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Data Processing Agreement
This Data Processing Agreement ("DPA") forms part of the Terms of Service between CogniCo AI Consulting ("CogniCo," "we," "us," or "our") and the organization agreeing to these terms ("Customer," "you," or "your"). This DPA reflects the parties' agreement with respect to the processing of Personal Data by CogniCo on behalf of the Customer in connection with the services provided by CogniCo.
1. Definitions
"Personal Data"
means any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly.
"Processing"
means any operation or set of operations which is performed on Personal Data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
"Data Controller"
means the entity which determines the purposes and means of the Processing of Personal Data.
"Data Processor"
means the entity which Processes Personal Data on behalf of the Data Controller.
"Services"
means the AI consulting, implementation, and capacity building services provided by CogniCo to Customer.
2. Roles and Responsibilities
2.1 Customer as Data Controller
Customer acts as the Data Controller with respect to the Personal Data processed by CogniCo on Customer's behalf in the provision of the Services.
2.2 CogniCo as Data Processor
CogniCo acts as the Data Processor with respect to the Personal Data processed on behalf of Customer in the provision of the Services.
3. Processing of Personal Data
3.1 Purpose of Processing
CogniCo shall Process Personal Data only for the purpose of providing the Services to Customer and in accordance with Customer's documented instructions.
3.2 Categories of Data
The types of Personal Data processed may include, but are not limited to:
- Contact information (name, email, phone number)
- Professional information (job title, department)
- User account information
- Usage data related to the Services
- Any other Personal Data submitted by or for Customer through the Services
3.3 Duration of Processing
CogniCo will Process Personal Data for the duration of the Services agreement, unless otherwise agreed upon in writing.
4. Data Security
4.1 Security Measures
CogniCo shall implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk, including:
- Encryption of Personal Data where appropriate
- Ability to ensure ongoing confidentiality, integrity, availability, and resilience of processing systems and services
- Ability to restore availability and access to Personal Data in a timely manner in the event of a physical or technical incident
- Process for regularly testing, assessing, and evaluating the effectiveness of security measures
4.2 Staff Confidentiality
CogniCo shall ensure that all personnel who have access to Personal Data are subject to confidentiality obligations.
5. Subprocessors
5.1 Authorization
Customer provides general authorization for CogniCo to engage subprocessors to Process Personal Data in connection with the provision of Services.
5.2 Notification
CogniCo shall inform Customer of any intended changes concerning the addition or replacement of subprocessors, providing Customer with the opportunity to object to such changes.
5.3 Subprocessor Obligations
CogniCo shall ensure that subprocessors are bound by written agreements that require them to provide at least the level of data protection required of CogniCo under this DPA.
6. Data Subject Rights
CogniCo shall, to the extent legally permitted, promptly notify Customer if it receives a request from a Data Subject to exercise their rights under applicable data protection laws. Taking into account the nature of the Processing, CogniCo shall assist Customer by implementing appropriate technical and organizational measures to help Customer fulfill its obligation to respond to Data Subject requests.
7. Data Breach Notification
CogniCo shall notify Customer without undue delay after becoming aware of a Personal Data breach affecting Customer's Personal Data. Such notification shall include the nature of the breach, the categories and approximate number of Data Subjects concerned, the likely consequences of the breach, and measures taken or proposed to address the breach.
8. Data Protection Impact Assessment
Upon Customer's request, CogniCo shall provide Customer with reasonable assistance in carrying out data protection impact assessments and prior consultations with supervisory authorities, taking into account the nature of Processing and the information available to CogniCo.
9. Return or Deletion of Data
Upon termination of the Services, CogniCo shall, at Customer's choice, delete or return all Personal Data to Customer and delete existing copies unless applicable law requires storage of the Personal Data.
10. Audit Rights
CogniCo shall make available to Customer all information necessary to demonstrate compliance with the obligations set forth in this DPA and shall allow for and contribute to audits, including inspections, conducted by Customer or another auditor mandated by Customer.
