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enquiries@CognitoiQ.com

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Last Revised

30-10-2017

Introduction

Cognito iQ. (“we” or the “Company“), are committed to protect the privacy of:

  • individuals who visit or access our corporate website (the “Website”);
  • our customers and partners (“Customer(s)”), who are licensed to access or use our products (the “Products”) and any other services offered by the Company (the “Services”);
  • any individual who is authorised by our Customers to use the Services or have access to any of the data managed and analysed by the Company (“User(s)“).

Please note that the term “you” shall refer to website visitors, Customers and Users, as applicable.

Our privacy policy (“Privacy Policy“) will help you understand what types of information we collect through our Services, how we use it, and what choices you have. We encourage you to read this Privacy Policy carefully and use it to make informed decisions. By using our Products and Services, you agree to the terms of this Privacy Policy and your continued use of the Products and Services constitutes your ongoing agreement to it. In this Privacy Policy, you will read about:

  • What types of information we collect
  • Cookies
  • How we use the information we collect
  • With whom we share the information we collect
  • Transferring of the Information
  • Your privacy rights
  • For how long do we retain the information we collect
  • How do we safeguard your information
  • Marketing
  • Minors
  • How to contact us

What information do we collect?

We may collect the following types of information from or about you:

Personal Information:

Personal Information is individually identifiable information, namely information that identifies an individual or may with reasonable effort identify an individual. We gather the following types of Personal Information:

Registration details: When ordering or registering to our Services, we may collect certain information that can be used to identify you (as the Customer’s point of contact or as a User) such as: name, email address, postal address, phone number, user IDs and other relevant details which are relevant to the Customer.

Customer’s payment information: In order for you to benefit from our Products and Services, we collect payment information from you, such as direct debit and bank account details. Please note that your billing information, to the extent provided by you, is uploaded and stored in our secure banking platform for processing purposes only.

Voluntary information: We also collect information, which you provide us voluntarily. For example, when you respond to communications from us, ask for our support, communicate with us via email or share additional information about yourself through your use of the Services.

Device information: We also collect specific types of connection details and information with regard to your device, software or hardware that may identify you, such as device’s unique identifiers (e.g. UDID, IMEI address), IP address and geolocation.

Forum Information: As part of the Services, Users may communicate with other Users through the Website and upload content to our forums (“Forum Information”). Such Forum Information may consist of, for example, Users’ comments and tips for utilising the Services, feedbacks, etc.

We and other Users will be exposed to your username and any additional information you upload to the forum, including Personal Information. We recommend that you secure your anonymity and information so that you do not allow others to identify you. By uploading Forum Information, you represent that you have all the necessary consents and permissions from each identifiable individual referenced in your content to use their Personal Information as part of our Services.

Non-personal Information

Non-personal Information is non-identifiable information that, when taken alone, cannot be used to identify or contact you. As such, we are not aware of the identity of the user from which the Non-personal Information was collected.

Analytics Data: Our servers automatically record certain information regarding the use of our Website and our Products and Services. Such data may include information such as the website that a User was visiting before accessing to our Webpage and other statistics related to our Products and Services. We also perform statistical analysis on this data.

We use this information to administer the Services and analyse this information to improve and enhance the Services by expanding their features and functionality. Such data is also used for troubleshooting errors and bugs as well as for research and analytics purposes about your use of the Services.

For avoidance of doubt, if we combine Personal Information with Non-personal Information (e.g. analytics data), the combined information will be treated as Personal Information as long as it remains combined.

Anonymous information:

We may anonymise or de-identify the information collected by our Products and Services or via other means so that the information cannot, on its own, personally identify you. Our use and disclosure of such aggregated or de-identified information is not subject to any restrictions under this Privacy Policy, and we may disclose it to others without limitation and for any purpose.

User Data:

By using the Product, we manage and analyse Customer’s operational transactions and other data that is transmitted through to our Customers’ platforms (e.g. “User Data“). Such User Data is transferred by the Customer (or its Users) and processed by us on our servers and mobile platform. The Company provides such services as a “data processor”, acting under the sole direction of its Customers and Users.

