LEGAL
Privacy Policy
CORMAQUEST (PTY) LTD trading as Kogni AI ("Kogni AI", "we", "us" or "our") provides AI-powered receptionist, communications, booking and business automation services. This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you use Kogni AI, our website, or integrations that you choose to connect.
1. Information we collect
Depending on the services used, we may process names, telephone numbers, email addresses, company details, call details, call recordings and/or transcripts where enabled, appointment and booking information, WhatsApp or other message content, AI conversation history, enquiries, support communications, and technical information reasonably required to operate and secure the service.
2. How we use information
We use information to provide and operate Kogni AI; answer and route communications; capture and respond to enquiries; provide AI-assisted conversations; arrange and manage appointments and bookings; send relevant communications; integrate with customer-selected systems; maintain security; troubleshoot; provide support; comply with law; and improve the reliability and functionality of our services.
3. Google services and Google user data
Kogni AI allows customers to connect Google services only when they choose to enable those integrations. Depending on the features enabled and permissions granted, Kogni AI may access Google Calendar, Gmail and Google Contacts data.
Google Calendar
We may read calendar events and free/busy information and create, modify or cancel appointments so that Kogni AI can check availability and manage bookings on the user's behalf.
Gmail
Where enabled, Kogni AI may read and search emails to identify and handle relevant customer enquiries, booking requests and information needed to provide the requested service. Kogni AI may also send emails and replies, including appointment, booking and customer communications, on the user's behalf.
Google Contacts
Where enabled, Kogni AI may access relevant contact information to identify or communicate with contacts and support customer-enabled receptionist, communication and appointment workflows.
Use, storage and sharing of Google data
Google user data is used only to provide or improve the user-facing features that the user has requested and enabled. Access is limited to the permissions required for those features. We do not sell Google user data, use Google user data for advertising, or use Google Workspace API data to train or improve general-purpose or non-personalized AI/ML models.
We may transmit Google user data to service providers acting on our behalf only where necessary to provide, secure or support the requested Kogni AI functionality, subject to appropriate confidentiality, security and data-protection obligations. We do not allow humans to read Google user data except where the user has given affirmative permission for specific data, where necessary for security or abuse investigation, to comply with applicable law, or where the data has been aggregated and anonymised for internal operations.
Google API Limited Use Disclosure: Kogni AI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
4. Microsoft 365 and Microsoft user data
Kogni AI allows customers to connect Microsoft services only when they choose to enable those integrations. Depending on the features enabled and permissions granted, Kogni AI may access Microsoft 365 services through Microsoft Graph, including Outlook Mail, Outlook Calendar and Microsoft Contacts.
Outlook Mail
Where enabled, Kogni AI may read and search email to identify and handle relevant customer enquiries, booking requests and information needed to provide the requested service. Kogni AI may also send emails and replies, including appointment, booking and customer communications, on the user's behalf.
Outlook Calendar
We may read calendar events and availability information and create, modify or cancel appointments so that Kogni AI can check availability and manage bookings on the user's behalf.
Microsoft Contacts
Where enabled, Kogni AI may access relevant contact information to identify or communicate with contacts and support customer-enabled receptionist, communication and appointment workflows.
Use, storage and sharing of Microsoft data
Microsoft user data is accessed and used only to provide the customer-authorised Kogni AI functionality for which access was granted. We request permissions appropriate to the enabled functionality and do not sell Microsoft user data or use it for advertising. We may transmit Microsoft user data to service providers acting on our behalf only where reasonably necessary to provide, secure or support the requested functionality, subject to appropriate confidentiality, security and data-protection obligations.
Users or administrators may withdraw consent or remove Kogni AI's access through their Microsoft account or Microsoft Entra application controls. Removing access may cause features that rely on the Microsoft integration to stop working.
5. Third-party service providers
To deliver the service, Kogni AI may use third-party providers and infrastructure, which can include Google services, Retell AI, WhatsApp-related services and WAHA, n8n, Cal.com, telecommunications providers, and hosting/infrastructure providers. The providers used may vary according to the customer's configuration. We disclose information to these providers only as reasonably necessary to deliver, integrate, secure or support the service.
6. Legal basis and South African privacy law
We process personal information in accordance with applicable South African law, including the Protection of Personal Information Act, 2013 (POPIA), where applicable. Processing may be based on consent, performance of a contract, legal obligations, or legitimate interests consistent with applicable law.
7. Data retention
We retain personal information only for as long as reasonably necessary for the purposes described in this policy, contractual and operational requirements, security, dispute resolution, and legal or regulatory obligations. Retention periods may differ depending on the type of information and customer configuration. Information is deleted or anonymised when it is no longer reasonably required, subject to applicable legal requirements.
8. Security
We use reasonable technical and organisational safeguards designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. No electronic service can guarantee absolute security.
9. Your choices, access and deletion
You may contact us to request access to, correction of, or deletion of personal information, subject to applicable law and legitimate retention requirements. Customers can also disconnect Google integrations and revoke Kogni AI's Google Account access through their Google Account permissions. To request deletion of personal information or Google-derived data held by Kogni AI, email info@kogniai.com.
10. International processing
Some service providers may process information outside South Africa. Where applicable, we take reasonable steps to ensure that cross-border processing is handled with appropriate protections consistent with applicable law.
11. Children's privacy
Kogni AI's commercial services are intended for businesses and are not directed to children. We do not knowingly solicit children to create Kogni AI business accounts.
12. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes to our services, integrations, legal requirements or data practices. The effective date above will be updated when material changes are published.
13. Contact us
Privacy questions, requests or complaints can be sent to info@kogniai.com.
CORMAQUEST (PTY) LTD trading as Kogni AI
South Africa