1. Introduction
Welcome to Cognify ("we," "our," or "us"). We operate cognify.team, an AI-powered Cognitive Task Analysis (CTA) platform designed to capture, aggregate, and structure expert knowledge from Subject Matter Experts (SMEs) into actionable artifacts such as Gold Standard Protocols, GEL Lesson Plans, and Process Flowcharts.
Your privacy is of paramount importance to us. This Privacy Policy describes how Cognify collects, uses, processes, shares, and protects your personal information and expert knowledge content when you use our platform, guided AI chat interface, and management tools. By accessing or using the Services, you acknowledge that you have read and understand this Privacy Policy.
This policy works in conjunction with our Terms of Service. If you are accessing the Services on behalf of an organization, this policy applies to all users under your organizational account.
2. Information We Collect
We collect the following categories of information to provide and improve our Services:
Account Information
- Name, email address, and organizational affiliation used for account registration and invite-based access.
- Account credentials, including passwords stored as salted hashes.
- Role and permission level within your organization's workspace.
Expert Knowledge & Chat Data
- Conversational transcripts: All text-based interactions between you and Cognify's guided AI chat interface, including your responses to prompts about procedures, decision paths, assumptions, and tacit knowledge.
- Uploaded materials: Documents, files, recordings, or other content you upload to support a topic or knowledge capture session.
- Topic metadata: Titles, descriptions, categorizations, and tags you assign to knowledge capture topics.
Generated Artifacts
- Aggregated responses and synthesized knowledge outputs generated from individual conversations within a topic.
- CTA Reports, Process Flowcharts, and GEL Lesson Plans produced by our AI systems from your contributed knowledge.
Usage & Technical Data
- Log data including IP address, browser type, device information, and access timestamps.
- Interaction analytics such as which topics you view, time spent on conversations, and features used.
- Cookies and similar tracking technologies used to maintain session state and improve platform performance.
What We Do Not Collect
Cognify does not collect biometric data, audio/video recordings of users, financial information, payment card data, or health information unless explicitly uploaded by a user as part of a knowledge capture topic.
3. How We Use Your Data
We use the information we collect for the following purposes:
- check_circle Service delivery: To power the guided AI chat interface, process your expert knowledge inputs, and generate CTA Reports, Flowcharts, and Lesson Plans.
- check_circle Knowledge aggregation: To combine individual expert responses within a topic into a single cohesive knowledge output, preserving the depth and nuance of collective expertise.
- check_circle Account management: To manage your account, control access through invite-based authentication, and enforce role-based permissions within organizational workspaces.
- check_circle Platform improvement: To analyze usage patterns, refine AI question guidance, enhance knowledge capture workflows, and develop new features that better serve cognitive task analysis needs.
- check_circle Communication: To send you service-related notifications, updates to terms or policies, and (with your consent) product announcements.
- check_circle Security & compliance: To detect, prevent, and address fraudulent, abusive, or technically harmful activity, and to comply with applicable legal obligations.
4. AI Processing & Analysis
Cognify's core functionality relies on artificial intelligence to guide conversations, aggregate knowledge, and produce structured outputs. Here is how AI interacts with your data:
The AI chat interface asks structured, context-aware questions to help Subject Matter Experts surface tacit knowledge, hidden assumptions, and decision points that are often overlooked in traditional documentation.
Individual expert responses within a topic are analyzed and synthesized into a unified knowledge output. The AI identifies consensus points, resolves contradictions, and highlights areas requiring additional input.
From aggregated knowledge, the platform generates Gold Standard Protocols, GEL Lesson Plans, and Process Flowcharts — structured deliverables ready for training and operational use.
Anonymized and aggregated patterns from conversations may be used to improve Cognify's AI models. No individually identifiable expert responses are used for model training without explicit consent.
Transparency commitment: Cognify is designed to make the knowledge capture process more efficient, not to replace human expertise. All AI-generated outputs are intended to be reviewed, edited, and validated by human users before being deployed for training or operational purposes. You retain full control over the final content of all generated artifacts.
5. Data Storage & Security
Cognify employs enterprise-grade security measures to protect your data throughout its lifecycle:
All data is encrypted in transit using TLS 1.3 and at rest using AES-256. Encryption keys are managed through Hardware Security Modules (HSM) to prevent unauthorized access.
