Privacy Policy
CogniVector Inc. ("CogniVector," "we," "us" or "our") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose and safeguard information when you visit cognivector.pro, submit enquiries through our contact form, or engage our enterprise vector intelligence advisory services. This policy is designed to comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable British Columbia privacy requirements.
1. Who we are
CogniVector Inc. is a Vancouver-based advisory studio providing embedding strategy, retrieval-augmented generation (RAG) pipeline design, semantic search architecture and knowledge graph integration guidance. Our registered address is 675 West Hastings Street, Suite 1400, Vancouver, British Columbia V6B 1N2, Canada. Business Number: 830582746BC0001. Privacy enquiries may be directed to [email protected].
We are a B2B vector intelligence advisory service. We are not a generic AI chatbot vendor, consumer app marketplace, data brokerage or managed software operator. Personal information is collected solely to deliver and improve our advisory services.
2. Information we collect
We may collect the following categories of personal information:
- Contact information: name, email address, telephone number, company or organization name, and mailing address when you submit our contact form or engage our programmes.
- Project information: details about your vector intelligence needs, including document corpus descriptions, embedding model preferences, infrastructure constraints, compliance requirements and timeline information provided during consultations.
- Technical data: IP address, browser type, device information, pages visited and referral source collected through essential and optional analytics cookies (see our Cookie Policy).
- Communication records: copies of email correspondence, consultation notes and advisory deliverables shared during an engagement.
- Payment information: billing details processed through third-party payment providers when you purchase advisory programmes. We do not store full credit card numbers on our servers.
We do not knowingly collect personal information from individuals under 16 years of age. Our services are directed at business operators, product leaders and technical professionals.
3. How we collect information
Personal information is collected through:
- Contact form submissions on cognivector.pro (processed via send.php with your explicit PIPEDA consent checkbox)
- Direct email correspondence to [email protected] or other company addresses
- Telephone conversations during scheduled consultations
- In-person meetings at our Hastings Street studio or client facilities
- Automated technologies including cookies and server logs when you browse our website
We collect only information that is reasonable and necessary for the identified purposes described in this policy. You may choose not to provide certain information, but this may limit our ability to deliver advisory services.
4. Purposes for collection and use
We use personal information for the following purposes:
- Responding to enquiries about vector audits, embedding strategy programmes and RAG architecture services
- Delivering contracted advisory services including benchmark reports, architecture diagrams and evaluation harnesses
- Scheduling consultations, workshops and post-engagement reviews
- Processing payments and maintaining financial records as required by Canadian tax law
- Improving our website content and understanding how visitors use cognivector.pro (with consent for analytics cookies)
- Complying with legal obligations, responding to lawful requests and protecting our rights
- Sending service-related communications about active engagements (not unsolicited marketing without consent)
We will not use your personal information for purposes materially different from those described without obtaining additional consent, except where permitted by law.
5. Legal basis and consent
Under PIPEDA, we rely on your knowledge and consent for the collection, use and disclosure of personal information, except where the law permits otherwise. When you submit our contact form, you must actively check the consent checkbox confirming agreement with this Privacy Policy. Consent is not pre-selected. You may withdraw consent at any time by contacting [email protected], subject to legal or contractual restrictions on our ability to process the withdrawal.
6. Disclosure to third parties
We do not sell, rent or trade your personal information. We may share information with:
- Service providers: email hosting, website hosting on Canadian infrastructure, payment processors and document collaboration tools that assist in delivering our services, bound by confidentiality obligations.
- Integration partners: vector database vendors, embedding API providers or ML platform specialists when coordination is required for your project and you have authorised the disclosure.
- Legal authorities: when required by court order, subpoena or applicable law.
- Professional advisors: lawyers, accountants or insurers when necessary for legitimate business purposes.
Third-party service providers may process data outside Canada in limited circumstances. When this occurs, we take reasonable steps to ensure comparable protection through contractual safeguards.
7. Data retention
We retain personal information only as long as necessary to fulfil the purposes for which it was collected, including:
- Active advisory engagements: duration of the project plus two years for reference
- Contact form enquiries not resulting in engagement: twelve months
- Financial and tax records: seven years as required by Canadian law
- Cookie consent preferences: six months (see Cookie Policy)
- Website server logs: ninety days unless required for security investigation
When retention periods expire, personal information is securely deleted or anonymised.
8. Security measures
We implement reasonable administrative, technical and physical safeguards to protect personal information against unauthorised access, disclosure, alteration and destruction. Measures include encrypted connections (HTTPS), access controls limiting employee access to client data, secure storage on Canadian infrastructure and regular review of our security practices. No method of transmission over the internet is completely secure; we cannot guarantee absolute security.
9. Your rights under PIPEDA
You have the right to:
- Access: request details about personal information we hold about you
- Correction: request correction of inaccurate or incomplete information
- Withdrawal of consent: withdraw consent for certain uses, subject to legal limitations
- Deletion: request deletion where we have no lawful basis to retain the information
- Challenge compliance: challenge our compliance with PIPEDA principles
To exercise these rights, email [email protected] with sufficient detail to identify your records. We will respond within thirty days unless an extension is permitted. If you are unsatisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
10. International visitors
While cognivector.pro is directed primarily at Canadian enterprises, visitors from other jurisdictions may access our site. By submitting information, you consent to processing in Canada under this policy. If you are located in a jurisdiction with different privacy laws, you acknowledge that your information will be handled according to Canadian standards.
11. Links to other websites
Our website may contain links to vector database documentation, embedding model resources or industry references. We are not responsible for the privacy practices of third-party websites. We encourage you to review their privacy policies before providing personal information.
12. Changes to this policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. The "Last updated" date at the top indicates the most recent revision. Material changes will be posted on this page. Continued use of cognivector.pro after changes constitutes acceptance of the updated policy.
13. Contact us
For privacy questions, access requests or complaints:
CogniVector Inc.
Privacy Officer
675 West Hastings Street, Suite 1400
Vancouver, BC V6B 1N2, Canada
Email: [email protected]
Phone: +1 (604) 555-6518
Supplementary privacy practices
When you participate in embedding benchmark workshops, we may temporarily process sample document excerpts you provide under a data processing agreement. Sample corpora are deleted within thirty days of engagement completion unless you request extended retention for follow-on phases. We do not use client document samples to train proprietary models or share them with embedding vendors without explicit written authorization.
Third-party analytics vendors, if enabled through cookie consent, receive pseudonymized page-view events only. Employees with access to personal information receive annual privacy training and sign confidentiality agreements as a condition of employment with CogniVector Inc.
Data breach notification procedures follow PIPEDA requirements: affected individuals and the Privacy Commissioner of Canada will be notified when required by law. Incident response playbooks are tested annually and access logs for project folders containing architecture diagrams and corpus metadata are retained for security audits.
De-identified benchmarking datasets may be published showing aggregate recall@k ranges across embedding model families without identifying individual clients, corpora or query sets. Vendor management reviews occur annually for subprocessors handling email delivery, hosting and analytics to confirm contractual privacy obligations remain current with PIPEDA guidance.
Physical records created during on-site architecture reviews are scanned and stored in access-controlled digital archives; paper copies are shredded after digitization unless clients request otherwise in writing.
Automated decision-making profiles are not created from contact form submissions or consultation notes. We do not use personal information for automated eligibility scoring, credit assessment or behavioural advertising. Any future change to these practices would require updated consent and a revised Privacy Policy posted on cognivector.pro.