At Cognidox, we are serious about protecting your privacy; here we outline our approach to collecting and processing personal data and how we keep it safe, including the following areas:
Cognidox is committed to protecting your privacy in accordance with our obligations under data protection legislation. From the 25th May 2018, the main data protection law will be the General Data Protection Regulation, replacing the Data Protection Act 1998.
This Policy recognises the new rights of individuals under GDPR and describes your choices regarding use, access and correction of your personal information. We have a written policy outlining how Cognidox will respond to data subject requests, which you are welcome to request a copy.
If you have any questions, comments, or concerns about data protection please contact us at firstname.lastname@example.org. If you are not satisfied with the response you receive from us for any reason then you may wish to contact the Information Commissioner’s Office via https://ico.org.uk/.
Cognidox uses the HubSpot platform to underpin some of our inbound marketing and sales activity. HubSpot’s marketing automation platform allow us to build and manage our webpages effectively as an inbound marketing hub where visitors can learn more about our company and our services, download content, and provide their contact information and other demographic information, as and where appropriate. This information, which is stored and managed on the HubSpot service providers' servers (learn more about HubSpot data protection and security here), is then used by Cognidox so that the visitors can be contacted about their interest in our services and can interact with us as they choose.
You are free to explore the Cognidox website without providing any Personal Information about yourself. When you visit the website to download our content, subscribe to our blog, we request that you provide Personal Information about yourself and we collect Navigational Information.
This refers to any information that you voluntarily submit to us and that identifies you personally, including contact information, such as your name, e-mail address, company name, address, phone number, and other information about yourself or your business. Personal Information can also include information about any transactions, both free and paid, that you enter into on our website, and information about you that is available on the Internet, such as from Facebook, LinkedIn, Twitter and Google, or publicly available information that we acquire from service providers.
This refers to information about your computer and your visits to this website such as your IP address, geographical location, browser type, referral source, length of visit and pages viewed. Please see the "Navigational Information" section below.
Our website is not aimed at addressing anyone under the age of 13. As such, we do not knowingly collect personally identifiable information from children under 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Information, please contact us. If we become aware that we have collected Personal Information from a child under age 13 without verification of parental consent, we take steps to remove that information from our servers.
We will never sell your Personal Information to any third party.
We use Navigational Information to operate and improve your experience of our website. We may also use Navigational Information alone or in combination with Personal Information to provide you with personalised information about Cognidox.
We post client testimonials and comments on our website, which may contain Personal Information. We obtain each client's consent via email prior to posting the client's name and testimonial.
We use marketing platforms and partner services that are scrupulous about the safety of the data we store with them, using a variety of security technologies and procedures to help protect your Personal Information from unauthorised access, use or disclosure. They secure the Personal Information you provide on computer servers in a controlled, secure environment, protected from unauthorised access, use or disclosure. You can contact us at email@example.com to understand more about the security provisions of the platforms we use.
We retain Personal Information that you provide us as long as we consider it potentially useful in contacting you about our services, or as needed to comply with our legal obligations, resolve disputes and enforce our agreements, and then we securely delete the information.
We reserve the right to use or disclose your Personal Information if required by law or if we reasonably believe that use or disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or comply with a law, court order, or legal process.
We use "cookies" to help you personalise and enhance your online experience. A cookie is a text file that is placed on your hard disk by a Web server. Cookies are not used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you and can only be read by a Web server in the domain that issued the cookie to you. One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalise pages on our Websites, for instance completing a form, a cookie helps us to recall your specific information on subsequent visits. When you return to the same Website, the information you previously provided can be retrieved, so you can easily use the customised features.
You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the webpages you visit. We use the platform HubSpot to keep track of the pages you visit, in order to determine what portion of our site is the most popular or most used. This data can be used to deliver customised content and promotions within the Cognidox website to visitors whose behaviour indicates that they are interested in a particular subject area.
In addition, when you’re accessing our website, your device may provide us with information about the device you’re using, this could include the type of device or what operating system you’re using. Your device manufacturer or operating system provider will be able to provide you with more details about the information your device makes available to us.
Cognidox may gather information about your computer hardware and software that is automatically collected by the HubSpot marketing platform, and also by other website analysis software, such as Hotjar. This information can include: your IP address, browser type, domain names, internet service provider (ISP), the files viewed on our site (e.g., HTML pages, graphics, etc.), access times and referring website addresses. This information is used by Cognidox to maintain and improve quality of our website user experience, and for general statistics regarding use of our website.
We sometimes use Google Analytics to help us understand how visitors are using and engaging with our website. This again allows us to make improvements to our web services and your online experience. The Google Analytics tracking tool uses a number of cookies to collect information and report website usage statistics and does so without personally identifying individual visitors to Google or Cognidox.
You always have a choice as to whether and how you want to receive communications about our content and services. As inbound marketers, your permission or consent is central to how we engage with you, for example, you will need to specifically opt-in to receive blog notifications from us.
If you ever want to change your contact preferences, or opt out of communications, you can do this at any time by clicking the “update you email preferences” or “unsubscribe” link at the bottom of any email from us.
If you choose not to be contacted by us we will never send you marketing communications, but we may keep your details on a ‘suppression list’ to ensure you aren’t contacted.
You may also let us know via our general email firstname.lastname@example.org or at our address: Cognidox Limited, Eagle Labs, 28 Chesterton Road, Cambridge CB4 3AZ, United Kingdom.
In the majority of circumstances, we will collect and process your personal information via our website using the “legitimate interest” legal processing basis. For instance, this might relate to an occasion where we offer you more personalised content on our website based on navigational information we’ve collected about your previous interaction with the site. In addition, if you've downloaded one of our eBooks or guides, we are likely (as part of our lead nurturing activity) to send you further blog or content offers that we believe you may also find interesting or helpful.
As part of our marketing activities, we may also occasionally send outreach email campaigns to you as a prospect where we will notify recipients of helpful and educative content that we hope will resonate with their business interests and needs. In all cases, we hope that your interest in this type of tailored B2B content would be a reasonable expectation on our behalf (in keeping with legitimate interest guidance), and remember, you can choose to opt out of these type of emails at any time (as described in section 6 above).
Some engagement with our website visitors, subscribers and leads adheres to a permission-based, inbound philosophy, so we may also rely on “consent” when using personal data as a result of interaction here. An example of this would be when you consent to receive (affirmatively subscribe to) newsletters or blog notifications via our site. In line with GDPR, we recognise that this consent needs to be freely given and unambiguous so we will aim to use language on forms and consent options that are clear.
Under the General Data Protection Regulation you have the right to request a copy of the personal information we hold about you (right to access). You also have the right to request that we erase any personal information we hold, where we have no compelling reason to continue processing this data.
If you wish to request this information or wish to exercise your right to erasure, please contact email@example.com. Once we have received and verified your information request we will respond or action your request within one month. A fuller policy document describing this process in more detail is available on request.
Policy last updated: March 9th 2020