Privacy Policy

Last Updated: September 2025

Kognitiv is a global professional services consulting firm, specialising in Workday services (HR and financial systems). At Kognitiv, we are committed to protecting the privacy and information including personal information detailed below relating to you ("Personal Data"). This Privacy Notice ("Notice") is intended to explain how your Personal Data will be handled by Kognitiv and sets out the Personal Data that will be collected and processed by Kognitiv and/or on its behalf by its third-party service providers in the context of your engagement and interactions with us.

1. Application of This Notice

This Notice sets out how Kognitiv processes your Personal Data when:

You access, engage with and browse our websites (such as https://kognitivinc.com) or social media pages (e.g. LinkedIn, X, Facebook) ("Site(s)");
You, or the organisation with which you are connected, are a customer (or potential customer) of our products and services;
You attend and register for our events ("Events");
You visit our offices;
You engage with, receive or subscribe to, our newsletters or other marketing communications or initiatives ("Marketing").

This Notice does not apply:

To job applicants. If you are a job applicant, please visit the Kognitiv Candidate Privacy Notice; or
To Personal Data we process on behalf of our customers when we provide our professional services. If you are a customer, please visit the Kognitiv Customer Data Processing Addendum and associated professional services agreement.

2. Who We Are

The controller of your Personal Data is Kognitiv, a global professional services firm specializing in Workday services. Depending on your relationship with us, references to Kognitiv in this Notice mean:

Kognitiv Inc, 1340 Centre St. 208 Newton, MA 02459, US;
Kognitiv Inc, 161 Bay Street, Office 2610, Suite 2700, Toronto, ON M5J 2S1, Canada;
Kogtech Ireland Limited, Fifth Floor, Block D, Iveagh Court, Harcourt Road, Dublin 2, D02 VH94, Ireland; or
Any other entities in the Kognitiv group from time to time.

We are required to provide you with the information in this Notice which explains how your Personal Data will be processed by Kognitiv and your data protection rights under: (1) the General Data Protection Regulation ("GDPR"); (2) the Personal Information Protection and Electronic Documents Act ("PIPEDA"); (3) the California Consumer Privacy Act ("CCPA") and (4) any other state, federal or applicable laws (together, "Applicable Data Protection Laws").

Please be aware that some rights and protections under the Applicable Data Protection Laws may only apply to individuals resident in Europe (i.e. the European Union). If you have any questions about how we use your Personal Data or to exercise your data protection rights contact privacy@kognitivinc.com.

3. What Personal Data Do We Collect About You

IMPORTANT: Please note that the below list of Personal Data we collect about you is intended to be as complete and accurate as reasonably possible but it may be updated from time to time in accordance with section 11 of this Notice.

We collect Personal Data either directly from you when you provide it to us (e.g. Marketing Data, Event Data, Relationship Data, Query and Contact Data) and/or indirectly when we generate it from engaging with you (e.g. Site and Device Data, Professional Services Usage Data). The Personal Data we will process about you is as follows:

Category of Personal Data	Details
Site and Device Data	When you visit the Sites or avail of services related to the Sites, we will collect Personal Data relating to: Your visits and interactions with the Sites including which webpages you visit, time and date of access, what you click on, and when you perform these actions; Your device data including your IP address, location data, device type and language, browser type and other related information; and linked websites that you access through the Sites. Most of this Personal Data is collected indirectly from you using cookies on our Sites. Please see our Cookies Policy for more information.
Relationship Data	We collect or generate the following types of Personal Data from you when you are a customer (or a representative of a customer): Name, e-mail address, phone number, job title/role, testimonials/feedback, and marketing preferences.
Contact and Query Data	When you contact us via our Sites and/or submit queries to us by e-mailing info@kognitivinc.com, we will collect Personal Data relating to: Your name, e-mail address, title, company/employer details and other details (which may or may not include Personal Data, depending on the nature of your communication to us).
Marketing Data	When we carry out marketing activities or you engage with such activities, we process the following Personal Data about you: Marketing preferences, name, e-mail address, phone number, company name, job title.
Event Data	We will collect the following Personal Data about you directly or indirectly (via an event organiser) when you register for and/or attend one of our events: Name, e-mail address, phone number, company name, job title, photo image, and (if applicable) dietary requirements.
Office Visits Data	We collect the following types of Personal Data about you when you visit one of our offices: Name, e-mail address, phone number, job title/role, signature, photo or video image.

