Privacy Policy

Cogniseam is operated by Prepixo Private Limited, a company incorporated in Noida, India (“Prepixo,” “Cogniseam,” “we,” “us,” or “our”). This policy applies to cogniseam.com (the public website), the Cogniseam application, and the Cogniseam Agent API (together, the “Service”).

Where a customer organization (a “workspace owner”) deploys Cogniseam for its own team, that organization is typically the data controller for the content its members ingest and process through the Service, and Prepixo acts as a data processor on its behalf. For the account and billing information we collect directly from you, and for visitors to our public website, Prepixo is the data controller.

We collect the categories of personal data described below, only as needed to provide and secure the Service.

• Account and identity data — name, work email, password hash (or single sign-on identity), and workspace membership, when you sign up, are invited to a workspace, or authenticate via SSO/SCIM.
• Workspace content — documents, messages, files, and other content you upload, paste, or connect through an integration (see Section 4), along with information Cogniseam derives from that content (embeddings, extracted facts, summaries, and similar structured knowledge) so it can be retrieved and cited.
• Connector credentials— OAuth access and refresh tokens for the third-party services you choose to connect, stored encrypted, used only to sync the content you've authorized.
• Usage and diagnostic data — actions taken in the product, API calls, error and performance logs, and an audit trail of security-relevant events (sign-ins, permission changes, admin actions), used for security, reliability, and support.
• Prompts and model interactions— questions and instructions you send to Cogniseam's Ask and structuring features pass through in transit to generate a response and are not separately persisted afterward. Some features are different by design: AI Council discussions and workflow runs persist the prompts, context, and messages that make up their record — a council discussion's message history, or a workflow run's inputs and outputs — because retaining that history is the feature. That persisted content is treated as workspace content, subject to the same access controls and retention described in Section 6.
• Contact and commercial data — name, work email, and message content you submit through a contact or demo-request form, and billing details for paid plans.

We do not require or knowingly collect special categories of personal data (health, biometric, religious, or similar sensitive data) as part of operating the Service; if a workspace's own content happens to contain such data, it is subject to the same access controls and protections as any other workspace content.

• To provide, operate, and maintain the Service, including retrieval, search, and AI-assisted answers over the content you've authorized.
• To authenticate you, enforce your workspace's access controls, and keep a tamper-evident audit trail of security-relevant actions.
• To communicate with you about your account, respond to support requests, and — where you've asked us to — follow up on a demo or sales inquiry.
• To monitor, secure, and improve the Service, including detecting and investigating abuse or security incidents.
• To comply with legal obligations and enforce our Terms of Service.

We do not sell personal data, and we do not use customer workspace content to train any third-party or foundational AI model.

We share personal data only where necessary to provide the Service, and only under contractual confidentiality and data-protection obligations:

• AI and infrastructure providers— content and prompts you send through Cogniseam's AI features are transmitted to the model provider(s) your deployment is configured to use (for example Anthropic, OpenAI, Google Gemini, or Azure OpenAI), embedding is performed by Voyage AI, and document text extraction may use Azure Document Intelligence. The Service is hosted on Microsoft Azure.
• Connected sources you authorize— if you connect Microsoft 365, Google Workspace, Slack, Notion, Jira, GitHub, or a similar service, Cogniseam exchanges data with that service only as needed to sync the content and permissions you've approved.
• Service providers we use to run our business (for example, billing and email delivery), bound by confidentiality and data-processing terms.
• Legal and safety — where required to comply with applicable law, respond to a valid legal process, or protect the rights, property, or safety of Prepixo, our customers, or others.

A current list of subprocessors is available on request — contact privacy@cogniseam.com.

Prepixo is based in India, and the Service may be hosted, and personal data may be processed, in other countries — including by the AI and infrastructure providers named in Section 4, whose processing regions are set by your deployment's configuration. Where we transfer personal data internationally, we use appropriate contractual safeguards with our providers. Enterprise customers with specific data-residency requirements should contact us to discuss deployment options, including private-cloud and self-hosted deployments that keep data within a chosen region or environment.

We retain personal data for as long as your workspace remains active, or as needed to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. When you or your workspace administrator deletes a document, it is immediately excluded from search, retrieval, and listings, and the underlying record is kept in recoverable form so it can be restored. It is not purged automatically on a timer. What removes it permanently depends on the document: an account-erasure request permanently deletes documents that were private to that person, while company documents they authored are retained as organizational knowledge with the personal authorship link removed; a workspace deletion removes everything belonging to that workspace. Two categories do expire automatically where your workspace configures it: workflow job runs and live meeting sessions. Backups are retained for a limited rolling window for disaster-recovery purposes and are not separately queryable. Session and verification codes expire automatically on a short, fixed schedule. Security audit records are retained for a longer period to support investigation of security incidents.

Depending on where you're located, you may have rights to access, correct, export, or request deletion of your personal data, to object to or restrict certain processing, and to withdraw consent where processing is based on it — including rights available under the EU/UK General Data Protection Regulation and India's Digital Personal Data Protection Act, 2023. Where you are a member of a customer workspace, please start with your workspace administrator, who controls that workspace's content; where we are the controller (your account and billing data, or your interactions with our public website), contact us at privacy@cogniseam.com and we will act on your request or route it to the responsible workspace administrator.

We apply technical and organizational safeguards appropriate to the sensitivity of the data we handle, including encryption of stored data, role-based access control, tenant isolation between workspaces, and a tamper-evident audit log of security-relevant actions. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. See our Trust Center for a detailed, honestly labelled account of our current security posture.

The Service is intended for business use by adults and is not directed to, and we do not knowingly collect personal data from, individuals under the age of 18.

We may update this policy from time to time. If we make material changes, we will update the “Last updated” date above and, where appropriate, provide additional notice.

Questions about this policy or how we handle personal data can be sent to privacy@cogniseam.com, or via the form on our contact page. Our registered address: Prepixo Private Limited, Noida, Uttar Pradesh, India.