Privacy Policy

This Privacy Policy explains how Cognitive Systems ("we", "us", or "our") collects, uses, stores, and protects your personal information when you visit our website or use our services. By using our website you agree to the practices described here.

1. Who We Are

Cognitive Systems is an AI automation agency. Our registered address and contact details are listed in Section 12 below. We act as the data controller for information collected through this website.

2. Information We Collect

Information you provide directly

• Name and email address when you submit a demo request or contact form
• Business information you share during a consultation
• Messages and correspondence sent to us

Information collected automatically

• IP address and browser type
• Pages visited and time spent on site
• Referring URLs
• Device and operating system information

3. How We Use Your Data

We use the information we collect to:

• Respond to your demo requests and enquiries
• Schedule and deliver consultations
• Send relevant follow-up communications (with your consent)
• Improve our website and services
• Comply with legal obligations

We will never sell your personal data to third parties.

4. Legal Basis for Processing (GDPR)

Where applicable under GDPR, we process your data on the following legal bases:

• Consent — when you submit a form or opt in to communications
• Legitimate interests — to operate and improve our business
• Contractual necessity — to deliver services you have requested
• Legal obligation — where required by law

5. Data Sharing

We may share your data with trusted third-party service providers solely to operate our business, including:

• Calendar and scheduling tools (e.g. Calendly)
• Email and CRM platforms
• Website analytics tools

All third parties are contractually required to protect your data and may not use it for any other purpose.

6. Cookies

Our website uses cookies to improve your experience. Cookies are small text files stored on your device. We use:

• Essential cookies — required for the site to function
• Analytics cookies — to understand how visitors use the site
• Marketing cookies — to deliver relevant content (only with your consent)

You can control cookie settings through your browser at any time.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Typically, enquiry data is retained for up to 24 months. You may request deletion at any time.

8. Your Rights

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

• Access — request a copy of the data we hold about you
• Rectification — request correction of inaccurate data
• Erasure — request deletion of your personal data
• Restriction — request we limit how we process your data
• Portability — receive your data in a machine-readable format
• Objection — object to processing based on legitimate interests
• Withdraw consent — at any time, without affecting prior processing

To exercise any of these rights, contact us at the details in Section 12.

9. Security

We take reasonable technical and organisational measures to protect your data from unauthorised access, loss, or misuse. However, no method of transmission over the internet is 100% secure.

10. Children's Privacy

Our website and services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have done so inadvertently, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review this page periodically.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

• Email: privacy@cognitivesystems.eu
• Website: cognitivesystems.eu

You also have the right to lodge a complaint with your local data protection authority.