4. How and Why We Process Your Personal Data

The following table details the key context for which ("Legal Basis") we collect your Personal Data. It also explains how ("Nature of Processing") and why ("Purposes") we obtain and otherwise process your Personal Data. We will only use your Personal Data for the purposes for which we collect it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your Personal Data for an unrelated purpose, we will notify you and explain the Legal Basis which allows us to do so.

Legal Basis	Nature of Processing and Purposes	Categories of Personal Data
Legitimate Interests Depending on our business needs, it is necessary to process your Personal Data where we have legitimate business interests to do so. IMPORTANT: When we process your Personal Data based on our legitimate interests, we make sure to consider and balance any potential impact on you and your data protection rights. We will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law). You have a right to object at any time to the processing of your Personal Data where we process your Personal Data on the legal basis of pursuing our legitimate interests. For more information on exercising this right please see section 9 of this Notice, Your Data Protection Rights. Perform our contract with you It is necessary to process your Personal Data in order to enter into and perform our contract with you. IMPORTANT: It is a contractual requirement for us to collect your Personal Data for these purposes and, in the event that you do not provide us with your Personal Data, we will not be able to enter into or perform our contract with you or provide you with the requested services.
Legitimate Interests	Manage and Respond to Queries or Requests: We will process your Personal Data to assess and respond to any requests you make or queries you raise with us, including when you e-mail a query, request to talk to our sales team, or request a demo of our services. Directly engage via marketing activities: We will process your Personal Data when you choose to receive our marketing communications, subscribe to our mailing lists, read our blog, or express interest in our publications. Organise, partner and/or host events: We will process your Personal Data to invite you to events or webinars, register you, gather feedback, record attendance, and use your photo for media campaigns. Office visits: We may process your Personal Data to sign you in/out of our buildings and to monitor our offices (using CCTV) for security and safety. Site improvements & functionality: We will process your Personal Data to provide and improve use of the Sites, monitor metrics, and ensure content is presented effectively.	Relationship Data Contact and Query Data Site and Device Data Marketing Data Event Data Office Visits Data
Consent We can process your Personal Data if you provide us with consent to do so. If you give consent, you agree to the processing of your Personal Data for the specific purposes outlined. IMPORTANT Your consent is voluntary, and you have the right to withdraw it at any time. If you choose not to provide your consent or withdraw it, we will not be able to process your Personal Data for the purposes specified.
Consent	Cookies and tracking technologies: Where we collect your Personal Data using non-essential cookies on our Sites, we require your consent. Please see our Cookies Policy for more information.	Site and Device Data
Compliance with Legal Obligations It is necessary for us to collect and process your Personal Data in order to comply with the legal obligations imposed on us under EU and Irish law (as implemented or amended from time to time). When we process Personal Data to comply with non-EU/Irish laws, we will rely on our legitimate business interests to comply with such laws.
Compliance with Legal Obligations	Comply with applicable laws and regulations: We will process your Personal Data to comply with applicable laws and regulations, including complying with legal obligations under European laws and responding to requests from public and government authorities, courts or regulators.	Site and Device Data Relationship Data Contact and Query Data Marketing Data Events Data Office Visits Data

5. Who We Share Your Personal Data With

Depending on Kognitiv's reasons for processing your Personal Data, we may share your Personal Data with some or all of the following recipients ("Recipients"):

Recipient	Details
Kognitiv	Kognitiv group companies; Internal business units such as sales, marketing, legal, product, IT, managers, system administrators and support staff; Our Board of Directors; Any other group companies which form part of Kognitiv from time to time.
Third Party Service Providers	External service providers who provide services to the operation of our business (e.g. ZoomInfo, HubSpot, Salesforce, Google, LinkedIn, Gatsby Inc., Microsoft, Meta); Advertising partners; Service providers who provide support services or require your Personal Data to perform the services requested by us.
Third Party Advisors / Professionals	External advisors e.g. tax or legal advisors, consultants, accountants and auditors.
Business Transactions	Parties to transactions or potential transactions (and their legal and professional advisors) involving Kognitiv.
Legal / Regulatory Bodies	Regulatory authorities and law enforcement agencies where we are under a duty to disclose or share your Personal Data in order to comply with any legal or regulatory obligation or request.

