Privacy Policy

Privacy Policy 

Last Modified: as on 30 July 2026 

OVERVIEW 

This Privacy Policy (“Policy”) applies to information, including personal data we collect from you or about you from persons, either electronically, via postal mail, in-person or over the phone, in connection with your relationship with COGNITIVEBOTICS Technologies (“Company” or “we” or “us” or “our” as per context), and in connection with the access to and use of the Company’s Website, whether it be for a donation, a survey, registrations or participation in our website i.e. cognitivebotics.com and/or any equivalent of its application (collectively the “Website”) or any other Company sponsored event, and users of any related services, applications or sites that link to this Privacy Policy (the “Services“). 

By accessing the Website, you acknowledge the acceptance of and agree to be bound by the terms of this Policy. You signify that you have read and understood this Policy. If you do not agree with this Policy, please do not use the Website or provide us with any information. 

This Policy applies to all users, visitors, registrants, businesses, event organizers, service providers and other individuals whose Personal Data is processed through the Website. 

For the avoidance of doubt, the Website may have links to the Company’s partner websites, sites and / or apps. You shall accordingly be subject to the terms and conditions of such partner websites. The Company does not warrant, promote, encourage and/or endorse the Company partner’s websites, and/or apps. The Company shall not be responsible for the privacy practices or the accuracy or integrity of the content included on such websites, and / or apps. 

The Policy describes the Company’s collection and use of users’ Personal Data in accordance with the Digital Personal Data Protection Act, 2023 (“Act”) and rules made thereunder. It also describes generally COGNITIVEBOTICS Technologies general practices for handling additional information (e.g., interests, demographics and site usage) you submit through us or from a third party to the extent it is associated with a specific user or user account or device. 

Meaning 
“Applicable Law” means all privacy and data protection laws applicable to the Company and the Website, as amended from time to time, including but not limited to the Digital Personal Data Protection Act, 2023 and the rules made thereunder, Information Technology Act, 2000 and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, the Children’s Online Privacy Protection Act and the Health Insurance Portability and Accountability Act,1996, as applicable from time to time. 

“Personal Data” means any data about an individual who is identifiable by or in relation to such data, directly or indirectly, and includes any equivalent concept recognised under Applicable Law. 

“Sensitive Personal Data” or any similar category of information shall be interpreted in accordance with Applicable Law, if and to the extent recognized thereunder. 

DONOR PRIVACY STATEMENT 

The Company is a non-profit 501(c)3 entity. It is dedicated to providing therapeutic interventional strategies that makes a difference for individuals with autism and their families. The Company maintains strict controls relating to donor information privacy and has relevant policies to do the same. For ease of reference, the policies can be accessed by clicking here. We take great care to ensure that unauthorized persons do not compromise your Personal Information whether it is submitted by phone, mail or online. Under no circumstances will we share or sell a donor’s Personal Information with any third party , nor will we send donor mailings on behalf of other organizations, unless specifically mentioned herein. 

General Consent 

By using or accessing the Website or by creating an account on the Website, You (i) agree and acknowledge that you have read and understood the terms of this Policy, and (ii) acknowledge and consent to the collection, retention and use of Your Personal Data as described in this Policy. We request You to read the terms of this Policy carefully to understand Our approach pertaining to the collection, retention and use of your Personal Information. Such consent shall be free, specific, informed, unconditional and unambiguous with a clear affirmative action. In the event You do not agree with this Policy, You can choose not to use the Website.  

The User represents that any Personal Data and other information submitted to the Company is, to the best of the User’s knowledge, true, accurate, complete, and up to date, and undertakes to update such information where necessary through the Website or by contacting the Company. 

PROTECTION OF CHILDREN 

We have a policy of not collecting Personal Information and Data from children under 18 years of age if We have the knowledge of the same. This Website is not intended for use by Children. The Website is to be used by the Parents of the children, as per the terms of use provided on our Website. Where the Platform permits registration of children under 18 years of age, such accounts must be created, managed, and operated exclusively by a parent or legal guardian. Verifiable parental consent shall be obtained before collection of any personal data relating to a minor, in strict compliance with Applicable Law. If it comes to our knowledge that We have collected or received Personal Data from a child under the age of 18 years without parental consent, we will delete that information. 

