Privacy policy

1. Data controller

The controller of the data collected through this site is Cogniplex SL (Tax ID / CIF B93768182), with registered office at C/ Rosselló 198, 3ª 2ª, 08008 Barcelona (Spain). You can contact us at hola@cogniplex.es.

2. What data we process and for what purpose

We process the data you voluntarily provide through the contact or assessment request form (name, role, email, company and the message you send us), for the purpose of handling your request and, where applicable, maintaining the business relationship. If you use the support chat, we also process the content of the conversation and any contact details you choose to share in it (name and email), for the sole purpose of assisting you.

3. The support chat

The chat is only activated with your consent (see the Cookie policy) and is initially handled by an automated assistant, identified as such in the conversation itself; you can ask to talk to a person at any time. Conversations are stored in our own messaging system (self-hosted Chatwoot) on a server contracted from Hetzner Online GmbH and located in Helsinki (Finland, EU), and are kept for a maximum of 12 months, unless you request their erasure earlier or they are needed for an ongoing relationship.

To generate automated replies, the content of the conversation is sent to Anthropic PBC (USA), the provider of the language model, acting as a data processor under its Data Processing Addendum, with Standard Contractual Clauses safeguarding the international transfer; under its commercial terms, Anthropic does not use these conversations to train its models. We only send the model the conversation content and the page and language you are writing from; we do not send it identifying data you have not typed into the chat yourself.

4. Session booking

If we send you a private link to book a 30-minute initial session, when you book it we process your name, your email, optionally your company and whatever you tell us you would like to discuss, together with the date and time you choose and your time zone, in order to arrange and manage that session (confirmation, reminders, cancellation and rescheduling).

All of this information is hosted on our own systems — the appointment engine and the calendar — on the same Hetzner server in Helsinki (Finland, EU). The video call takes place in a Jitsi Meet room generated when you book; we do not record sessions. The booking link is personal, single-use and expires; without it, availability cannot be viewed and no booking can be made. If the link is offered to you by the chat assistant, the booking is also linked to that conversation so that we can follow up on it.

Past appointments and their associated data are deleted automatically after 12 months. You can cancel your session at any time from the link in your confirmation email.

5. Legal basis

The legal basis is your consent (when submitting the form or enabling the chat) and the legitimate interest of Cogniplex in responding to your request.

6. Retention

We keep form data for as long as necessary to handle your request and, where applicable, for the duration of the business relationship. Chat conversations and past appointments are kept for a maximum of 12 months. In all cases you can request earlier erasure.

7. Recipients and data processors

Form submissions are sent directly to our corporate email. We do not share your data with third parties except where legally required. To provide the service we rely on the following data processors:

• Hetzner Online GmbH (Germany): hosting of the chat messaging system, in its Helsinki data centre (Finland, EU).
• Anthropic PBC (USA): provider of the automated assistant's language model, under a Data Processing Addendum with Standard Contractual Clauses.
• Zoho Corporation — ZeptoMail (data in the EU): transactional email delivery, such as session confirmations and reminders, or chat notifications when no one is available.
• 8x8, Inc. — Jitsi Meet (public meet.jit.si server): video call room for booked sessions. Only the room's random identifier is shared; sessions are not recorded.

8. Your rights

You can exercise your rights of access, rectification, erasure, objection, restriction and portability by writing to hola@cogniplex.es. You can also lodge a complaint with the Spanish Data Protection Agency (AEPD).