Access to user data is restricted to authorized personnel on a need-to-know basis. The invite-only architecture ensures that only vetted users can participate in knowledge capture sessions.
Regular, encrypted backups are maintained to ensure data durability and disaster recovery. Redundant infrastructure minimizes the risk of data loss.
Continuous security monitoring, automated threat detection, and regular third-party audits are conducted to identify and address vulnerabilities proactively.
While Cognify implements robust security measures, no system is entirely immune to breaches. In the event of a confirmed data breach affecting your personal information, we will notify affected users and relevant authorities in accordance with applicable laws and regulations.
6. Data Sharing & Third Parties
Cognify does not sell your personal information or expert knowledge content. We may share your data in the following limited circumstances:
- Service Providers We engage trusted third-party vendors to provide infrastructure (cloud hosting, AI model hosting), authentication, and analytics services. These vendors are contractually bound to use your data only for the purposes we specify and are prohibited from using, selling, or sharing your data independently.
- Organizational Access Within an organizational workspace, administrators and invited members may have access to topics, conversations, and generated artifacts according to the permission levels set by your organization. We do not control intra-organizational sharing — this is governed by your organization's internal policies.
- Legal Compliance We may disclose data when required by law, regulation, legal process, or governmental request. We will endeavor to notify affected users where legally permissible to allow them to object to such disclosure.
- Business Transfers In the event of a merger, acquisition, or asset sale, user data may be transferred as part of that transaction. We will notify users of any such change and provide notice of any change in data practices or ownership.
Important:
Cognify will never sell your expert knowledge, conversational data, or generated artifacts to third parties. Your contributions remain within the platform ecosystem and under your organizational control.
7. Your Rights & Choices
Depending on your jurisdiction, you may have the following rights regarding your personal data:
- visibility Access: Request a copy of the personal data we hold about you, including your account information, conversation data, and uploaded content.
- edit_note Correction: Request correction of inaccurate or incomplete personal data.
- delete Deletion: Request deletion of your personal data, subject to legal retention obligations and organizational data dependencies.
- download Portability: Request an export of your data in a structured, machine-readable format.
- block Opt-out: Opt out of non-essential data processing, including usage analytics and marketing communications.
- gavel Complaint: Lodge a complaint with a relevant data protection authority if you believe your rights have been violated.
To exercise any of these rights, contact us at privacy@cognify.team. We will respond to verified requests within 30 days. For organizational accounts, data requests may need to be coordinated through your organization's designated data administrator.
8. Data Retention
Cognify retains your data for as long as necessary to provide the Services, comply with legal obligations, and preserve institutional knowledge:
- Account Data Retained for the duration of your active account. Upon account deletion, account data is removed within 30 days, subject to legal retention requirements.
- Knowledge Data Conversations, uploaded materials, and generated artifacts (CTA Reports, Flowcharts, Lesson Plans) are retained as long as the associated topic exists. Organizational administrators control topic-level retention.
- Log Data Technical and usage logs are retained for up to 12 months for security, analytics, and debugging purposes.
- Aggregated Data Anonymized, aggregated datasets used for platform improvement and AI model training may be retained indefinitely, as they do not contain personally identifiable information.
We acknowledge that a core purpose of Cognify is the long-term preservation of human expertise. Retention periods for knowledge content are intentionally designed to support this mission, ensuring that institutional knowledge is not lost.
9. Children's Privacy
Cognify is designed for professional, organizational, and research use by adults. Our Services are not intended for individuals under the age of 18 (or the applicable age of consent in your jurisdiction).
We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected data from a child, we will take prompt steps to delete that information.
10. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or regulatory guidance. When we make material changes, we will notify you through the Services (such as via an in-app banner or email notification) and update the "Last Updated" date at the bottom of this policy.
Your continued use of the Services after the effective date of any revised policy constitutes your acceptance of the changes. We encourage you to review this policy periodically.
11. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or Cognify's data practices, please reach out:
mail Privacy Team
Email: privacy@cognify.team
For all privacy-related inquiries, data requests, and concerns.
support_agent General Support
Email: support@cognify.team
For technical questions, account issues, and platform assistance.
Last Updated: July 1, 2026