Privacy Policy

When you create or sign in to your CognitiveMedia account we collect your email address, an optional name and a password hash — or the identity Google or Apple returns when you sign in with them — and keep a session token in your browser. The account is shared with cognitivemedia.ai. If you opt in to text updates we collect the name, email address and mobile phone number you type into that form, and our servers record the time of your request, your IP address and your browser's user agent — used for rate limiting, fraud prevention and as proof of consent.

We also hold what you put on your card and in your twin: your name, role, contact details, the briefing you write, and — if you order printed cards — the shipping address you give us.

You can build a twin from a catalog face and voice, in which case we collect neither. If instead you upload a photo of your face or record your voice, we collect that photo and that recording. Before we build a face from your photo you tick a box confirming the likeness is yours to use.

We send them to the avatar and voice providers that build the twin — that is the only thing they are used for. We do not use your face or your voice to train models of our own, and we do not sell or license them to anyone.

They are kept while your twin exists. Delete the twin, or ask us to delete your account, and we delete the photo, the recording and the twin built from them, and ask the provider to do the same. See Retention.

When you scan a Cognitive Cards card and talk to the twin, the conversation is processed so the twin can answer you, and it may be saved as a lead for the cardholder. A lead can include your name, email address, phone number, company, what you were asking about, notes the twin wrote from the conversation, and whether you asked to book a time.

You are talking to an AI, not to the person on the card — the card says so. Only tell it what you'd be happy for that person to read.

The cardholder decides where their leads go, not just us. Every lead lands on the cardholder's Leads page here, and we can email them each time one arrives. On the plans that allow it, the cardholder can also connect their own CRM — GoHighLevel — and we forward each new lead into that account as it arrives.

Once a lead is in someone else's CRM it is under their control and their privacy policy, not ours. To have your details removed, ask the cardholder whose card you scanned; email us and we'll pass the request on.

To connect a CRM the cardholder gives us the access code for their own account. We store it write-only — nothing in the product can read it back out — and use it only to deliver that cardholder's leads.

Payments — monthly plans and one-off print orders — are processed by Stripe. You enter your card details with Stripe, not with us: we never see or store a full card number. We keep what Stripe hands back — a customer id, the plan you're on and the state of your subscription — so we know what your account is entitled to. Stripe handles your payment details under its own privacy policy.

If you order printed cards, we pass your name, shipping address and the artwork to the print partner that prints and ships them. That's all they get.

To sign you in, to run your account, your card and your twin, to deliver leads to the cardholder, to take payment, to print and ship the cards you order, to send what you asked for, and to keep the product working and getting better.

With the service providers that make the product work — hosting and database, email delivery, the avatar and voice platforms behind the twin, Stripe for payments, our print partner for printed cards, and text-messaging infrastructure — and only so they can perform those services for us.

And with the cardholder's own CRM, when that cardholder has connected one, as described above. We also disclose information where the law requires it. We do not sell personal information.

If you check the SMS consent box, we store your phone number, the exact consent language shown to you, its version, the time of consent, your IP address, and your user agent, so we can demonstrate how and when you opted in.

Phone numbers collected for text messaging are never sold, and no mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-message consent is never a condition of purchase, and consent data is never transferred to anyone else for their own marketing.

Reply STOP to any message to unsubscribe, or HELP for help. See our SMS Terms for the full program details.

We keep lead and consent records for as long as we have a business relationship with you and as long as needed to prove compliance, then delete them. Leads stay on the cardholder's Leads page until the cardholder deletes them or closes the account.

An uploaded face photo, a voice recording and the twin built from them are kept while that twin exists, and are deleted when you delete the twin or your account. Payment records are kept as long as tax and accounting rules require.

You can ask us to delete your information at any time.

Email hello@cognitivemedia.ai to access, correct, or delete your information, or to opt out of any communication. Texting STOP unsubscribes you from messages immediately.

Scanned someone's card and want your details gone? They sit on that cardholder's Leads page, and possibly in their own CRM — ask them, or email us and we'll pass the request on.

Cognitive Cards is a business product and is not directed to children under 13.

Our Contact page says what to include; our Terms cover billing, refunds and acceptable use.

Cognitive Media · hello@cognitivemedia.ai · cognitivemedia.ai