Last updated: 18 August 2026
Cognaire Pty Ltd (ABN 75 686 937 726) and COGNAIRE LIMITED (UK company number 16674230) are members of the Cognaire group. In this Privacy Policy, "Cognaire", "we", "us" or "our" refers to the relevant Cognaire entity that collects or processes personal information in connection with your interaction with us or our products and services.
Cognaire is committed to protecting privacy and handling personal information responsibly.
This Privacy Policy explains how we collect, use, store, process and disclose personal information when you visit our website, communicate with us, or access or use Cognaire products and services, including Cognaire Respond (the "Services").
Where Cognaire processes personal information on behalf of a business customer, the applicable customer agreement and any Data Processing Agreement ("DPA") may contain additional or more specific obligations relating to that processing. Those contractual arrangements apply alongside this Privacy Policy, subject to applicable law.
Cognaire provides AI-powered software-as-a-service and related technology services to business customers.
The Cognaire group currently includes:
The Cognaire entity responsible for a particular business relationship may be identified in the applicable customer agreement, order form or other contractual documentation.
We handle personal information in accordance with privacy and data protection laws that apply to the relevant processing. Depending on the circumstances, these may include the Privacy Act 1988 (Cth) and the Australian Privacy Principles to the extent applicable, the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (UK), and other applicable privacy and data protection laws.
For personal information collected directly by Cognaire for our own business purposes, such as website enquiries, account administration, sales, billing or support, the relevant Cognaire entity generally determines the purposes of processing. Where we process Customer Data on behalf of a customer, the customer generally determines the purposes of that processing and Cognaire acts as a processor, service provider or equivalent role under applicable law.
The personal information we collect depends on how you interact with us and may include:
Where a customer connects the Services to another business system, data source or third-party service, Cognaire may receive personal information from that system on the customer's instructions. Depending on the customer's use case, this may include candidate, employee, client, supplier, contact, questionnaire, document or other business records.
The Services are not designed to require sensitive or special-category personal information unless it is necessary for an authorised customer use case. Customer Data may nevertheless contain such information where it is supplied by a customer, contained in source records, or otherwise processed on the customer's instructions.
Where we process sensitive or special-category information, we do so in accordance with applicable law and the relevant customer agreement.
We may collect personal information:
We may use personal information to:
Where Cognaire processes Customer Data on behalf of a customer, the purposes and permitted uses of that data are additionally governed by the applicable customer agreement and DPA.
Where the UK GDPR applies and Cognaire acts as a controller, our legal basis for processing personal information will depend on the circumstances and may include:
Where Cognaire acts as a processor on behalf of a customer, the customer is generally responsible for determining the lawful basis for the underlying processing of Customer Data.
Where Cognaire processes personal information on behalf of a customer as part of providing the Services ("Customer Data"), Cognaire generally acts as a processor, service provider or equivalent role under applicable data protection law.
Customer Data may be processed to:
AI processing may be performed using managed cloud and model-provider environments selected and configured by Cognaire. Contractual rights and restrictions relating to the processing and use of Customer Data are governed by the applicable customer agreement and DPA, subject to applicable law.
Customer Data is not disclosed to other Cognaire customers except where expressly authorised by the relevant customer or otherwise permitted by law.
The Services may use artificial intelligence and automated processing to analyse information, generate content, identify or rank relevant information, make recommendations, or assist with the execution of multi-step workflows.
Depending on the customer's use case, this may include analysis relating to business documents, questionnaires, recruitment information, candidate information or other business processes.
Cognaire provides technology that customers configure and use within their own business processes. Customers are responsible for determining how outputs, recommendations, rankings or workflow results are used and for applying appropriate human review where required by law, contract, policy or the nature of the decision.
AI-generated or automated outputs may contain errors, inaccuracies or omissions.
Where applicable law imposes specific transparency, human-review or other requirements in relation to profiling or automated decision-making, Cognaire and the relevant customer are responsible for complying with their respective obligations.
We may disclose personal information to:
We do not sell personal information.
Cognaire provides cloud-based Services and uses infrastructure and subprocessors in multiple jurisdictions.
Depending on the customer environment, configuration and services used, Customer Data and other personal information may be hosted or processed in:
ap-southeast-2);us-east-1);AI inference and related processing may use regional, cross-region or global service endpoints. As a result, information may be processed in one or more approved locations, including multiple regions within the United States, depending on the service, model, customer environment and contractual arrangements.
Where a customer has agreed data-location or data-residency requirements with Cognaire, those requirements are governed by the applicable customer agreement, DPA or order form.
Where an international transfer is subject to specific legal requirements, we take steps designed to ensure an appropriate level of protection. These may include contractual protections, recognised transfer mechanisms, security measures, transfer assessments and other safeguards required by applicable law.
We implement reasonable administrative, technical and organisational measures designed to protect personal information against unauthorised access, misuse, interference, loss, and unauthorised modification or disclosure.
Measures are selected having regard to the nature of the information, the Services and the risks associated with the processing.
While no system is completely secure, we regularly review and improve our security practices.
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected or processed, or as otherwise required or permitted by law.
Customer Data processed on behalf of customers is retained and deleted in accordance with the applicable customer agreement, DPA and customer configuration.
Limited copies may remain in backups or records retained for legal, security, fraud-prevention, audit or operational-continuity purposes, subject to applicable retention requirements and access controls.
Depending on the laws that apply to you, you may have rights in relation to your personal information. These may include rights to:
To exercise a right in relation to personal information for which Cognaire is responsible, contact us using the details below. We may need to verify your identity before responding.
Where Cognaire processes Customer Data solely on behalf of a customer, requests concerning that Customer Data should generally be directed to the relevant customer. We will provide reasonable assistance to the customer where required by applicable law or contract.
Our website and Services may use cookies and similar technologies to operate the site and Services, remember preferences, maintain security, analyse usage and improve user experience.
Where required by applicable law, we will request consent before using non-essential cookies or similar technologies.
You can also control cookies through your browser settings and, where available, through cookie-management controls we provide.
If you have a question, concern or complaint about how we handle personal information, please contact us using the details below.
We will assess the matter, may request additional information where reasonably necessary, and will seek to respond within a reasonable period.
Where applicable, you may also have the right to complain to a privacy or data protection regulator, including:
We may update this Privacy Policy from time to time to reflect changes to our Services, business practices, legal obligations or technology.
The current version will be available on our website and identified by the "Last updated" date.
For privacy enquiries, requests or complaints, contact:
Privacy Officer
Cognaire
Email: contact@cognaire.com
If your organisation has entered into a customer agreement with a specific Cognaire entity, you may also use the legal, privacy or notice contact details stated in that agreement.
See also our Terms of Service.