User Data may include records of operations of Customer’s applications and systems and other information relating to Customer’s employees’/ end-users’ activities. It may also include data, logs, text, audio, images or location that a Customer or any User uses in connection with Customer’s account and any computational results that a Customer or any User derives from the foregoing through their use of the Product.

Please note that User Data is exclusively controlled by the Customer, meaning that the Customer (or any Users authorised by the Customer to use the Product on its behalf), maintain ownership of their related User Data and determine their own policies regarding the access permission and retention of the User Data.

Here are some examples of User Data that may be recorded and processed when you use our Products and Services (keep in mind they are only examples and there may be others):

  • Digital files created or transmitted through User’s platforms, such as text files;
  • Contact directories (such as names and email addresses);
  • Device identifiers – such as the Internet Protocol (IP) address and other types of unique device identifiers relating to Customer’s and its users’ devices.

Non-personal Information (as defined below), including usernames, directory names, server names, share names, file names, configurations, logs related to the Company (e.g. event logs), browsing events and technical information transmitted by the Customer’s and its Users’ devices, etc.

Please note that such User Data may include Personal Information. If you (as a Customer or a User) submit to us or to third-parties acting on our behalf any Personal Information relating to other individuals (e.g. employees, end-users, etc.) in connection with your use of the Product, you represent that you have the authority to do so and to permit us to use the information in accordance with this Privacy Policy.

If you have any reason to believe that our Services are misused, in any way, please do not hesitate to inform us at: security@cognitoiq.com.

Cookies and Pixels

We and our partners (e.g. third party service providers, third party analytic companies, etc.) may use cookies and pixels, including when you visit our Website or access the Services.

A “cookie” is a small piece of information that a website assigns to your device while you are viewing the website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages of the website efficiently, enable automatic activation of certain features, remembering your preferences and making the interaction between you and the Services quicker and easier. Cookies are also used to help ensure that the advertisements you see are relevant to you and your interests and to compile statistical data on your use of the Services.

We may use the following types of cookies:

  • ‘Session cookies’ which are stored temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed;
  • ‘Persistent cookies which are saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, to store your preferences for the next login and to improve our users’ experience of the Services;
  • ‘Third party cookies’ which are set by other websites or services that run content on the page you are viewing, such as by third party analytic companies who monitor and analyse your web access.

By accessing and using our Products and Services, you consent to the placement of cookies and pixels on your device in accordance with this Privacy Policy.

You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of the Services may not operate properly and your online experience may be limited.

How we use the information we collect

In addition to the purposes listed herein, the information we collect, which may include your Personal Information, is used for the following purposes:

  • To set up Customers’ accounts and process their related billing information;
  • To identify and authenticate Users’ access to our Products and Services;
  • To provide Services to our Customers (or Users) in connection with their respective User Data, including:
      - providing tools to search and analyse User Data (e.g. for purposes of system troubleshooting, monitoring, etc.);
      - tagging User Data in order to identify specific end users’ activities;
      - indexing User Data into a dedicated data-store; and allowing Customer to perform activities concerning such data (e.g. visualisations, dashboards and alerts).
  •  To support and troubleshoot our Services and to respond to queries;
  • To obtain Users’ feedback with regard to the Services;
  • To improve and customise our Services to Customer’s needs and interests;
  • To communicate with you and to keep you informed of our latest updates and newsletters;
  • To identify and publicise you as a Customer on the Website, our client lists, press releases or other marketing documents;
  • To investigate violations and enforce our policies, and as required by law, regulation or other governmental authority, or to comply with legal processes or respond to government requests.

With whom we share the information we collect

We do not rent or sell any Personal Information. We may disclose Personal Information to other trusted third party service providers or partners for the following purposes:

  •  Assisting us with our business operations (e.g. processing and analysing User Data);
  • Storage (e.g. cloud computing service providers);
  • Research and analytics that will enable us to improve our Product and Services;
  • If we have a good faith belief that disclosure of such information is helpful or reasonably necessary to: (i) comply with any applicable law, regulation, legal process or governmental request; (ii) enforce our policies (including our agreements), including investigations of potential violations thereof; (iii) investigate, detect, prevent, or take action regarding illegal activities or other wrongdoing, suspected fraud or security issues; (iv) to establish or exercise our rights to defend against legal claims; (v) prevent harm to the rights, property or safety of us, our users, yourself or any third party; or (vi) for the purpose of collaborating with law enforcement agencies or in case we find it necessary in order to enforce intellectual property or other legal rights.
  • In addition, we may transfer or disclose Personal Information to our subsidiaries and other affiliated companies.