11. International Data Transfers
CogniCo shall not transfer Personal Data outside of Canada without the prior written consent of Customer and ensuring that appropriate safeguards are in place for such transfers in accordance with applicable data protection laws.
12. Modifications
This DPA may only be modified by a written amendment signed by both parties.
Contact Information
For questions about this Data Processing Agreement, please contact us at privacy@cognico.ca
Privacy Policy
At CogniCo, we value your privacy and are committed to protecting your personal information. This Privacy Policy outlines how we collect, use, and safeguard your data when you interact with our website and services. By using CogniCo's website and services, you agree to the terms outlined below.
Information We Collect
1. Personal Information
We may collect personal information such as names, email addresses, and contact details when you provide them voluntarily, such as through:
- Contact forms
- Consultation bookings
- Newsletter subscriptions
- AI Readiness Assessment
- Account registrations
2. Usage Data
We collect information on how you interact with our website and services. This includes:
- IP addresses
- Browser details
- Device information
- Website activity
- Pages visited
- Time spent on pages
3. Cookies and Similar Technologies
CogniCo uses cookies and similar technologies to enhance user experience, improve functionality, and gather data on website usage. You can manage your cookie preferences through your browser settings.
How We Use Your Information
1. Service Provision
The information we collect is used to:
- Deliver and improve our AI consulting services
- Respond to inquiries and consultation requests
- Personalize user experiences on our platform
- Provide tailored AI adoption and capacity building recommendations
2. Analytics
Usage data is analyzed to:
- Understand user preferences
- Improve content and service offerings
- Optimize our website's performance
- Enhance user journey and navigation
3. Communication
We may use your contact information to send:
- Service updates and announcements
- Newsletters and educational content
- Information about AI adoption resources
- Promotional material related to our services
You can opt out of promotional communications at any time by following the instructions provided in our emails or contacting us directly.
Information Sharing
1. Third-Party Service Providers
CogniCo may engage trusted third-party service providers to assist with our operations, such as:
- Hosting and cloud infrastructure providers
- Analytics and performance monitoring services
- Email and communication platforms
- Customer relationship management systems
2. Legal Compliance
We may disclose information if required by law or to protect our rights, property, or the safety of our users and the public.
3. Business Transfers
In the event of a merger, acquisition, or sale of assets, your personal information may be transferred as part of the transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information.
Data Security
1. Security Measures
CogniCo implements advanced security measures to protect your data against unauthorized access, alteration, disclosure, or destruction. These include:
- Encryption of sensitive data
- Secure network architecture
- Regular security assessments
- Access controls and authentication
2. Data Retention
We retain personal information only as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. When data is no longer needed, it is securely deleted or anonymized.
Your Choices
1. Access and Control
You have the right to:
- Access the personal information we hold about you
- Correct inaccuracies in your personal information
- Request deletion of your personal information
- Object to or restrict certain processing of your data
- Request a copy of your data in a portable format
To exercise these rights, please contact us at privacy@cognico.ca
2. Opt-Out
You can opt out of receiving promotional communications from us at any time by:
- Following the unsubscribe instructions in our emails
- Contacting us directly at privacy@cognico.ca
3. Cookies
Most web browsers allow you to control cookies through browser settings. You can choose to block or delete cookies, but this may affect your experience on our website.
Compliance and Privacy Standards
At CogniCo, we adhere to all major privacy standards, including:
- PIPEDA (Personal Information Protection and Electronic Documents Act)
- GDPR (General Data Protection Regulation)
- CCPA (California Consumer Privacy Act)
Our compliance ensures your personal data is handled responsibly and securely.
Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us at privacy@cognico.ca
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.
Contact Us
If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at:
Email: privacy@cognico.ca
Postal Address: CogniCo AI Consulting
Privacy Office
Report a Vulnerability
At CogniCo, we value your data security and privacy. We appreciate your assistance in identifying and reporting any vulnerabilities you may discover in our systems or services.
