Effective Date: November 6, 2025
Contact: support@cognyn.com
Entity: Cognyn Labs (“Cognyn”, “we”, “us”, “our”)
Cognyn connects and orchestrates AI tools to help users plan and (optionally) execute creative and operational workflows. We respect your privacy and are committed to protecting it.
1) Scope
This Policy explains how we collect, use, disclose, and protect personal information when you visit Cognyn.com, use our products or services (including any hosted demo or API), contact us, or interact with us in any other way. It applies worldwide and includes information processed on our behalf by service providers.
2) Information We Collect
2.1 Information you provide
- Account & Contact Data: name, email address, password (hashed), profile preferences.
- Communications: messages you send us (e.g., support inquiries), feedback, survey responses.
- Content & Files: text prompts, uploads, documents, images, audio/video you submit to be processed by Cognyn or connected tools.
- API Keys (optional): third-party service credentials you choose to link (e.g., OpenAI, Mailchimp). These are stored encrypted and used solely to perform your requested actions.
2.2 Information collected automatically
- Usage & Device Data: IP address, browser type/version, device identifiers, pages visited, referring/exit pages, timestamps, and interaction events.
- Cookies & Similar Technologies: session cookies, preference cookies, analytics tags, local storage, and similar identifiers (see Cookies).
2.3 Information from third parties
- Service Providers & Integrations: data returned from connected AI/automation tools (e.g., generated outputs, run status).
- Analytics/Attribution (if enabled): aggregated usage/traffic metrics from analytics partners.
We do not knowingly collect information from children under 13 (or under 16 where local law requires). See Children’s Privacy.
3) How We Use Information (Purposes & Legal Bases)
We process personal information to:
- Provide and secure our services (create accounts, authenticate, run workflows, route prompts/files to selected tools, maintain logs, prevent abuse/fraud).
- Legal bases (GDPR): Contract, Legitimate Interests, Legal Obligation.
- Operate the “Planner” and orchestration features (parse goals, plan steps, call connectors, deliver outputs, cache non-sensitive artifacts for speed if enabled).
- Legal bases: Contract, Legitimate Interests.
- Communicate with you (service announcements, transactional messages, support).
- Legal bases: Contract, Legitimate Interests.
- Improve and develop features (debugging, analytics, A/B testing with aggregated or de-identified data).
- Legal bases: Legitimate Interests, Consent where required.
- Comply with law (enforce terms, respond to lawful requests/disputes).
- Legal bases: Legal Obligation.
AI training: Cognyn does not use your personal prompts, files, or outputs to train proprietary models unless you explicitly opt-in. Third-party AI providers you choose to use may have their own training/retention policies—review their terms and privacy notices.
4) Disclosures to Third Parties
We share personal information only as needed to provide the service or as required by law:
- AI/Automation Providers You Select: e.g., OpenAI, Midjourney, Runway, ElevenLabs, Mailchimp, WordPress, etc. We send only the data needed to execute your requested task.
- Hosting, Infrastructure & Security: cloud hosting/CDN, monitoring, logging, DDoS mitigation.
- Email & Communications: transactional email services (for noreply/support), CRM/helpdesk if used.
- Analytics/Attribution (if enabled): privacy-respecting analytics and/or cookie-based tools per your consent.
- Professional Advisors & Legal: as necessary for compliance, audits, or to protect rights and safety.
- Corporate Transactions: in a merger, acquisition, or asset sale, subject to appropriate safeguards.
We do not sell your personal information for money. Under some laws “share” can include certain advertising/analytics uses; see Your Rights for opt-out choices.
5) International Transfers
We may process and store data in countries other than where you reside. Where required, we use appropriate safeguards (e.g., Standard Contractual Clauses for EEA/UK transfers) and implement technical and organizational measures to protect your data.
6) Data Retention
We keep personal information only as long as necessary for the purposes described:
- Account data: while your account is active and for a reasonable period thereafter for record-keeping, security, and legal obligations.
