Legal

Privacy Policy

Effective date: 3 July 2026 · Last reviewed: 3 July 2026

This Privacy Policy describes how Cogni Circuit Labs Inc. ("Cogni Circuit," "we," "us" or "our") collects, uses, discloses and protects personal information when you visit cognicircuit.life (the "Site"), submit enquiries through our contact form, communicate with us by email or phone, or otherwise interact with us in a capacity where we act as an organization responsible for personal information under Canadian law.

We are committed to handling personal information in a manner consistent with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, British Columbia's Personal Information Protection Act (BC PIPA). Because our principal place of business is in Vancouver, British Columbia, BC PIPA applies to our collection, use and disclosure of personal information in the course of our commercial activities within the province. For interprovincial and international matters, PIPEDA also governs our practices as a federally regulated private-sector organization.

1. Who is accountable?

Cogni Circuit Labs Inc. is the organization accountable for personal information under this Policy. Our contact details are:

We have designated internal responsibility for privacy compliance and will respond to privacy-related requests within time frames required by applicable law, typically within 30 days unless an extension is permitted and communicated to you.

2. Scope of this Policy

This Policy applies to personal information we collect through the Site and through pre-contractual communications. It does not replace separate privacy terms in a statement of work, data processing agreement or master services agreement governing a client engagement. Where a signed contract addresses the same subject matter in greater detail, the contract prevails for that engagement.

This Policy does not apply to third-party websites linked from the Site, nor to personal information processed solely on behalf of a client where we act as a service provider under their documented instructions — those relationships are governed by contractual privacy schedules and, where required, BC PIPA service-provider provisions or PIPEDA processor arrangements.

3. What personal information we collect

Depending on how you interact with us, we may collect:

  • Contact and identity information: name, business email address, phone number, job title and company or organization name when you submit our contact form or correspond with us.
  • Enquiry content: the text of messages you send, project descriptions, technical requirements and any attachments you choose to provide.
  • Consent records: confirmation that you agreed to our collection and use of personal information for enquiry handling, including timestamp and form version where logged.
  • Technical and usage information: IP address, browser type, device identifiers, referring URL, pages viewed and approximate geographic region derived from IP — primarily through server logs and, if you consent, analytics cookies as described in our Cookie Policy.
  • Cookie preference data: your choices regarding optional cookies, stored in a first-party cookie for up to six months.

We do not intentionally collect sensitive personal information through the Site (such as government identifiers, health information or financial account numbers). Please do not submit such information through the contact form. If you must share regulated data for a prospective engagement, we will arrange a secure channel under separate terms.

4. How we collect personal information

We collect personal information by fair and lawful means, primarily:

  • Directly from you when you complete the contact form, email us or call our studio;
  • Automatically through essential server logging necessary to operate and secure the Site;
  • Through optional analytics technologies only after you provide consent via our cookie banner, where implemented.

We may verify business contact details using publicly available professional directories before responding to certain enquiries. We do not purchase personal information lists for marketing purposes.

5. Purposes for collection, use and disclosure

Under PIPEDA and BC PIPA, organizations must identify purposes before or at the time of collection and limit use to those purposes or compatible purposes reasonably understood by the individual. We collect and use personal information for the following purposes:

  • Responding to enquiries: to read, evaluate and reply to messages about AI engineering services, pilots, partnerships or general questions.
  • Pre-contractual discussions: to schedule calls, prepare proposals, perform preliminary scoping and conduct conflict checks.
  • Site operation and security: to deliver pages, prevent abuse, troubleshoot errors and protect against unauthorized access.
  • Analytics (with consent): to understand aggregate traffic patterns and improve Site content and structure.
  • Legal and compliance: to comply with applicable laws, respond to lawful requests from authorities and establish or defend legal claims.
  • Internal record-keeping: to maintain business correspondence logs in proportion to legitimate organizational needs.

We will not use your personal information for material new purposes without obtaining additional consent or ensuring the new purpose is authorized by law.

