Legal
Privacy Policy
Last updated: May 14, 2026
Kognita is committed to protecting your privacy. This policy describes what data we collect, how we use it, and the choices you have.
Information we collect
Account information
When you create an account, we collect your name, email address, and any profile information you provide. Authentication is handled by Clerk — we store only the Clerk user ID and organisation metadata on our own servers.
Usage data
We collect data about how you interact with Kognita, including API call volumes, knowledge base sizes, search query counts, and feature usage. This data is used to improve the service and enforce plan limits.
Content you upload
Documents, text, and other content you ingest into Kognita are stored and processed to generate vector embeddings. This content is logically isolated to your organisation and is never used to train models or shared with other customers.
Billing information
Payment processing is handled by our payment processor. We do not store your full card number, CVV, or billing address on our servers. We retain a tokenised reference to your payment method and basic billing details for invoicing purposes.
How we use your information
To provide and improve the service
We use your data to operate Kognita, process your API requests, generate embeddings, run searches, and deliver the features described on our pricing page.
Communications
We may email you about important updates, security notices, and billing events. If you opt in, we will also send product announcements and tips. You can unsubscribe from non-essential emails at any time.
Analytics and product improvement
Aggregated, anonymised usage data helps us understand what is working and what needs improvement. We do not sell or share individual usage data with third parties.
Data sharing and disclosure
We do not sell your personal data. We share data only with: (1) sub-processors required to operate the service (cloud infrastructure, authentication, analytics, payment processing); (2) law enforcement or government bodies when legally required; (3) a successor entity in the event of a merger, acquisition, or asset sale, in which case you will be notified before data is transferred and a new privacy policy governs.
Data retention
We retain your account data for as long as your account is active. Uploaded content and embeddings are deleted within 30 days of account termination or upon explicit request. Aggregated analytics data may be retained for up to 24 months. You can request deletion of your data at any time by contacting [email protected].
Security
We use industry-standard security practices including TLS encryption in transit, encryption at rest, access control, and regular security reviews. No method of transmission over the internet is 100% secure — we cannot guarantee absolute security, but we are committed to protecting your data using commercially reasonable means.
Your rights
Depending on your location, you may have rights including: access to the personal data we hold about you; correction of inaccurate data; deletion of your data (the right to be forgotten); restriction or objection to processing; and data portability. To exercise any of these rights, email [email protected]. We will respond within 30 days.
International data transfers
Kognita is operated from the European Union. If you access the service from outside the EU, your data may be transferred to and processed in countries that have different data protection laws. We use standard contractual clauses and other approved safeguards where required.
Children's privacy
Kognita is not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.
Changes to this policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or a prominent notice in the dashboard. Continued use of the service after the effective date constitutes acceptance of the updated policy.
Contact
For privacy-related questions or to exercise your rights, contact our privacy team at [email protected]. For general inquiries, see our Contact page.