Privacy Policy
Our Commitment to Your Privacy
Kognitive Marketing is committed to maintaining the accuracy, security and privacy of Personal Information which is provided to us by our customers, employees, contractors and other individuals and organizations with which we do business. This Privacy Policy sets out the principles and practices which we will use in protecting Personal Information that you provide to us through the KSS App (the "App") and other services operated by Kognitive Tech Inc. and Kognitive Sales Solutions ("we", "us", "our"). By using the App you agree to the practices described here.
Who This Applies To
The App is provided for use by employees, contractors, and authorized personnel of Kognitive Sales Solutions and its clients. It is not intended for use by the general public or by children under 13.
Types of Personal Information That We Collect
We may collect Personal Information from you or about you on our own behalf or on behalf of third party organizations who have engaged us to collect Personal Information on their behalf. We may collect this information either directly or through authorized intermediaries in person, over the telephone, in written documents, or through the App. The types of information that we collect include the following:
| Category | Examples | Why we collect it |
|---|---|---|
| Account & identity | Name, address, telephone number, e-mail address, language preference, employee ID, role | Authentication, account management, in-app directory, communication |
| Demographic & marketing | Age, education, occupation, marital and family status, preferences, interests, purchasing intentions, and experience with competitor products and services | Marketing programs, surveys, and analysis (where applicable) |
| Product & service | Information on products which you use, lease or own, or services which you use or subscribe to | To provide and improve the products and services offered to you |
| Financial & credit | Financial and credit information provided to us with your consent | Where required to fulfill a specific product or service request |
| Messages & content | Chat messages, group posts, shared files, images, audio, and video you send through the App | To provide the in-app messaging and collaboration features |
| Voice & video | Audio and video streams during calls | To provide live video/voice chat features |
| Location | Approximate or precise device location during shifts | Shift check-in/out and location-based scheduling, where enabled |
| Device & technical | Push notification token, device identifiers, app version, OS version, IP address, diagnostic logs | To deliver notifications, secure the service, and diagnose problems |
| Usage | Feature interactions, timestamps, performance data | To operate, maintain, and improve the App |
We do not collect personally identifiable information through our public website unless you knowingly provide it to us, for example, when you use our website to send us an e-mail message, complete a survey, participate in a promotion or request a brochure. Our website makes use of cookies to collect non-identifiable information such as the type of browser and operating system the visitor uses, the domain name of the website from which the visitor came, date and duration of the visit, number of visits, average time spent on our website, pages viewed and number of cookies accumulated.
Meaning of "Personal Information"
Personal Information in this policy means information about an identifiable individual as that term is defined in applicable Canadian federal, provincial or territorial privacy legislation in effect from time to time. Non-identifiable personal information, in other words, information about an individual where the personal identifiers have been removed, so that it is impossible to determine the identity of the person to whom the information relates, is not considered to be Personal Information.
Giving Consent
The collection and use of Personal Information normally requires the consent of the person giving the information. However, consent requirements vary depending upon the circumstances in which the information is collected and the purposes that it will be used for. In many instances written consent is not required and may be implied where it is reasonable to do so. Similarly, there may be situations where consent will be legally deemed to have been given. From time to time, we may collect or use your Personal Information for purposes not specified in this Privacy Policy, in which case we will obtain your written consent, if we are legally required to do so.
When you provide Personal Information to us, you agree that we may collect and use the information that you have provided in accordance with this Privacy Policy. You also represent, in the case of Personal Information of any other individual that is provided by you to us, that you have the authorization and consent of that individual to permit us to collect and use that individual's Personal Information in accordance with this Privacy Policy.
Where we collect Personal Information from you on behalf of a third party organization, we will identify the name of the organization to you, the purpose that the information is being collected for and information on how you can access the privacy policies of that organization. Please note that Personal Information which is collected by us on behalf of a third party organization will be communicated to that organization and will be subject to the personal privacy policies of the applicable organization.
Withdrawing Consent (Opting-Out)
If you do not want to be contacted for product, service or marketing purposes, or if you want to be removed from our direct marketing programs, telemarketing, direct mail or e-mail lists, please contact our Privacy Office as indicated below. Except as required or permitted by applicable laws, you have the right at any time to withdraw your consent to our collection and use of your Personal Information. We will take steps following receipt of your written request to amend our records to reflect your request.
Where your Personal Information is collected by us on behalf of a third party organization and you do not want to be contacted by that organization for product, service or marketing purposes, or if you want to be removed from their direct marketing programs, telemarketing, direct mail or e-mail lists, you should contact that organization's Privacy Office directly. Information on how to do this will normally be available from the organization, or in the organization's internet website.
Please note that in certain circumstances such as matters relating to law enforcement and public or personal health, safety, security or property, or for the purpose of collecting monies owed to us, applicable laws may require or allow us to collect, use or disclose your Personal Information without your consent. In such circumstances, we will only disclose your Personal Information to the extent that it is required.