How to Report a Vulnerability
Email Your Findings
Send your vulnerability report to security@cognico.ca
Provide Detailed Information
Include a detailed description of the vulnerability, including steps to reproduce the issue.
Include Supporting Materials
Attach any relevant files, code snippets, or screenshots that help illustrate the vulnerability.
Reporting Guidelines
Provide sufficient information for our team to understand and reproduce the issue.
Do not exploit the vulnerability or share it publicly before it is resolved.
Ensure all communications are conducted within the bounds of legal and ethical standards.
Our Response Process
We will acknowledge receipt of your report promptly.
Our security team will investigate and validate the reported vulnerability
Once validated, we will work to address and resolve the issue in a timely manner.
We may offer recognition for significant contributions to our platform's security.
Important Note
CogniCo reserves the right to address vulnerabilities at its discretion. We are committed to maintaining open communication with security researchers and appreciate their assistance in ensuring a secure environment for all users.
Copyright Notice
This Copyright Notice outlines the intellectual property rights associated with the content, materials, and resources available on the CogniCo website and through our services.
Copyright Ownership
© 2025 CogniCo AI Consulting. All rights reserved.
All content, materials, and resources available on the CogniCo website, including but not limited to text, graphics, logos, images, audio clips, digital downloads, data compilations, software, and the compilation of all content, are the property of CogniCo AI Consulting or its content suppliers and are protected by Canadian and international copyright laws.
Permitted Use
CogniCo grants you a limited, non-exclusive, non-transferable license to access and use the content on our website for personal, non-commercial purposes. This permission includes:
- Viewing website content
- Downloading resources explicitly marked as downloadable
- Printing reasonable portions of the website for personal reference
Prohibited Use
Unless explicitly permitted by CogniCo or by applicable copyright law, you may not:
- Modify, copy, distribute, transmit, display, perform, reproduce, publish, license, create derivative works from, transfer, or sell any information, software, products, or services obtained from the website
- Use any content for commercial purposes without express written permission
- Remove any copyright, trademark, or other proprietary notices from any content
- Frame or mirror any part of the website without prior written authorization
- Use data mining, robots, or similar data gathering and extraction methods
User-Generated Content
Users retain ownership of content they submit to CogniCo. By submitting content, you grant CogniCo a worldwide, non-exclusive, royalty-free license to use, reproduce, modify, and display such content in connection with providing and improving our services.
Third-Party Content
Our website may include content provided by third parties. All third-party content remains the intellectual property of the respective third parties and is protected by applicable copyright laws.
Copyright Infringement
If you believe that your work has been copied in a way that constitutes copyright infringement, please provide us with the following information:
- A physical or electronic signature of the copyright owner or a person authorized to act on their behalf
- Identification of the copyrighted work claimed to have been infringed
- Identification of the material that is claimed to be infringing and where it is located on the website
- Your contact information, including address, telephone number, and email address
- A statement that you have a good faith belief that use of the material in the manner complained of is not authorized by the copyright owner, its agent, or law
- A statement, made under penalty of perjury, that the above information is accurate, and that you are the copyright owner or are authorized to act on behalf of the owner
Copyright infringement notifications should be sent to:
Email: copyright@cognico.ca
Postal Address: CogniCo AI Consulting
Copyright Agent
Canada
Trademarks
The CogniCo name, logo, and all related names, logos, product and service names, designs, and slogans are trademarks of CogniCo AI Consulting or its affiliates. You may not use such marks without the prior written permission of CogniCo.
Changes to This Copyright Notice
CogniCo reserves the right to update or modify this Copyright Notice at any time. We will notify users of any material changes by posting the new Copyright Notice on this page and updating the "Last Updated" date.
Copyright infringement notifications should be sent to:
Email: copyright@cognico.ca
Postal Address: CogniCo AI Consulting
Copyright Agent
Canada
Terms of Service
Welcome to CogniCo! Please read these Terms of Service carefully before using our website and services. By accessing or using CogniCo's website and services, you agree to be bound by these Terms of Service.
