Privacy Policy

1. Information We Collect

We collect the following categories of information:

• What you tell us on our website: when you ask for a review, your name, company, work email, phone number, the number of sales reps on your team and the tools you use to record calls, along with your agreement to be contacted.
• Sales call recordings and transcripts: when a business works with us, the calls it chooses to share, from the software its team already uses, and the transcripts and analysis we produce from them. These calls can contain personal information about the people on them, including the business’s own customers and prospects.
• Documents you share with us: such as sales scripts, standard operating procedures and training material, which we use to tailor the analysis to how your team sells.
• Account information: for people who use our client web app, their name, email address and sign-in details.
• Google sign-in details: if you sign in with Google, see "Signing In with Google" below.
• Website data: standard technical information, such as browser and device type, and how visitors use our website, collected through cookies and similar technologies.

2. How We Use Your Information

We use this information to:

• Reply to your request and set up your review.
• Provide the Service: analyze calls, prepare findings, and work through them with you.
• Tailor the analysis to how your team sells.
• Secure the Service, prevent fraud and abuse, and comply with our legal obligations.
• Understand how our website is used and improve it, and measure our advertising.

3. Signing In with Google

If you sign in with Google, Google gives us your name, email address and profile picture. We use them only to sign you in and to identify your account.

Cognalinx's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. That policy is available at https://developers.google.com/terms/api-services-user-data-policy.

You can remove Cognalinx’s access at any time from your Google Account permissions at https://myaccount.google.com/permissions.

4. How We Share Information

We do not sell your personal information. We share it with service providers that process it on our behalf to deliver the Service:

• Hosting, database and storage providers: to run the Service and store information.
• Transcription and AI-processing providers: to turn call audio into transcripts and to analyze calls.
• Email providers: to deliver your request to us and to send you messages.
• Google: for signing in with Google, where you use it.
• Analytics and advertising providers: for our website only. They never receive call recordings or transcripts.

5. Within the Businesses We Work With

If you are a member of a team we work with, the findings about your calls are shared with your company, including the leaders who coach you. Your company decides which calls it shares with us.

6. Legal & Other Disclosures

We may also disclose information to comply with law or valid legal process, to enforce our agreements, to protect the rights, property, or safety of Cognalinx, our clients, or others, or in connection with a business sale or merger (with notice).

7. Where Information Is Stored

Cognalinx is based in Quebec, Canada. Our service providers store and process information outside Quebec and outside Canada, including in the United States, where it is subject to the laws of those places and may be accessible to their authorities.

8. Data Retention

We keep personal information only as long as we need it for the purposes in this Policy or as the law requires, and then delete it or make it anonymous. A business we work with can ask us to delete its recordings, transcripts and findings.

9. Security

We protect information with measures that include encryption while it travels and while it is stored, and access limited to the people who need it. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your Rights

• Under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec’s Act respecting the protection of personal information in the private sector, you can ask to access the personal information we hold about you, to have it corrected, and to know how we use it. You can withdraw your consent, and, where the law provides, ask us to delete your information or to give it to you in a commonly used technological format.
• To make a request, write to the contact below. We will answer within 30 days.
• If you are not satisfied with our answer, you can complain to the Commission d’accès à l’information du Québec or to the Office of the Privacy Commissioner of Canada.
• Depending on where you live, you may have similar rights under other laws, such as the GDPR in the EEA and UK or the CCPA/CPRA in California. We do not sell or "share" personal information as those laws define it.

11. Cookies & Website Analytics

Our website uses cookies and similar technologies to keep it working, to understand how visitors use it, and to measure our advertising. You can block or delete cookies in your browser settings; parts of the website may then work differently.

12. Recording & Consent

A business that shares calls with us is responsible for complying with the laws that apply to recording conversations, including obtaining any consent required from the people on its calls. Our Terms of Service say more.

13. Children's Privacy

The Service is meant for businesses and is not directed to children under 16. We do not knowingly collect personal information from them. If you believe a child has given us information, contact us and we will delete it.

14. Changes to This Policy

We may update this Policy from time to time. We will post the new version here with a new "Last updated" date and, for material changes, give additional notice.

15. Person in Charge & Contact

The person in charge of the protection of personal information at Cognalinx can be reached at support@cognalinx.com. Write to this address with any question about this Policy or your information, or to make a request.