How We Use Your Personal Information
Personal Information which is collected by us, or by third party organizations who have engaged us to collect Personal Information on their behalf, is used to:
- Identify and communicate with you.
- Authenticate you and provide the App's features (messaging, scheduling, calls, notifications).
- Send push notifications about messages and activity relevant to you.
- Provide you with marketing, product, service and incentive offers and information.
- Conduct market surveys, research and analysis.
- Maintain security, prevent abuse, and troubleshoot issues.
- Comply with safety, security, legal and regulatory requirements.
Disclosure of Your Personal Information
We only disclose your Personal Information to fulfill the purposes that it was collected for or to satisfy legal requirements. Examples of this include the following:
- We may disclose your Personal Information to third party organizations who have engaged us to collect Personal Information on their behalf. Where we do so, we will identify the name of the organization to you, the purpose that the information is being collected for, and information on how you can access the privacy policies of that organization. Once your Personal Information is disclosed to that organization, it will normally be deleted from our records within a reasonable period of time thereafter.
- We may provide your Personal Information to authorized third party contractors who perform functions on our behalf, such as conducting market research, performing product satisfaction or performance surveys, providing in-app messaging, video/voice calling, push notification or location services. We require all of our contractors who have access to your Personal Information to keep the information confidential and to restrict its use to those purposes for which we have engaged them.
- Our records of your Personal Information may be periodically updated by our third party contractors or by our own communications with you.
- As we continue to develop our business, we may at some future date become involved in a transaction in which one of our business units may be acquired or considered for acquisition by a third party. In such circumstances, your Personal Information would be transferred and/or could be the subject of due diligence investigations by the acquiring third party.
The trusted service providers we currently use to operate the App include:
| Provider | Purpose | Their privacy policy |
|---|---|---|
| Google Firebase (Cloud Messaging) | Push notification delivery | firebase.google.com/support/privacy |
| CometChat | In-app chat & messaging infrastructure | cometchat.com/privacy |
| Twilio | Voice/video calling & chat services | twilio.com/legal/privacy |
| Google Maps Platform | Location & address features | policies.google.com/privacy |
We do not sell your personal information.
Security of Your Personal Information
Your Personal Information is stored at secured locations either at our offices, in cloud infrastructure operated by our authorized service providers or, where we collect Personal Information from you on behalf of a third party organization, at secure locations as determined by that organization. We retain your Personal Information for as long as we require it to fulfill the purpose that it was collected for. Personal Information which is collected by us on behalf of a third party organization will be communicated to that organization and will be subject to the personal privacy policies of the applicable organization.
To protect the confidentiality of your Personal Information, we employ administrative and technological safeguards appropriate to the sensitivity of your Personal Information. Data is encrypted in transit using industry-standard TLS/HTTPS. We operate computer systems which are protected by industry standard firewall and password protection systems. In addition, where Personal Information is provided to a third party for processing, we make sure, through our contracts with them, that your Personal Information is kept secure. Lastly, we take steps to ensure that your Personal Information is only accessible by personnel who have a legitimate business need to have access to it. No method of transmission or storage is 100% secure.
Updating Your Personal Information
Where we have custody of your Personal Information, we make reasonable efforts to keep the information current and accurate. For example, we may contact you to update our records from time to time. We also update our records based on information provided to us by you.
Accessing and Correcting Your Personal Information
You can access and correct your Personal Information by sending a written request to our Privacy Office at the address indicated below. At the time of your request, we may request you to provide specific information in order to permit us to verify your identity. In the event that any of your Personal Information is found to be incomplete or inaccurate, we will take reasonable steps to correct your Personal Information record.
Depending on your jurisdiction (including under Canadian PIPEDA and, where applicable, GDPR), you may also have the right to delete your personal information, or to object to or restrict certain processing. To request deletion of your account and associated data, email hr@kognitive.ca.
Please note that there may be instances where we may not be able to permit you to access or correct your Personal Information. Examples of this could include Personal Information which:
- contains references to another person(s),
- would involve the disclosure of confidential information,
- could result in harm or loss to another person(s),
- could interfere with the activities of law enforcement agencies or statutory bodies,
- is not readily retrievable, or where the cost of retrieving it would be prohibitive or disproportionate to its value or usefulness,
- has already been destroyed due to legal requirements, or because its continued retention was unnecessary,
- is subject to solicitor-client or litigation privilege, or
- cannot be disclosed for legal reasons.
Children's Privacy
The App is not directed to children under 13 and we do not knowingly collect their data.
Effective Date and Changes to Our Privacy Policy
We reserve the right to modify or supplement this Privacy Policy at any time. If we make a change to this Privacy Policy, we will post the revised policy in the App and on our website where it will be available to you. Material changes will be reflected by updating the "Last Reviewed Date" above. We encourage you to visit our website frequently to view our most current Privacy Policy.
Further Information
For information on Kognitive's privacy practices, or if you have any questions, concerns or complaints, please email our Privacy Office at: Privacy.Office@KognitiveMarketing.com.
For account & data deletion requests specific to the KSS App, please email hr@kognitive.ca.