6. International Data Transfers

As a global company, our operations will be carried out within Europe and outside Europe (e.g. in Canada, the United States and India). If you are resident in Europe, we may share or transfer your Personal Data to Recipients in, or store your Personal Data in, countries which may not have equivalent data protection and privacy rules to those that apply under Applicable Data Protection Laws in Europe. Where these transfers occur, we ensure that appropriate safeguards are in place:

For transfers of your Personal Data to Recipients within Kognitiv, we rely on the EU Standard Contractual Clauses ("SCCs") (e.g. United States).
For transfers of your Personal Data to other Recipients, we rely on the SCCs, adequacy decisions of the European Commission (e.g. for transfers to Canada) or other transfer mechanisms under the GDPR.

7. Third Party Sites

This Notice, together with our Terms and Conditions and our Cookies Policy, applies to your use of the Sites. We are not responsible for the content or privacy practices of other websites.

The Sites may contain links to other websites and resources ("Linked Website(s)") provided by third parties for your information and convenience only. Kognitiv is not responsible for the privacy/data protection notices or practices of any Linked Website and does not accept liability in connection with any Linked Website. When accessing Linked Websites, you should read the privacy/data protection notice published on the relevant Linked Website.

8. Retention of Your Personal Data

Generally, your Personal Data will not be retained for long periods of time and, in most instances, it will be kept in line with the retention periods set out below:

Personal Data	Retention Period
Site and Device Data	See Cookies Policy.
Contact and Query Data	The length of time it takes to address or conclude your query or request and, in some cases, a reasonable period of time after that to allow for follow-up actions.
Event Data	The length of time until the event or webinar takes place plus a reasonable period of time afterwards.
Marketing Data	Generally 12 months, but this period may be longer or shorter depending on whether you unsubscribe.
Relationship Data	Billing/invoicing and onboarding: The length of time you use and engage with Kognitiv and a reasonable period afterwards. Customer support: The length of time it takes to address your query and a reasonable period afterwards. Legal claims: The length of time it takes to establish, exercise or defend a claim plus a reasonable period after that. Legal obligation compliance: The period specified by the legislation (if any) or a reasonable period of time to demonstrate compliance.

9. Your Data Protection Rights

Depending on Applicable Data Protection Laws in your country of residence, you may have a number of rights in relation to Personal Data. Note that these rights are not absolute. We will aim to respond to any data protection rights request within one month of receiving it.

Right	Details
Right to Information	You have a right to be provided with clear, transparent and easily understandable information about how we process your Personal Data. We give effect to this right by making this Notice available to you.
Right to Object	You have a right to object to our processing of your Personal Data where we rely on our legitimate business interests to process such data. You can request that we stop processing your Personal Data unless we can demonstrate compelling legitimate grounds or need your Personal Data in connection with legal claims.
Right to Opt-Out or Unsubscribe	You have the right to opt-out of marketing communications at any time by clicking the "unsubscribe" or "opt-out" link in the communications we send you. You can also contact us to exercise this right.
Right to Withdraw Consent (Cookies)	You have a right to withdraw your consent to our processing of your Personal Data at any time by updating your cookies preferences or clicking on the Cookies Banner/Settings on our website.
Right of Access	You have the right to access the Personal Data we process about you and receive a copy of it.
Right to Rectification	You have the right to correct the Personal Data we hold about you if it is inaccurate or incomplete.
Right to Erasure	You have a right to request the deletion of your Personal Data in certain circumstances, for example if we no longer need to process it.
Right to Restriction	You have the right in certain circumstances to restrict our processing of your Personal Data — for example, if you contest the accuracy of the Personal Data we hold about you.
Right to Lodge a Complaint	You have the right to lodge a complaint with the Data Protection Commission ("DPC") or another applicable data protection authority. We encourage you to contact us before raising a concern to see if we can resolve it. Contact details for other EU data protection authorities are available at the European Commission website.

To exercise these rights or ask questions, please contact email: privacy@kognitivinc.com.