Privacy policy
Last updated: 14 May 2026
This Privacy Policy explains how COGNIBUILD LTD collects, uses, stores and protects personal data when you visit our website, create an account, use the CogniBuild platform, contact us, or interact with our services.
CogniBuild is a software platform for the built environment. It helps users upload project information, structure documentation workflows, generate draft deliverables, refine content, manage supporting documents, and export project documentation. We are committed to protecting your privacy and handling personal data responsibly, lawfully and transparently.
1. Who we are
2. What this policy covers
This Privacy Policy applies to personal data we collect when you:
visit our website;
create or use a CogniBuild account;
upload, edit, generate or export content through the platform;
use our AI-assisted features;
contact us by email, chat, form, phone or other channels;
book a demo;
subscribe to a paid plan;
interact with our sales, marketing or support communications;
apply for or discuss a partnership, supplier relationship or business relationship with us
This Privacy Policy does not apply to third-party websites, platforms or services that we do not control.
3. Personal data we collect
We may collect and process the following types of personal data.
3.1 Account and identity data
This may include:
name;
work email address;
company name;
job title;
phone number;
password or login credentials;
account settings;
workspace details;
user role and permissions.
3.2 Contact and communication data
This may include:
name;
messages you send to us;
support requests;
demo requests;
feedback;
survey responses;
emails and chat messages;
records of our communications with you.
3.3 Billing and subscription data
This may include:
subscription plan;
billing name;
billing address;
payment status;
invoice details;
VAT or tax information;
transaction history;
customer ID or billing reference.
We use third-party payment providers, such as Stripe, to process payments. We do not normally store full payment card details ourselves.
3.4 Platform usage data
This may include:
login activity;
pages, projects, stages, deliverables or features accessed;
uploaded document activity;
task runs and reruns;
AI generation usage;
export activity;
usage limits and allowance information;
device and browser information;
IP address;
logs and diagnostic data.
3.5 Project content and uploaded documents
When you use CogniBuild, you may upload or create project-related content. This may include:
project documents;
supporting documents;
reports;
briefs;
strategies;
registers;
specifications;
notes;
prompts;
instructions;
generated outputs;
edited deliverables;
comments;
version history.
These documents may contain personal data depending on what you or your organisation uploads. For example, they may include names, contact details, job roles, signatures, stakeholder details, meeting notes, comments or other project-related personal data.You are responsible for ensuring that you have the right to upload and process any personal data contained
within your project documents.
3.6 AI interaction data
When you use AI-assisted features, we may process:
prompts;
instructions;
selected tasks;
uploaded context;
project documents;
generated draft outputs;
edits;
reruns;
chat interactions;
system logs needed to operate, secure and support the service.
AI-generated outputs may be based on the documents, prompts and instructions you provide.within your project documents.
3.7 Website and analytics data
When you visit our website, we may collect:
IP address;
browser type;
device type;
pages visited;
referral source;
approximate location;
time spent on pages;
interactions with forms, buttons or content;
cookie and tracking preferences.
3.8 Marketing and sales data
This may include:
name;
work email address;
company name;
job title;
sector;
communication preferences;
whether you opened or responded to emails;
sales notes;
CRM records;
demo booking information;
campaign source.
4. How we collect personal data
We collect personal data in the following ways:
directly from you when you submit forms, create an account, upload content, contact us or use the platform;
from your organisation if they create an account or workspace for you;
automatically through website cookies, analytics tools, logs and platform usage data;
from payment, support, CRM, analytics, communication or hosting providers;
from publicly available sources, business directories, LinkedIn, company websites or lead data providers where used for lawful business-to-business sales activity.