Transferring of the Information

Cognito iQ’s Products and Services are provided using the Software as a Service (SaaS) model and are hosted either within cloud-based or our own, high-availability data centres.  All data & services are held within the EEA region.

Wireless network access for devices used by the Customer are controlled by the Customer (and not the Company) and their (Customer) policies.

Your privacy rights

You may contact us at any time and request to access, delete, change or update any Personal Information relating to you (for example, if you believe that your Personal Information is incorrect, you may ask to have it corrected or deleted);

That we will cease any further use of your Personal Information (for example, you may ask that we will stop using or sharing your Personal Information with third parties).

If you wish to raise a complaint on how we have handled your Personal Information, you can contact security@cognitoiq.com and the matter will be investigated.

If you are not satisfied with our response or believe we are collecting or processing your Personal Information not in accordance with the laws, you can raise with the applicable data protection authority.

For how long do we retain the information we collect?

We retain the information we collect from Customers and Users for as long as needed to provide our Services and to comply with our legal obligations, resolve disputes and enforce our agreements (unless we are instructed otherwise). We may rectify, replenish or remove incomplete or inaccurate information, at any time and at our own discretion.

Please note that User Data obtained through our Services is fully controlled by the Customer. This means that the Customer (and not the Company) determine the policies and retention periods of the User Data.

How do we safeguard your information?

We take great care in implementing and maintaining the security of our Product and your information. We employ industry standard procedures to ensure the confidentiality, integrity, and availability of our Customers’ systems and User Data, safety of your Personal Information, and prevent unauthorised use of any such information.

However, we cannot guarantee that hackers or unauthorised personnel will not gain access to information despite our efforts. You should note that by using our Services, your information will be transferred through third party infrastructures which are not under our control. No method of transmission over the Internet, or method of electronic storage, is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your Personal Information and User Data, we cannot guarantee its absolute security.

If you feel that your privacy is not being treated in accordance with this Privacy Policy, please contact us directly at security@cognitoiq.com.

Marketing

We may use your Personal Information, such as your full name, email address, etc. ourselves or by using our third-party subcontractors for the purpose of providing you with promotional materials, concerning our Services.

Out of respect to your right to privacy we provide you within such marketing materials with means to decline receiving further marketing offers from us. In addition, at any time, you may request to unsubscribe and discontinue receiving marketing offers by sending us a blank message with the word “remove” to security@cognitoiq.com.

Please note that even if you unsubscribe from our marketing mailing list, we may continue to send you service-related updates and notifications.

Corporate transaction

We may share information, including Personal Information, in the event of a corporate transaction (e.g. sale of a substantial part of our business, merger, consolidation or asset sale of an asset or transfer in the operation thereof) of the Company. In the event of the above, the acquiring company or transferee will respect the rights and obligations as described in this Privacy Policy.

Minors

Our Products and Services are not available to individuals under the age of 16. If you are under 18 you should not use the Services nor provide any Personal Information to us.

We reserve the right to access and verify any Personal Information, which is collected from you by us. In the event that we become aware that an individual under the age of 16 shared any information, we will discard such information. If you have any reason to believe that a minor has shared any information with us, please contact us at security@cognitoiq.com.

Updates or amendments to the Privacy Policy

We may revise this Privacy Policy from time to time, in our sole discretion, and the most current version will always be posted on our Website (as reflected in the “Last Revised” heading). We encourage you to review this Privacy Policy regularly for any changes. In case of material changes, we may notify you through our Services or via email.

Your continued use of our Products and Services, following the notification of such amendments on our Website, constitutes your acknowledgement and consent of such amendments to the Privacy Policy and your agreement to be bound by the terms of such amendments.

How to contact us

If you have any general questions regarding the Services or the information that we collect about you and how we use it, please contact us at security@cognitoiq.com.

Information about us

The details of the Company are as follow:

Cognito iQ

Rivergate House

Newbury Business Park

London Road

Newbury

Berkshire

RG14 2PZ