PRIVACY POLICY
Last updated: June 24 2026
PRIVACY POLICY
Last updated: [June 24 2026]
1. Who we are
[Cognitive Desk] we provides website design and AI chatbot services for businesses.
For the purposes of data-protection law, the data controller is:
Business name: [CognitveDesk]
Email: [jack@cognitivedesk.net]
Website: [www.cognitvedesk.net]
If you have any questions about this Privacy Policy or how we use personal data, please contact us using the details above.
2. Information we collect
We may collect the following personal information when you use our website, contact us, book a call, or interact with our AI chatbot:
- Name
- Email address
- Phone number
- Business name
- Information you provide in a contact form, booking form, or chatbot conversation
- Website usage data, such as IP address, browser type, pages visited, and device information, where analytics or cookies are used
- Any other information you choose to provide to us
Please do not provide sensitive personal data through our website or chatbot, including health information, financial information, passwords, government identification numbers, or other confidential information.
3. How we use your information
We use your information to:
- Respond to enquiries and requests for information
- Arrange calls, consultations, or demonstrations
- Provide website design, chatbot, and related services
- Create proposals, invoices, and client records
- Improve our website, chatbot, and services
- Maintain security and prevent misuse of our website
- Meet legal, accounting, and tax obligations
- Send marketing communications where you have consented or where otherwise permitted by law
4. Our legal bases for processing
We process personal information where it is necessary:
- To take steps at your request before entering into a contract or to perform a contract with you
- For our legitimate interests, including responding to business enquiries, operating and improving our services, and protecting our business
- To comply with a legal obligation
- With your consent, where consent is required, such as for certain marketing communications or non-essential cookies
Where we rely on consent, you may withdraw it at any time by contacting us.
5. AI chatbot
Our website may use an AI-powered chatbot to answer general questions and collect enquiry details.
The chatbot is designed to assist with general information and business enquiries. It is not a substitute for professional advice. Information provided by the chatbot may not always be complete or accurate.
Please do not provide sensitive personal information through the chatbot.
Chatbot conversations and lead details may be processed using [CHATBOT PROVIDER NAME] and may be shared with us so that we can respond to your enquiry and improve the chatbot.
6. How we share information
We may share personal information with trusted service providers that help us operate our business, including:
We only share information where necessary to provide our services, operate our website, comply with the law, or protect our legal rights.
We do not sell personal information.
7. International transfers
Some of our service providers may process personal data outside the European Economic Area. Where this happens, we will take appropriate steps to ensure that personal data is protected in accordance with applicable data-protection law.
8. Data retention
We keep enquiry information only for as long as necessary.
- General enquiries: up to [6 / 12] months after our last contact, unless a longer period is necessary
- Client, invoice, and accounting records: retained for the period required by applicable law
- Chatbot conversations: retained for [TIME PERIOD], unless deleted sooner where appropriate
We may retain data longer where necessary to establish, exercise, or defend legal claims.
9. Your rights
Subject to applicable law, you have the right to:
- Request access to your personal information
- Request correction of inaccurate information
- Request deletion of your information
- Request restriction of processing
- Object to processing based on legitimate interests
- Request transfer of your information to another provider
- Withdraw consent where we rely on consent
- Complain to the Data Protection Commission
To exercise any of these rights, contact us at [YOUR EMAIL].
You can contact the Irish Data Protection Commission at:
https://www.dataprotection.ie/
10. Cookies
Our website may use cookies and similar technologies.
Strictly necessary cookies may be used to make the website work. Where we use non-essential cookies, such as analytics or marketing cookies, we will ask for your consent before placing them on your device.
You can manage your cookie preferences through our cookie banner or [COOKIE SETTINGS LINK, IF AVAILABLE].
11. Security
We take reasonable technical and organisational measures to protect personal information. However, no website, transmission, or storage system can be guaranteed to be completely secure.
12. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will always be posted on this page, with the “Last updated” date shown at the top.
We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
2. How We Use Your Information
We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.
- To facilitate account creation and authentication and otherwise manage user accounts.
- To deliver and facilitate delivery of services to the user.
- To respond to user inquiries/offer support to users.
- To send administrative information to you.
3. Sharing Your Information
We may share information in specific situations described in this section and/or with the following third parties:
- Vendors, Consultants, and Other Third-Party Service Providers.
- Business Transfers.
- Affiliates.
- Business Partners.
4. Data Retention
We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).
5. Your Privacy Rights
In some regions (like the EEA, UK, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information.
6. Updates To This Notice
We may update this privacy notice from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible.
7. Contact Us
If you have questions or comments about this notice, you may email us at jack@cognitivedesk.net.