5. How we use personal data
We use personal data to:
provide and operate the CogniBuild platform;
create and manage user accounts;
authenticate users and protect accounts;
process uploaded documents and project content;
generate, organise, edit and export deliverables;
provide AI-assisted platform features;
manage subscriptions, billing, VAT, invoices and payments;
monitor usage limits and account activity;
provide support and respond to enquiries;
book and manage demos;
send service messages and important account updates;
improve, secure and maintain the platform;
detect, investigate and prevent fraud, misuse, security incidents or unauthorised access;
analyse website and product usage;
Improve our website, product, onboarding and customer experience;
send relevant business-to-business marketing communications where permitted by law;
manage supplier, partnership or commercial relationships;
comply with legal, tax, accounting and regulatory obligations;
enforce our Terms of Use and other agreements.
6. Lawful bases for processing
Under UK data protection law, we must have a lawful basis for processing personal data. Depending on the context, we may rely on the following lawful bases.
6.1 Account and identity data
We process personal data where necessary to provide the CogniBuild platform, manage your account, deliver requested services, process subscriptions, provide support, and fulfil our agreement with you or your
organisation.
6.2 Contact and communication data
We may process personal data where necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.
This may include:
improving and securing the platform;
understanding how users interact with CogniBuild;
preventing misuse or fraud;
managing business-to-business sales and customer relationships;
sending relevant B2B marketing communications;
maintaining records of communications;
developing and improving our services.
6.3 Consent
We may rely on consent where required, for example for certain cookies, optional marketing preferences, or specific processing activities where consent is the appropriate lawful basis.
You can withdraw consent at any time.
6.4 Legal obligation
We may process personal data where necessary to comply with legal obligations, including tax, accounting, corporate, regulatory or data protection obligations.
7. AI processing and uploaded content
CogniBuild uses AI-assisted features to help generate, structure, review and refine project deliverables.
When you use these features, the platform may process the information you provide, including uploaded documents, task instructions, prompts and project content.
AI-generated outputs may be incomplete, inaccurate, unsuitable for your specific project, or require further professional review.
You are responsible for reviewing and approving outputs before relying on, issuing or submitting them.
Unless we clearly agree otherwise with you in writing, we do not use customer-uploaded project documents or confidential workspace content to
train public AI models.
We may process AI interaction data to provide the service, maintain security, troubleshoot issues, monitor usage, and improve the operation of CogniBuild.
8. No training on your data
Unless we clearly agree otherwise with you in writing, we do not use customer-uploaded project documents or confidential workspace content to train public AI models.
Where third-party AI infrastructure or model providers are used to help deliver the service, we apply appropriate contractual, technical and organisational measures designed to protect customer content.
9. Who we share personal data with
We may share personal data with trusted third parties where necessary to operate, secure and provide CogniBuild.
These may include:
cloud hosting and infrastructure providers;
AI infrastructure and model providers;
payment processors, such as Stripe;
analytics providers;
customer support and live chat providers, such as Intercom;
CRM and sales tools;
email and communication providers;
accounting, tax, legal and professional advisers;
security, monitoring and logging providers;
regulators, law enforcement, courts or public authorities where required by law;
potential buyers, investors or advisers in connection with a merger, acquisition, investment, restructuring or sale of business assets.
We only share personal data where we have a lawful basis and where appropriate safeguards are in place.
10. International transfers
Some of our service providers may process personal data outside the UK.
Where personal data is transferred internationally, we will take steps designed to ensure that appropriate safeguards are in place, such as adequacy regulations, approved contractual clauses, international data transfer agreements, transfer risk assessments, or other lawful transfer mechanisms.
11. How long we keep personal data
We keep personal data only for as long as necessary for the purposes described in this Privacy Policy.
Retention periods may depend on:
the type of data;
the reason we collected it;
the length of your account or subscription;
legal, tax, accounting or regulatory requirements;
whether the data is needed to resolve disputes, enforce agreements, maintain security or support legitimate business records.
Examples include:
account data is usually kept while your account remains active;
billing and invoice records may be kept for the period required by tax and accounting law;
support messages may be kept for a reasonable period to manage customer service and resolve issues;
platform logs may be kept for a limited period for security, diagnostics and fraud prevention;
uploaded customer content may be retained while your account is active and for a reasonable period after cancellation, unless deleted earlier in accordance with your plan, settings or agreement;
marketing contact data may be kept until you unsubscribe or ask us to stop contacting you, unless we need to retain a limited record to respect your opt-out.