Acceptance of Terms
By accessing or using CogniCo's website and services, you agree to be bound by these Terms of Service. If you do not agree to these terms, please refrain from using our platform.
Use of Services
1. AI Consulting Services
CogniCo provides AI consulting, implementation, and capacity building services for small businesses and non-profits. Our services include:
- AI readiness assessments
- Strategy development
- Solution design and implementation
- Capacity building and training
- Ongoing support and optimization
2. Service Modifications
CogniCo reserves the right to modify, suspend, or discontinue any part of our services at any time. We will provide reasonable notice of significant changes whenever possible.
Intellectual Property
1. Ownership
CogniCo retains ownership of all intellectual property rights associated with its platform, including software, content, designs, and trademarks. All rights not expressly granted are reserved.
2. License
Users are granted a limited, non-exclusive, non-transferable license to access and use CogniCo's services for personal or commercial purposes, subject to these Terms of Service.
3. User Content
You retain ownership of any content you provide to CogniCo. By submitting content, you grant CogniCo a worldwide, non-exclusive, royalty-free license to use, reproduce, modify, and display such content in connection with providing and improving our services.
Privacy
1. Data Collection
CogniCo collects and processes user data in accordance with its Privacy Policy. By using our services, you consent to the collection, storage, and processing of your data as described in our Privacy Policy.
2. Data Processing
For clients engaging CogniCo for services that involve processing personal data, our Data Processing Agreement applies and forms part of these Terms of Service.
Fees and Payment
1. Service Fees
Fees for CogniCo's services are outlined in our service agreements or proposals provided to clients. We offer:
- Free initial consultations
- Project-based pricing
- Retainer arrangements
- Custom pricing based on specific requirements
2. Payment Terms
Payment terms are specified in individual service agreements. Unless otherwise stated:
- Invoices are due within 30 days of issuance
- Late payments may incur additional fees
- We accept payment via electronic transfer, credit card, and other specified methods
Limitation of Liability
To the maximum extent permitted by law, CogniCo and its affiliates are not liable for any indirect, incidental, or consequential damages arising from the use or inability to use our services. This includes, but is not limited to, loss of data, profits, or business opportunities.
Our total liability for any claims under these terms shall not exceed the amount paid by you to CogniCo for services in the 12 months preceding the claim.
Indemnification
You agree to indemnify and hold harmless CogniCo and its affiliates, officers, directors, employees, and agents from any claims, damages, liabilities, costs, or expenses (including reasonable attorney's fees) arising from your use of the services or violation of these Terms of Service.
Termination
1. Termination by User
You may terminate your use of CogniCo's services at any time by discontinuing use or as specified in your service agreement.
2. Termination by CogniCo
CogniCo may terminate or suspend your access to the services without prior notice for violations of these Terms of Service or any activities that compromise the integrity of our platform.
3. Effect of Termination
Upon termination, your right to use the services will immediately cease. All provisions that by their nature should survive termination shall survive, including ownership provisions, warranty disclaimers, indemnity, and limitations of liability.
Changes to Terms
CogniCo reserves the right to update or modify these Terms of Service at any time. Significant changes will be communicated to users, and continued use of our services constitutes acceptance of the updated terms.
Governing Law
These Terms of Service are governed by and construed in accordance with the laws of Canada. Any disputes arising from these terms will be subject to the exclusive jurisdiction of the courts in Canada.
Severability
If any provision of these Terms of Service is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will continue in full force and effect.
Entire Agreement
These Terms of Service, together with the Privacy Policy and any other legal notices published by CogniCo, constitute the entire agreement between you and CogniCo concerning the services.
Contact Us
For any questions or concerns regarding these Terms of Service, please contact us at:
Email: legal@cognico.ca
Postal Address: CogniCo AI Consulting
Legal Department