6. Consent

Consent is a cornerstone of both PIPEDA and BC PIPA. For contact form submissions, we require you to confirm consent before sending your message. The consent checkbox is not pre-selected; you must actively opt in. By checking the box and submitting the form, you consent to our collection and use of the information provided for enquiry response and related pre-contractual purposes described above.

For optional cookies, we obtain consent through the cookie banner before setting non-essential cookies. You may withdraw consent for optional cookies at any time by clearing cookies and revisiting the Site to set new preferences, or by contacting us.

You may withdraw consent to marketing communications where applicable by using an unsubscribe mechanism or emailing [email protected]. Withdrawal may limit our ability to respond to ongoing project discussions if contact information is removed entirely.

7. Disclosure to third parties

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

  • Service providers: hosting providers, email infrastructure, form processing services and analytics vendors (if consented) who process data on our behalf under contractual confidentiality and security obligations consistent with PIPEDA Principle 4.1.3 and BC PIPA service provider requirements.
  • Professional advisers: lawyers, accountants or insurers where necessary for advice or risk management, subject to confidentiality duties.
  • Successors: in connection with a merger, acquisition or asset sale, with notice where required by law.
  • Authorities: when required by valid legal process or to protect rights, safety and integrity of persons or systems.

Some service providers may store or process data outside Canada (for example, United States or European Union data centres). When information crosses borders, it may be subject to foreign lawful access regimes. We assess transfers and implement contractual and technical safeguards proportionate to the sensitivity and volume of data involved.

8. Retention

We retain personal information only as long as necessary to fulfil the purposes for which it was collected, unless a longer retention period is required or permitted by law. Enquiry records are typically retained for up to twenty-four months after last meaningful contact unless a client relationship continues under separate contractual terms. Server logs are rotated on a shorter schedule. Cookie consent records follow the retention period stated in our Cookie Policy.

When personal information is no longer required, we take reasonable steps to securely delete, anonymize or aggregate it.

9. Security safeguards

We implement administrative, technical and physical safeguards appropriate to the sensitivity of the information we hold, including HTTPS transport encryption for the Site, access controls on infrastructure, least-privilege administration and secure handling of form submissions through server-side processing. No method of transmission or storage is completely secure; we cannot guarantee absolute security but we work continuously to reduce risk.

Employees and contractors with access to personal information are bound by confidentiality obligations and receive orientation on privacy expectations under PIPEDA and BC PIPA.

10. Individual rights

Subject to legal exceptions, you may request:

  • Access to personal information we hold about you and information about how it has been used and disclosed;
  • Correction of inaccurate or incomplete personal information;
  • Withdrawal of consent where processing is consent-based, understanding that withdrawal may affect services;
  • Information about our policies and practices relating to foreign service providers.

Under BC PIPA, individuals may also have rights to challenge compliance and, where appropriate, lodge concerns with the Office of the Information and Privacy Commissioner for British Columbia. Under PIPEDA, you may file a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated and our response is unsatisfactory.

To exercise rights, email [email protected] with sufficient detail to identify you and your request. We may need to verify identity before responding.

11. Children's privacy

The Site and our services are directed to business and professional audiences, not children. We do not knowingly collect personal information from individuals under the age of 16. If you believe a minor has submitted information to us, contact us and we will take reasonable steps to delete it.

12. Automated decision-making

We do not use solely automated decision-making that produces legal or similarly significant effects concerning individuals based on contact form submissions. AI tools may assist our staff internally in organizing enquiries, but human staff review outbound communications.

13. Changes to this Policy

We may update this Privacy Policy to reflect changes in law, technology or business practices. The effective date at the top will change when revisions are material. We encourage periodic review. Continued use of the Site after posting constitutes notice of the updated Policy where permitted by law; for material changes affecting previously collected information, we will seek additional consent if required.

14. Contact and complaints

Questions, access requests or complaints about privacy should be directed to:

Privacy Officer — Cogni Circuit Labs Inc.
151 West Hastings Street, Suite 600, Vancouver, BC V6B 1H4, Canada
Email: [email protected]

If your concern remains unresolved, you may contact:

  • Office of the Information and Privacy Commissioner for British Columbia — oipc.bc.ca
  • Office of the Privacy Commissioner of Canada — priv.gc.ca