If we cannot specify an exact retention period, we use the criteria above to decide how long to keep the data.
12. Security
We use reasonable technical and organisational measures to protect personal data.
These may include:
access controls;
authentication controls;
encryption in transit and at rest where appropriate;
secure cloud infrastructure;
logging and monitoring;
role-based permissions;
supplier due diligence;
internal access restrictions;
backup and recovery processes.
No online platform can be guaranteed to be completely secure. You are responsible for keeping your login details secure and ensuring that only authorised users access your account or workspace.
13. Your rights
Depending on the circumstances, you may have the right to:
access your personal data;
correct inaccurate or incomplete personal data;
request deletion of your personal data;
restrict how we use your personal data;
object to certain processing;
request data portability;
withdraw consent where processing is based on consent;
complain to the Information Commissioner’s Office.
To exercise your rights, contact us at: contact@cognibuild.com
We may need to verify your identity before responding to a request.
14. Marketing communications
We may send business-to-business marketing communications about CogniBuild where permitted by law.
You can opt out of marketing emails at any time by using the unsubscribe link in the email or contacting us at: contact@cognibuild.com
Even if you opt out of marketing, we may still send service-related messages, such as account, billing, security or platform updates.
15. Cookies and similar technologies
Our website may use cookies and similar technologies to:
make the website work;
remember preferences;
understand website usage;
improve performance;
support analytics;
support marketing and advertising activity where permitted.
Some cookies are essential. Others may require your consent.
You can manage cookies through your browser settings and, where available, through our cookie banner or consent management tool.
We may provide a separate Cookie Policy with more detail about the cookies we use.
16. Children
CogniBuild is not intended for children.
You must be at least 18 years old to create an account or use the platform.
We do not knowingly collect personal data from children.
17. Customer responsibilities
If you use CogniBuild on behalf of a company or organisation, you are responsible for ensuring that your use of the platform complies with applicable data protection laws.
This includes ensuring that:
you have the right to upload personal data to CogniBuild;
personal data in uploaded documents has been collected and shared lawfully;
appropriate privacy information has been provided to relevant individuals where required;
access to your workspace is limited to authorised users;
personal data is not uploaded unnecessarily;
sensitive or special category data is only uploaded where appropriate and lawful.
18. Special category data
CogniBuild is not designed for processing special category personal data unless this is necessary for your lawful use of the platform.
Special category data may include information about health, race, ethnicity, political opinions, religious beliefs, trade union membership, genetic data, biometric data used for identification, sex life or sexual orientation.
You should avoid uploading special category data unless you have a lawful basis and it is necessary for your project or business purpose.
19. Automated decision-making
CogniBuild may use AI to assist with generating, structuring or refining content.
However, CogniBuild is not intended to make legally significant decisions about individuals without human review.
You are responsible for reviewing and approving AI-generated outputs before using them.
20. Third-party links and services
Our website or platform may contain links to third-party websites or services.
We are not responsible for the privacy practices, content or security of third-party websites or services.
You should read the privacy policies of any third-party services you use.
21. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
If we make material changes, we will take reasonable steps to notify users, such as by email, in-platform notice, or a notice on our website.
The updated version will apply from the date stated at the top of the policy.
22. Contact us about privacy
If you have any questions, concerns or requests about this Privacy Policy or how we handle personal data, please contact us at:
contact@cognibuild.com
We will do our best to resolve any concerns directly.
You also have the right to complain to the UK data protection regulator, the Information Commissioner’s Office, if you are not satisfied with how we handle your personal data.
23. Contact us
If you have any questions about this Privacy Policy or how we handle personal data, please contact us at:
COGNIBUILD LTD
Email: contact@cognibuild.com
Address: 643 Knutsford Road, Warrington, England, WA4 1JQ