Privacy Policy

1. Introduction

cognifovex is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, process, and safeguard your information when you interact with our AI integration consulting services, visit our website, or communicate with us.

We comply with Malaysia's Personal Data Protection Act 2010 (PDPA) and follow international best practices for data protection. If you have questions about how we handle your data, please contact us at [email protected].

2. Information We Collect

2.1 Information You Provide

We collect personal data you voluntarily provide when you enquire about our services, engage us for consulting projects, or communicate with us. This includes name, email address, phone number, job title, organisation name, and any information you choose to include in messages or during consultations.

2.2 Information Collected Automatically

When you visit our website, we automatically collect technical information such as IP address, browser type, device information, pages visited, time spent on pages, and referral sources. We use cookies and similar technologies to collect this data for website functionality and analytics purposes. Please see our Cookie Policy for detailed information.

2.3 Client Engagement Data

For consulting engagements, we may collect project-specific information as necessary to deliver our services, including organisational data, business metrics, and feedback. All client data is handled under separate consulting agreements with strict confidentiality provisions.

3. How We Use Your Information

We process personal data for the following purposes:

• Service Delivery: Responding to enquiries, providing consulting services, and fulfilling contractual obligations
• Communication: Sending project updates, service information, and responding to your requests
• Business Operations: Managing client relationships, processing payments, and maintaining records
• Website Improvement: Analysing website usage to enhance user experience and functionality
• Compliance: Meeting legal obligations and protecting our legitimate business interests

We may occasionally send relevant updates about our services if you've expressed interest, but you can opt out of these communications at any time.

4. Legal Basis for Processing

We process your personal data based on:

• Consent: When you provide information voluntarily through forms or communications
• Contract: When processing is necessary to deliver consulting services you've engaged
• Legitimate Interest: For business operations, improving our services, and preventing fraud
• Legal Obligation: When required by Malaysian law or regulations

5. Data Sharing and Disclosure

We do not sell, rent, or trade your personal data. We may share information with:

• Service Providers: Third parties who assist with website hosting, email services, analytics, and payment processing under contractual obligations to protect your data
• Professional Advisors: Legal, accounting, or consulting professionals when necessary for business operations
• Legal Requirements: When disclosure is required by law, court order, or to protect our legal rights

All third parties processing your data on our behalf are required to maintain appropriate security measures and use data only for specified purposes.

6. Data Security

We implement technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using industry-standard protocols
• Secure storage with access controls limiting who can view personal information
• Regular security assessments and updates to our systems
• Staff training on data protection requirements and best practices
• Confidentiality agreements with employees and contractors handling personal data

While we take appropriate precautions, no internet transmission is completely secure. We encourage you to protect your account credentials and contact us immediately if you suspect unauthorised access.

7. Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy or as required by law. Specific retention periods include:

• Enquiry Information: Deleted within 24 months if no engagement proceeds
• Client Records: Retained for 7 years following engagement completion for legal and professional obligations
• Website Analytics: Aggregated and anonymised after 26 months
• Marketing Communications: Until you unsubscribe or request deletion

After retention periods expire, we securely delete or anonymise personal data.

8. Your Rights

Under Malaysian data protection law, you have the following rights regarding your personal data:

• Access: Request information about what personal data we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Withdrawal of Consent: Withdraw consent for processing where applicable
• Objection: Object to processing based on legitimate interests
• Restriction: Request limitation of how we use your data in certain circumstances
• Complaint: Lodge complaints with the Personal Data Protection Commissioner if you believe your rights have been violated

To exercise these rights, contact us at [email protected]. We will respond within 21 days of receiving your request.

9. Cookies and Tracking

We use cookies and similar technologies to enhance website functionality and analyse usage patterns. For detailed information about the cookies we use, how to manage your preferences, and your choices, please see our Cookie Policy.

10. International Data Transfers

Your personal data is primarily processed within Malaysia. When we use service providers located outside Malaysia, we ensure appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions, to protect your information according to Malaysian data protection standards.

11. Children's Privacy

Our services are directed to businesses and educational institutions, not to individuals under 18 years of age. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected information from someone under 18, please contact us immediately so we can delete it.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The "Last Updated" date at the top indicates when the policy was last revised. We will notify you of significant changes via email or prominent notice on our website. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact: