Privacy Policy

Cognition Systems Architecture ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This policy explains what information we collect, why we collect it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Cognition Systems Architecture is the data controller for personal data collected through this website. For any privacy-related queries, contact us at: privacy@cognitionsystems.co.uk.

2. What data we collect

We may collect the following categories of personal data:

• Enquiry and booking data — name, work email address, company name, team size, and any information you provide in the "biggest finance bottleneck" field when submitting a discovery call request.
• Usage data — pages visited, time on site, referring URL, browser type, and device type, collected via analytics tools.
• Communication data — the content of emails or messages you send us directly.

We do not collect sensitive personal data (such as financial account details, health data, or biometric data) through this website.

3. How we use your data

We use your personal data for the following purposes, relying on the legal bases indicated:

• To respond to your enquiry or book a discovery call — lawful basis: contract (or pre-contractual steps at your request).
• To send service-related communications — lawful basis: contract or legitimate interests.
• To improve our website and understand how visitors use it — lawful basis: legitimate interests.
• To comply with legal obligations — lawful basis: legal obligation.

We do not use your data for automated decision-making or profiling.

4. Who we share your data with

We do not sell, rent, or trade your personal data. We may share it with:

• Service providers acting as data processors on our behalf (e.g. email delivery, calendar booking, analytics), under data processing agreements.
• Professional advisers (e.g. lawyers, accountants) where necessary and under confidentiality obligations.
• Regulatory authorities where required by law.

5. International transfers

Where any of our service providers transfer data outside the UK or European Economic Area, we ensure appropriate safeguards are in place, such as UK adequacy decisions or standard contractual clauses.

6. How long we keep your data

We retain personal data only as long as necessary:

• Enquiry and booking data: up to 2 years from last contact, unless a longer engagement begins.
• Client engagement data: 6 years following the end of an engagement, in line with UK accounting and legal requirements.
• Analytics data: as configured in our analytics tools, typically 26 months.

7. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Request erasure of your data ("right to be forgotten"), where applicable.
• Restrict or object to processing of your data.
• Receive your data in a portable format.
• Withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, email us at privacy@cognitionsystems.co.uk. We will respond within one month.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

8. Cookies

We use cookies and similar technologies on this website. See our Cookie Notice for full details.

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. However, no method of transmission over the internet is entirely secure.

10. Links to other websites

Our website may contain links to third-party sites. We are not responsible for their privacy practices and encourage you to review their policies.

11. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top of this page will reflect any changes. We encourage you to review it periodically.

12. Contact us

For any questions about this policy or how we handle your data, contact: privacy@cognitionsystems.co.uk