- Content/prompts/files: for the duration of the workflow plus a short operational window; you may delete artifacts in your workspace (if enabled), or request deletion.
- API keys: stored encrypted; retained until you remove them or your account is deleted.
- Logs & analytics: retained for limited periods appropriate to security and performance (typically 30–365 days), then deleted or de-identified.
- Legal records: as required by applicable laws.
7) Security
We implement administrative, technical, and physical safeguards, including encryption in transit, encryption at rest for API credentials, access controls, least-privilege policies, audit logging, and regular patching. No method is 100% secure; please use strong, unique passwords and enable any available security features.
8) Cookies & Similar Technologies
We use cookies and similar technologies to operate the site, remember preferences, and (if enabled) measure performance.
- Strictly necessary: required for core functionality and security.
- Preferences: remember settings (e.g., language, theme).
- Performance/Analytics (optional): help us understand usage and improve the service.
Where required, we display a cookie banner to obtain consent and provide controls. You can also manage cookies via your browser settings. We honor Global Privacy Control (GPC) signals where legally required.
9) Your Privacy Rights
Depending on your location, you may have some or all of the following rights:
- Access to your personal information.
- Correction of inaccurate or incomplete data.
- Deletion (erasure) of your personal information.
- Portability of certain data in a structured, commonly used format.
- Restriction/Objection to processing in certain circumstances.
- Withdraw Consent where processing is based on consent.
- Opt-out of: (i) targeted advertising/“sharing”, (ii) sale (as defined by applicable law), and (iii) certain profiling/automated decision-making.
How to exercise your rights
Email support@cognyn.com with your request. We may need to verify your identity (e.g., via email confirmation or account information). If we decline your request as permitted by law, we will explain why and how to appeal (for example, under Virginia/Colorado laws).
California residents (CCPA/CPRA)
You have the rights described above and may additionally request:
- Categories of personal information collected, disclosed, “shared,” or sold (we do not sell for money).
- Categories of sources and third parties.
- Opt-out of “sharing” for cross-context behavioral advertising. We honor GPC signals.
- Limit use/disclosure of Sensitive Personal Information to what is necessary to provide the services.
Authorized agents may submit requests on your behalf with proof of authorization.
EEA/UK residents (GDPR/UK-GDPR)
Cognyn Labs is the controller for site/app data. You may lodge a complaint with your local supervisory authority. Where we rely on legitimate interests, we have balanced your rights and expectations against our interests (e.g., security, service operation, improvement).
10) Children’s Privacy
Our services are not directed to children under 13 (or the applicable age threshold). We do not knowingly collect personal information from children. If you believe a child has provided us information, contact support@cognyn.com and we will delete it.
11) Automated Decision-Making & Profiling
Cognyn can sequence and invoke AI tools to fulfill your requested goal. We do not make solely automated decisions that produce legal or similarly significant effects about you. If we introduce features that could qualify as such, we will provide required notices and choices.
12) Third-Party Links & Services
Our site and workflows may link to or integrate third-party services (e.g., AI providers, CMS, email platforms). Their privacy practices are governed by their own policies. Review those policies before enabling integrations.
13) Changes to This Policy
We may update this Policy from time to time. When we do, we will revise the “Effective Date” and, where required, notify you via the site or email. Your continued use after changes indicates acceptance.
14) Contact Us
Questions or requests about this Policy or your data?
Email support@cognyn.com.
Additional Disclosures (Transparency for AI Orchestration)
- What gets sent to AI tools? Only the inputs and context needed to perform your chosen action (e.g., prompts, selected files, transformation parameters).
- Where is it processed? By the provider(s) you select (e.g., US/EU data centers per their policies).
- Who controls that data? You do; Cognyn acts as your conduit/orchestrator and, where applicable, as a processor to your controller.
- Model training: Cognyn does not train proprietary models on your data without opt-in. Third-party providers may have their own training defaults and retention periods—review and configure them to your preference.
- API keys: If you connect keys, we store them encrypted and use them only to perform your requests.