Privacy Policy – Kognis
Effective Date: 17 August 2026
Last Updated: 17 August 2026
Kognis is owned and operated by Polaris Intellect Ltd (“we”, “our”, “us”).
Polaris Intellect Ltd is committed to protecting your privacy and handling your personal data in accordance with applicable UK data protection laws, including the UK GDPR, the Data Protection Act 2018, and any applicable amendments and regulations.
1. Who We Are
Kognis is owned and operated by Polaris Intellect Ltd, a private limited company incorporated in the United Kingdom on 28 February 2025.
Registered Office Address:
Pandle House 70 Grange Road East Wirral CH41 5FE United Kingdom
Data Controller: Polaris Intellect Ltd
Contact Email: kognis@polarisintellect.co.uk
If you have any questions about this Privacy Policy or how your personal data is handled, please contact us using the details above.
2. Information We Collect
We may collect and process the following categories of personal data:
Account Information
Name
Email address
Login credentials
Account preferences
User Content
Notes
Voice recordings
Tasks
Events
Memories
Text entries
Other content voluntarily submitted through Kognis
Technical Information
Device type
Operating system
App version
IP address
Device identifiers
Browser information
Diagnostic and crash data
Usage Information
Feature usage
User activity
Session information
Performance and analytics data
Subscription Information
Where applicable, subscription and payment processing may be handled by third-party providers such as Apple App Store, Google Play Store or authorised payment processors. We do not store full payment card details.
3. How We Use Your Information
We use personal data to:
Create and manage user accounts
Provide access to Kognis services
Process user requests and content
Organise, analyse and present information within the app
Improve functionality, performance and reliability
Provide customer support
Communicate important service updates
Monitor and maintain security
Detect, prevent and investigate fraud or misuse
Manage subscriptions and billing
Comply with legal and regulatory obligations
4. Legal Basis for Processing
We process personal data under one or more of the following lawful bases:
Contract
Processing necessary to provide the services requested by you.
Legitimate Interests
Processing necessary to improve our services, maintain security, prevent fraud and understand how users interact with Kognis.
Consent
Where required by law, including certain optional features, marketing communications or analytics activities.
Legal Obligation
Where processing is necessary to comply with legal or regulatory requirements.
5. AI Processing
Kognis uses artificial intelligence technologies to help users organise, categorise and manage information they choose to store within the application.
Information processed by AI is used solely for the purpose of delivering requested features and improving the user experience.
We do not sell user content, personal data or AI-generated outputs to third parties for advertising purposes.
6. Data Sharing
We may share personal data with carefully selected service providers that support the operation of Kognis, including providers of:
Cloud hosting services
Authentication services
Analytics platforms
Customer support services
Subscription and payment services
Security and monitoring tools
These providers are required to process personal data only in accordance with our instructions and appropriate contractual safeguards.
We may also disclose personal data where required by law or where necessary to protect the rights, safety or security of our users, employees or business.
7. International Data Transfers
Some service providers may process personal data outside the United Kingdom.
Where personal data is transferred internationally, we take appropriate measures to ensure it receives protection consistent with UK data protection requirements, including the use of approved contractual safeguards where required.
8. Data Retention
We retain personal data only for as long as necessary to:
Provide our services
Maintain user accounts
Meet legal, regulatory and tax obligations
Resolve disputes
Enforce agreements
When data is no longer required, it is securely deleted, anonymised or otherwise disposed of in accordance with applicable legal requirements.
Where users request deletion of their account, reasonable steps will be taken to remove personal data unless retention is required by law.
9. Security
We implement appropriate technical and organisational measures designed to protect personal data from unauthorised access, disclosure, alteration, loss or misuse.
These measures may include:
Encryption in transit and at rest
Secure authentication controls
Access restrictions
Monitoring and logging
Regular security reviews
While we take reasonable steps to protect personal information, no method of electronic storage or transmission can be guaranteed to be completely secure.
10. Your Rights
Subject to applicable law, you may have the right to:
Access your personal data
Correct inaccurate or incomplete information
Request deletion of your data
Restrict processing
Object to certain processing activities
Withdraw consent
Request data portability
Lodge a complaint with a supervisory authority
Requests relating to your personal data can be submitted to:
kognis@polarisintellect.co.uk
11. Data Protection Complaints
If you have concerns regarding how your personal data is processed, please contact us first at:
kognis@polarisintellect.co.uk
We will investigate complaints and aim to respond within a reasonable timeframe.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator. The UK has introduced new requirements around data protection complaint handling processes.
12. User Content Ownership
All content that you create, upload, record or store within Kognis remains your property.
We do not access, use or disclose your personal content except:
To provide the service you have requested
To maintain, secure or improve the service
Where required by law
Where necessary to investigate misuse or security incidents
13. Children’s Privacy
Kognis is not intended for use by children under the age of 16.
We do not knowingly collect personal information from children under 13. If we become aware that such information has been collected, we will take reasonable steps to delete it.
Parents or guardians who believe their child has provided personal data should contact us immediately.
14. Marketing Communications
We may send users service-related communications that are necessary for the operation of Kognis.
Where permitted by law and with appropriate consent where required, we may also send product updates, feature announcements and marketing communications.
You may opt out of marketing communications at any time.
15. Cookies and Analytics
Kognis and related websites may use cookies, analytics technologies and similar tools to understand usage patterns, improve performance and enhance user experience.
Where legally required, users will be provided with appropriate consent options before non-essential cookies or tracking technologies are used.
16. Third-Party Services and Links
Kognis may contain links to third-party websites, products or services.
We are not responsible for the privacy practices, content or security of third-party services. Users should review the privacy policies of those services separately.
17. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or operational practices.
Where significant changes are made, we will provide notice through the application, website, email or other appropriate channels.
Continued use of Kognis following the effective date of an updated Privacy Policy constitutes acceptance of the revised policy.
18. Contact Us
For questions about this Privacy Policy or the processing of personal data, please contact:
Polaris Intellect Ltd
Pandle House 70 Grange Road East Wirral CH41 5FE United Kingdom
Email: kognis@polarisintellect.co.uk