Privacy Policy

1. Introduction

CogniFlux Inc. ("CogniFlux," "we," "us" or "our") respects your privacy and is committed to protecting personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation in Alberta. This Privacy Policy explains how we collect, use, disclose, retain and safeguard personal information when you visit cogniflux.life, contact our Edmonton studio, enrol in programmes, engage our platform services or otherwise interact with our cognitive AI workflow platform.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our website or submit personal information through our contact forms.

2. Accountability

CogniFlux Inc. is responsible for personal information under our control. We have designated a privacy contact to oversee compliance with this policy and respond to privacy enquiries. You may contact our privacy office at [email protected] or write to us at 10240 104 Avenue NW, Suite 210, Edmonton, AB T5J 1B7, Canada. We train staff who handle personal information on our privacy obligations and review our practices periodically to ensure continued compliance with PIPEDA's ten fair information principles.

3. Identifying purposes

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

• Responding to enquiries submitted through our contact form, email or telephone
• Delivering cognitive AI workflow platform services, programmes and professional engagements
• Processing programme registrations, service agreements and billing where applicable
• Operating, maintaining and improving our website and platform infrastructure
• Communicating about service updates, programme schedules and platform announcements
• Complying with legal obligations, responding to lawful requests and protecting our rights
• Analysing website usage through cookies and similar technologies where consent is provided

We will identify the purposes for collection at or before the time personal information is collected. If we intend to use your information for a new purpose not previously identified, we will obtain your consent unless otherwise permitted by law.

4. Consent

We obtain your knowledge and consent before or when we collect, use or disclose personal information, except where inappropriate or permitted by law. Consent may be express — such as checking the PIPEDA consent box on our contact form — or implied where the purpose is obvious and you voluntarily provide information. You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may limit our ability to provide certain platform services or respond to your enquiries.

For contact form submissions, express consent is required via the consent checkbox, which is never pre-checked. For cookies and analytics technologies, we request consent through our cookie banner before placing non-essential cookies on your device.

5. Limiting collection

We limit collection of personal information to what is necessary for the identified purposes. Information we may collect includes:

• Contact information: name, email address, telephone number, organisation name and job title
• Enquiry details: message content, inquiry type and workflow requirements you describe
• Technical information: IP address, browser type, device information, pages visited and referral source
• Service data: information provided during programme participation or platform engagements under separate data processing agreements
• Payment information: billing details processed through secure third-party payment processors when applicable

We do not collect personal information indiscriminately or through deceptive means. Our contact form includes a honeypot field to deter automated spam submissions without affecting legitimate users.

6. Limiting use, disclosure and retention

We use and disclose personal information only for the purposes for which it was collected, unless you provide additional consent or disclosure is required or authorised by law. We may share personal information with:

• Service providers who assist with hosting, email delivery, analytics and payment processing under contractual confidentiality obligations
• Professional advisors such as lawyers and accountants when necessary for legitimate business purposes
• Law enforcement or regulatory authorities when required by applicable law or court order
• Successors in the event of a merger, acquisition or sale of assets, with continued protection of your information

We retain personal information only as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes and enforce agreements. Contact form submissions are typically retained for twenty-four months unless a business relationship continues. Website analytics data is retained according to the durations specified in our Cookie Policy.

7. Accuracy

We take reasonable steps to ensure personal information is accurate, complete and up to date for the purposes for which it is used. You may request correction of inaccurate or incomplete information by contacting [email protected]. We will amend records as appropriate and, where necessary, forward corrected information to third parties who received the original data.

8. Safeguards

We protect personal information with security safeguards appropriate to the sensitivity of the information. Measures include encryption in transit via HTTPS, access controls limiting employee access to personal data on a need-to-know basis, secure hosting on Canadian and North American infrastructure, regular security reviews of our website and platform systems, and contractual security requirements for third-party processors. No method of transmission or storage is completely secure; we cannot guarantee absolute security but we continuously work to maintain industry-standard protections for cognitive AI workflow platform operations.

9. Openness

We make information about our privacy policies and practices readily available on cogniflux.life. This Privacy Policy, our Cookie Policy and Terms of Use provide transparent information about how we handle personal information. Additional details about specific data processing during platform engagements are provided in service agreements and data processing addenda.

10. Individual access

Upon written request, we will inform you of the existence, use and disclosure of your personal information and provide access to that information, subject to limited exceptions permitted by law such as information protected by solicitor-client privilege or information about another individual. We will respond to access requests within thirty days or inform you if an extension is required. If we deny access, we will provide reasons and information about how to challenge the decision. Access requests may be sent to [email protected] with sufficient detail to locate your records.

11. Challenging compliance

You may challenge our compliance with this Privacy Policy by contacting our privacy office. We will investigate all complaints and concerns in good faith. If a complaint is justified, we will take appropriate steps to resolve the issue, which may include correcting our practices or providing additional information. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

12. Cross-border transfers

Personal information may be processed or stored in Canada and the United States depending on our hosting infrastructure and third-party service providers. When information is transferred outside Canada, it may be subject to the laws of the destination jurisdiction. We take steps to ensure comparable protection through contractual safeguards and provider selection criteria. Model API integrations configured during platform engagements may involve additional cross-border transfers depending on your selected AI tools — these flows are documented in engagement-specific governance frameworks.

13. Children's privacy

Our website and platform services are directed at business professionals and are not intended for individuals under the age of eighteen. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child without parental consent, we will take steps to delete that information promptly.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements or business operations. The "Last updated" date at the top of this page indicates when the policy was most recently revised. Material changes will be communicated through our website or direct notice where appropriate. Continued use of our website after changes constitutes acceptance of the updated policy.

15. Contact us

For privacy enquiries, access requests or complaints:

CogniFlux Inc. — Privacy Office
10240 104 Avenue NW, Suite 210
Edmonton, AB T5J 1B7, Canada
Email: [email protected]
Phone: +1 (639) 555-3841