligations. • Whether the information is needed to prevent harm, promote safety, security and integrity, or protect ourselves, including our rights, property or products (e.g., retaining information about accounts that violated our policies). • The amount, nature, and sensitivity of the information, and the potential risk of harm from unauthorized use or disclosure. When your information is no longer required, we will destroy, delete, erase, or convert it into an anonymized form as permitted or required under applicable laws.
Your personal information may be transferred to, stored, and processed in the United States or other countries where our servers, service providers, or affiliates are located. These countries may have data protection laws that are different from the laws of your country of residence. When we transfer personal information outside the European Economic Area ("EEA"), the United Kingdom ("UK"), or Switzerland, we rely on valid transfer mechanisms to comply with applicable data protection law, including: • Standard Contractual Clauses ("SCCs") as approved by the European Commission pursuant to Article 46(2)(c) of the GDPR, and the UK International Data Transfer Addendum to the SCCs, where applicable. • Adequacy decisions issued by the European Commission or the UK Secretary of State, as applicable, recognizing that a country provides an adequate level of data protection. Regardless of where your information is processed, we apply the protections described in this Privacy Policy. For more information or to obtain a copy of the appropriate safeguards we have in place, please contact us at contact@cognitia-ai.com.
If you are located in the EEA, UK, or Switzerland, we process your personal information based on the following legal bases under applicable data protection law: • Contract: Where processing is necessary to perform our contract with you to provide the Services, such as processing your Account Information to maintain your account, processing your Payment Information to handle subscriptions, and processing your Input to generate Output. • Legitimate Interests: Where processing is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights. This includes improving and developing our Services, conducting research, ensuring the safety and security of our Services, preventing fraud, and sending service-related communications. • Consent: Where you have given us your consent to process your personal information for a specific purpose, such as sending you marketing communications or syncing your Health Information or Photos Information. You may withdraw your consent at any time by contacting us at contact@cognitia-ai.com or through your Account settings. • Legal Obligation: Where processing is necessary to comply with a legal obligation to which we are subject, such as retaining financial records or responding to lawful government requests. • Vital Interests: In rare circumstances, where processing is necessary to protect your vital interests or those of another person. To the extent the laws in your jurisdiction do not recognize any of the legal bases specified above for a particular purpose, you consent to the processing of your personal data for that purpose through your use of the Services.
Depending on where you live, you may have some or all of the rights listed below in relation to personal information that we have collected about you. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. • Right to Access / Know. You may have a right to request access to personal information that we hold about you, or to request information about our collection, use and disclosure of your personal information, such as the categories of personal information we have collected or disclosed for a business purpose. • Right to Delete. You may have a right to request that we delete personal information we maintain about you. • Right to Correct. You may have a right to request that we correct inaccurate personal information we maintain about you. • Right of Portability. You may have the right to receive a copy of the personal information we hold about you and to request that we transfer it to a third party. • Restriction of Processing. You may have the right to ask us to stop, suspend or restrict our processing of personal information. • Objection. You may have the right to object to our processing of personal information. • Withdrawal of Consent. Where we rely on consent to process your personal information, you may have the right to withdraw this consent at any time by contacting us at contact@cognitia-ai.com. Please note that the withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal, and that where you withdraw your consent, we may not be able to deliver the expected service to you. You may choose to stop receiving personalized advertising or marketing promotions from us when using the Services by contacting us at our email address provided below. You may exercise any of these rights by contacting us using the information provided below. We will not discriminate against you for exercising any of these rights. We may need to collect information from you to verify your identity, such as your email address and government issued ID, before providing a substantive response to the request. You may designate, in writing or through a power of attorney document, an authorized agent to make requests on your behalf to exercise your rights. Before accepting such a request from an agent, we will require that the agent provide proof you have authorized them to act on your behalf, and we may need you to verify your identity directly with us. If we deny your request, you may appeal our decision by contacting us using the information provided below. You may request to delete your account through the settings page or by contacting us at contact@cognitia-ai.com. If you delete your account, we aim to delete your personal information from our servers within 30 days. Please contact us at contact@cognitia-ai.com to request deletion.
Cognitia AI does not "sell" or "share" your personal information as those terms are defined under the California Consumer Privacy Act ("CCPA"), the California Privacy Rights Act ("CPRA"), or other applicable state privacy laws, unless you have provided your explicit, informed consent. Our Services may include a data platform through which you can choose to make certain personal information available to authorized third-party services and partners for the purpose of receiving more personalized or efficient experiences from those services ("Data Platform"). We may also offer you the ability to monetize your own data by sharing it with third parties of your choosing in exchange for compensation or other benefits. Any such sharing through the Data Platform will occur only with your explicit opt-in consent, which you may grant, configure, or revoke at any time through your Account settings. We will clearly disclose which third parties will receive your information, the categories of information to be shared, and the purpose of the sharing before obtaining your consent. When you revoke consent, we will cease sharing your information with the applicable third parties going forward. Outside of the Data Platform, we may disclose personal information to our service providers and business partners solely as described in the "Disclosure of Your Information" section of this Privacy Policy. These disclosures are made to provide and support the Services and are not "sales" or "sharing" under applicable law. We honor Global Privacy Control ("GPC") signals. If your browser or device sends a GPC signal, we will treat that as an opt-out of any sale or sharing of your personal information, to the extent applicable under law. If you are a California resident, you have the right to request information about our data practices and exercise additional rights under the CCPA/CPRA, as described in the "Your Rights and Choices" section above. We will not discriminate against you for exercising any of these rights.
Should you have any questions about our privacy practices or this Privacy Policy, please email us at contact@cognitia-ai.com. You can contact our Data Protection Officer regarding matters related to personal data processing at dpo@cognitia-ai.com. If you have complaints about how we process your personal information, please contact us at contact@cognitia-ai.com and we will respond to your request as soon as possible. If you think we have infringed data protection laws, you can file a claim with the data protection supervisory authority in the country in which you live or work or where you think we have infringed data protection laws. If you reside in the European Economic Area, you can reach out to your local supervisory authority. If you reside in the United Kingdom, you can reach out to the Information Commissioner's Office (ICO). If you reside in Switzerland, you can reach out to the Federal Data Protection and Information Commissioner (FDPIC).