Privacy Policy

Last updated: 3 July 2026

Effective date: 3 July 2026

1. Introduction

CogniNarrative Inc. (“CogniNarrative,” “we,” “us,” or “our”) respects your privacy and is committed to protecting personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. This Privacy Policy explains what information we collect, why we collect it, how we use and disclose it, and the choices available to you when you visit cogninarrative.pro (the “Site”) or communicate with us.

This policy applies to personal information collected through the Site, email, phone, and other channels where we identify ourselves as CogniNarrative. Client engagements may be governed by additional contractual terms or data processing agreements that supplement or override portions of this policy where explicitly stated.

2. Who we are

CogniNarrative Inc. is a Canadian corporation providing AI consultancy services focused on knowledge and communication. Our registered business address is 40 King Street West, Suite 3300, Toronto, ON M5H 3Y2, Canada. Business Number: 794512368 RC0001. Privacy inquiries may be directed to [email protected] or the address above.

3. Information we collect

3.1 Information you provide directly

When you submit our contact form, email us, or book a discovery call, we may collect:

• Full name
• Email address
• Phone number (if provided)
• Organization name and role (if provided in your message)
• Subject category and message content
• Explicit consent to collection and use under PIPEDA (required checkbox on the contact form)

We do not require you to create an account to browse the Site. We do not knowingly collect sensitive personal information through the public contact form unless you voluntarily include it in your message—we ask that you avoid sending health, financial account, or government identifier details through unsecured web forms.

3.2 Information collected automatically

When you visit the Site, our hosting infrastructure and optional analytics tools (if you consent to analytics cookies) may collect technical data such as IP address, browser type, operating system, referring URL, pages viewed, and approximate timestamp. This data is used to maintain security, diagnose performance issues, and understand aggregate traffic patterns.

3.3 Cookies and similar technologies

We use cookies and local storage as described in our Cookie Policy. Necessary cookies support basic site operation. Analytics cookies are placed only after you accept them through our cookie banner or save custom preferences. Your consent choice is stored locally for six months.

4. Purposes for collection and use

We collect and use personal information only for purposes that a reasonable person would consider appropriate in the circumstances. Primary purposes include:

• Responding to inquiries submitted through the contact form or email
• Scheduling and conducting discovery calls
• Preparing proposals, statements of work, and consultancy engagements
• Maintaining records of communications for quality assurance and dispute resolution
• Complying with legal and regulatory obligations
• Protecting the security and integrity of the Site
• Producing aggregated, de-identified statistics about Site usage when analytics cookies are enabled

We will not use your contact details for unrelated marketing without your consent. If we introduce a newsletter or event invitations in future, we will request separate opt-in consent.

5. Legal basis and consent

Under PIPEDA, we rely on your knowledge and consent for collection, use, and disclosure of personal information, except where the law permits otherwise. Submitting the contact form with the PIPEDA consent checkbox checked constitutes express consent for the purposes stated at collection. You may withdraw consent for future non-essential processing by contacting us, subject to legal or contractual restrictions and our need to retain certain records.

6. Disclosure of personal information

We do not sell personal information. We may disclose information to:

• Service providers who assist with hosting, email delivery, or analytics, bound by confidentiality and data protection terms
• Professional advisors (lawyers, accountants) when necessary
• Law enforcement or regulators when required by valid legal process
• Successors in the event of a merger, acquisition, or asset sale, with notice where practicable

Our Site is hosted on infrastructure located in Canada. Where subprocessors process data outside Canada, we assess safeguards and disclose cross-border transfers in client contracts when applicable.

7. Client project data

When you engage CogniNarrative for AI discovery, RAG pilots, or related services, client-provided documents, ticket exports, and system access may contain personal information about your employees, customers, or partners. That data is processed solely to deliver contracted services, under terms defined in the statement of work or data processing agreement. We do not use client content to train public large language models unless explicitly agreed in writing. Project data retention and deletion schedules are specified per engagement.

8. Retention

Contact form submissions and related correspondence are retained for up to twenty-four months unless a longer period is required for ongoing business discussions, legal claims, or regulatory compliance. Server logs are rotated on a schedule appropriate to security needs. Cookie consent records stored in your browser expire after six months, after which the banner may reappear.

9. Security

We implement administrative, technical, and physical safeguards proportionate to the sensitivity of information we hold. These include access controls for staff mailboxes, HTTPS transport encryption on the Site, honeypot spam protection on forms, and hosted environments maintained by reputable Canadian providers. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

10. Your rights

Subject to applicable law, you may request access to personal information we hold about you, correction of inaccurate information, and deletion where retention is no longer necessary. To exercise these rights, email [email protected] with sufficient detail to identify your request. We will respond within thirty days in most cases, or explain any permitted extension.

If you believe we have not addressed your privacy concern adequately, you may contact the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner where applicable.

11. Children

The Site and our services are directed at business professionals. We do not knowingly collect personal information from individuals under sixteen years of age. If you believe a minor has submitted information through our contact form, contact us and we will delete it promptly.

12. Third-party links

The Site may link to external websites. We are not responsible for the privacy practices of third parties. Review their policies before providing personal information.

13. Automated decision-making

We do not use personal information submitted through the Site for solely automated decisions that produce legal or similarly significant effects. Our consultancy may help clients design AI systems that include automated components; those systems are operated by clients under their own policies.

14. Changes to this policy

We may update this Privacy Policy to reflect changes in law, technology, or business practices. The “Last updated” date at the top will change when revisions are posted. Material changes may be highlighted on the Site. Continued use after posting constitutes acceptance of the revised policy for Site interactions, except where further consent is required by law.

12. Marketing communications

We do not use contact form data for bulk email marketing without separate opt-in consent. If you request a discovery call, we may send follow-up messages directly related to scheduling and proposal delivery.

13. Complaints process

We maintain an internal process for documenting and responding to privacy complaints. Upon receipt, we acknowledge the complaint, investigate relevant records, and provide a substantive response. Escalation paths to the Office of the Privacy Commissioner of Canada are described in Section 10.

14. Data breach notification

In the unlikely event of a breach involving personal information under our control, we will notify affected individuals and regulators as required by PIPEDA and applicable provincial law. Notifications will describe the nature of the incident, types of information involved, steps we have taken, and recommended actions you may take to protect yourself.

19. Accessibility of privacy requests

We will accommodate accessibility needs when responding to privacy requests. If you require communication in an alternate format, note your preference when contacting us and we will work with you in good faith.

20. Openness and accountability

We designate responsibility for privacy compliance to our operating leadership team. Privacy impact considerations are integrated into new Site features and client delivery templates. We review this policy at least annually and after material changes to our data practices or subprocessors.

21. Records of processing

Upon reasonable request from enterprise prospects or clients, we can provide a summary of categories of personal information processed through the Site, typical retention periods, and categories of recipients. Client project processing is documented separately in statements of work and data processing agreements tailored to each engagement.

We maintain internal logs of privacy-related inquiries and corrections for accountability. Those logs contain minimal personal information—enough to demonstrate that we responded—not the full substance of unrelated client projects.

If you are a client with a signed data processing agreement, that agreement controls for project data. This Site policy controls for marketing-site interactions and general inquiries only.

22. Contact

CogniNarrative Inc.
40 King Street West, Suite 3300
Toronto, ON M5H 3Y2, Canada
Email: [email protected]
Phone: +1 (416) 546-8129

See also: Legal hub · Cookie Policy · Terms of Use