1. Overview
CogniCloud Ltd is committed to protecting your privacy. This policy explains what personal data we collect when you visit cognicloud.net, how we use it, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to all personal data processed by CogniCloud Ltd in connection with our website, waitlist, contact forms, and any future services we offer. It does not apply to third-party websites we may link to.
2. Data Controller
The data controller for your personal data is:
| Company | CogniCloud Ltd |
| Registered address | 50 Princes Street, Ipswich, IP1 1RJ, United Kingdom |
| Company number | 16738942 (England & Wales) |
| Website | cognicloud.net |
| Privacy contact | privacy@cognicloud.net |
If you have questions about how we handle your personal data, please contact us at privacy@cognicloud.net.
3. Data We Collect
3.1 Data you provide directly
- Contact form: name, email address, company name (optional), subject, and message
- Waitlist sign-up: email address
- Any other communications you send us
3.2 Data collected automatically
- Log data: IP address, browser type and version, operating system, referring URL, pages visited, and timestamps
- Cookie data: session identifiers, consent preferences, and analytics identifiers (see Section 10)
- Device information: screen resolution, language settings
3.3 Data we do not collect
We do not currently collect payment data, government-issued identity documents, health information, or special-category data as defined by UK GDPR Article 9.
4. Legal Basis for Processing
| Processing activity | Legal basis (UK GDPR Article 6) |
| Responding to contact enquiries | Legitimate interests (Art. 6(1)(f)) — to communicate with prospective customers and partners |
| Waitlist management | Consent (Art. 6(1)(a)) — you explicitly submit your email to join |
| Website analytics | Legitimate interests (Art. 6(1)(f)) — to understand how our website is used and improve it |
| Legal compliance | Legal obligation (Art. 6(1)(c)) — where processing is required by law |
| Spam detection & security | Legitimate interests (Art. 6(1)(f)) — to protect our services from abuse |
5. How We Use Your Data
- To respond to your enquiries and messages sent via our contact form
- To send you updates about CogniCloud's product launch, if you joined our waitlist (you may unsubscribe at any time)
- To analyse website traffic and improve the user experience
- To detect spam, fraud, and abuse
- To comply with our legal and regulatory obligations
- To enforce our Terms of Service and other agreements
We will not use your personal data for automated decision-making or profiling in a way that produces legal or similarly significant effects.
7. Retention
| Contact form submissions | 2 years from the date of submission, then securely deleted |
| Waitlist email addresses | Until you unsubscribe or request deletion, or until the waitlist is closed |
| Server and access logs | 90 days, then automatically purged |
| Cookie consent records | 12 months from consent, then reset |
We may retain data for longer where required by law or where there is a legitimate ongoing business need (e.g., an unresolved legal dispute).
8. International Data Transfers
Some of our service providers process data outside the UK and European Economic Area (EEA). Where this occurs, we ensure appropriate safeguards are in place, including:
- UK International Data Transfer Agreements (IDTAs) or EU Standard Contractual Clauses (SCCs) adopted under UK law
- Adequacy decisions recognised by the UK Government
- Our own internal data transfer assessments where required
9. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
- Right of access — request a copy of the personal data we hold about you
- Right to rectification — ask us to correct inaccurate or incomplete data
- Right to erasure ('right to be forgotten') — ask us to delete your data in certain circumstances
- Right to restriction — ask us to limit how we use your data
- Right to data portability — receive your data in a structured, machine-readable format
- Right to object — object to processing based on legitimate interests or for direct marketing
- Rights relating to automated decision-making — not to be subject to solely automated decisions with significant effects
To exercise any of these rights, email us at privacy@cognicloud.net. We will respond within one calendar month. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
11. Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or alteration. These include encryption in transit (TLS 1.3), encryption at rest, access controls, and regular security reviews. For more detail, see our Security Policy.
While we take all reasonable steps, no method of transmission over the internet is 100% secure. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, notify affected individuals directly.
12. Children
Our website and services are not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the revised policy on this page with an updated "Last updated" date. Where changes are material, we will take reasonable steps to notify you (for example, by email if we hold your address, or via a notice on our website).
14. Contact Us
For any privacy-related questions or requests, please contact:
| privacy@cognicloud.net | |
| Post | CogniCloud Ltd, 50 Princes Street, Ipswich, IP1 1RJ, United Kingdom |
| Web | cognicloud.net/contact |