Privacy Policy

CognitionLab ("CognitionLab", "we", "us") respects your privacy and is committed to protecting the personal information you share with us. This policy explains what we collect, why we collect it, and the rights you have under the Personal Information Protection and Electronic Documents Act (PIPEDA), Quebec's Act respecting the protection of personal information in the private sector (commonly known as Law 25), and other applicable Canadian provincial privacy legislation. This policy is provided for general information and is not legal advice.

1. Accountability

CognitionLab is responsible for personal information under our control. We have designated a Privacy Officer accountable for our compliance with PIPEDA and Quebec privacy law. Contact details are provided in Section 10 below.

2. Identifying purposes

We identify the purposes for which personal information is collected at or before the time of collection. We collect personal information for the following purposes:

• To respond to your enquiries and prepare scoped proposals for AI research and prototyping services.
• To deliver, operate and improve our lab services and this website.
• To send relevant updates and marketing communications where you have given consent.
• To meet legal, accounting, security and regulatory obligations.
• To measure and improve website performance through privacy-respecting analytics.

3. Consent

We collect, use and disclose personal information with your knowledge and consent, except where permitted or required by law. Consent may be express or implied, depending on the sensitivity of the information and your reasonable expectations. You may withdraw consent at any time by contacting us, subject to legal and contractual restrictions. We will inform you of the likely consequences of withdrawal.

4. Limiting collection

We collect only personal information that is necessary for the purposes identified in this policy. Information we may collect includes:

• Contact details you provide through our enquiry form: full name, email address and phone number.
• Enquiry details: solution of interest, team size, budget range, preferred consultation date and any message you send us.
• Project data: where you engage us, datasets or materials you share for AI prototyping and validation, handled under a separate written agreement.
• Technical data: IP address, browser type, device information and pages visited.
• Cookies and similar technologies used to remember preferences and measure site traffic.

5. Limiting use, disclosure and retention

We use and disclose personal information only for the purposes for which it was collected, unless you consent otherwise or the use or disclosure is permitted or required by law. We do not sell personal information.

We share personal information only with service providers that help us operate — such as cloud hosting, compute infrastructure and analytics partners — under agreements requiring protection comparable to PIPEDA. Where data is processed outside Quebec or Canada, we take steps to ensure a comparable standard of protection.

We retain personal information only as long as necessary for the purposes described above or as required by law. Enquiry records are generally retained for up to 24 months unless an ongoing relationship requires longer, after which data is securely deleted or anonymised. Project data retention is governed by the relevant engagement agreement.

6. Accuracy

We take reasonable steps to ensure that personal information is as accurate, complete and up-to-date as necessary for the purposes for which it is used. You may request correction of inaccurate or incomplete information.

7. Safeguards

We protect personal information with security safeguards appropriate to the sensitivity of the information, including access controls, encryption in transit, secure storage and staff training. No method of transmission over the Internet is completely secure; we cannot guarantee absolute security.

8. Openness

We make information about our privacy policies and practices readily available. This policy is published on our website and may be updated from time to time. The "last updated" date above reflects the latest revision.

9. Individual access

Upon request, we will inform you of the existence, use and disclosure of your personal information and give you access to that information, subject to limited exceptions permitted by law. You have the right to:

• Access the personal information we hold about you.
• Correction of inaccurate, incomplete or outdated information.
• Withdrawal of consent to further collection, use or disclosure, subject to legal limits.
• Portability of certain personal information in a structured, commonly used technological format, where applicable under Quebec Law 25.
• De-indexation (right to cease disseminating personal information), where applicable under Quebec Law 25.

10. Challenging compliance

We have appointed a Privacy Officer to oversee compliance with this policy. To exercise your rights or ask questions, contact:

Privacy Officer
Email: [email protected]
Address: 1250 René-Lévesque Blvd W, Suite 2200, Montreal, QC H3B 4W8, Canada

We will respond to verifiable requests within 30 days, or inform you if an extension is required under applicable law.

11. Cookies and analytics

Our cookie banner lets you acknowledge our use of cookies. We use privacy-respecting analytics to understand how the site is used. You can control cookies through your browser settings; disabling them may affect some site features. For more information, see Section 4 above.

12. Data and model training

Data you provide for a specific engagement is used only to develop and evaluate AI prototypes and models for that engagement, under the terms of your written agreement. We do not reuse client data to train models for other clients without explicit, documented consent.

13. Automated decision-making

We do not use personal information to make decisions based exclusively on automated processing that produce legal or similarly significant effects on individuals, without providing meaningful information about the logic involved and the right to contest the decision, as required under Quebec Law 25.

14. Breach notification

In the event of a confidentiality incident presenting a risk of serious injury, we will notify affected individuals and the Commission d'accès à l'information du Québec (CAI) and/or the Office of the Privacy Commissioner of Canada, as required by applicable law.

15. Supervisory authorities

If you are not satisfied with our response, you may contact:

• The Office of the Privacy Commissioner of Canada at www.priv.gc.ca
• The Commission d'accès à l'information du Québec (CAI) at www.cai.gouv.qc.ca, if you are in Quebec

16. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or applicable law. Material changes will be posted on this page with an updated "last updated" date.