TYPES OF INFORMATION COLLECTED 

Information you submit 

We collect personally identifiable information when you voluntarily submit it to us, including but not limited to when you register for or subscribe to our products, learning programs, newsletter, participate in a contest, take a survey or provide feedback on our products, when you apply for Services, access the Website. 

The Company may collect and process audio recordings, speech samples, pronunciation patterns, voice characteristics, therapy progress information and related behavioural or developmental information solely for the purpose of providing speech therapy services, generating therapy insights, monitoring progress, improving therapeutic outcomes and maintaining clinical records, in accordance with Applicable Law. 

Mobile Access 

If you enable camera and/or microphone permissions on a mobile device or other device, the Company may access and process audio, video, still images, and related device inputs solely to the extent necessary to provide the functionality requested by you through the Website, including profile creation, video interactions, audio recordings, and other audio-visual features made available on the Website. Such access shall be subject to Applicable Law, device-level permissions, and your in-app choices. You may manage or withdraw such permissions through device settings at any time, though disabling such permissions may limit or prevent access to certain Website features. 

Additional Information 

“Additional Information” is any information that does not reveal your specific identity, such as browser information, information collected through Google Analytics, demographic information, and aggregated information; it may be combined with your Personal Data, and when we do, we treat the combined as Information. 

It may also include Personal Data from third-party vendors such as payment gateways, identity verification service providers, analytics providers, and telecommunication or infrastructure providers. 

Other Information We Collect Automatically When You are Online 

Aggregated information, such as information on traffic patterns within the Website, is collected by COGNITIVEBOTICS Technologies through various methods: 

  • IP Addresses: We collect IP addresses through the Website. An IP address is a number that is automatically assigned to your computer whenever you’re surfing the web. Web servers, the computers that “serve up” web pages, automatically identify your computer by its IP address, and when you request a page from the Website, our servers log your IP address. The Website does not link IP addresses to anything personally identifiable, so although your session will be logged, you will remain anonymous to us. 
  • Use of Cookies: The Company may use cookies and other tracking technologies (including browser cookies, pixels, beacons, and Adobe Flash technology including cookies), which are comprised of small bits of data that often include an anonymous unique identifier. A cookie is a small data file that most major web sites write to your hard drive for record keeping purposes when you visit them. Cookies allow us to measure activity on the Website and to improve your user experience, for example by remembering your passwords and viewing preferences. Cookies are used by the Company to measure activity on the Site and make improvements and updates based on which areas are popular and which are not. We will make available cookies, containing non-personally identifiable information such as IP address and pages viewed, regarding your activity on the Website to certain third party providers with whom we work. 

Most browsers are initially set to accept cookies. If you’d prefer, you can set yours to refuse cookies or to alert you when cookies are being sent. However, it is possible that some parts of the Website – particularly online surveys – will not function properly if you do so. 

INFORMATION USE 

The Company uses the Personal Data collected from and about you for the purposes set forth below. Please note that we may process, use and disclose other information for the purposes outlined herein, and where we are required to do so under Applicable Law. If the Company is required to treat additional information or other information as Personal Data under Applicable Law, then we may process, use, and disclose it for all the purposes for which we use and disclose Personal Data. 

  • to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;  
  • To improve the quality of services, Company may combine the Personal Data and other information collected with information that you provide to us in connection with the Company. 
  • To provide and manage our relationship and/or services. – We use the Personal Data we collect from and about you to provide our products and services and features to you and to improve upon our services, including, without limitation: to process and fulfill your subscription, to send you information about your relationship or transactions with us, to measure and improve those services and features, to personalize and customize your experience; to allow you to comment on content, participate in online games, contests, promotions or rewards programs, to provide you with customer support, and to respond to inquiries. 
  • To contact you -We may periodically send promotional materials or notifications related to our services to the email address you provided. To help make these promotional materials more relevant to you, we may use and combine any of the Personal and Other Information we collect to assist us in sending you promotional materials. If you want to stop receiving promotional materials from us, please let us know by contacting us as described in the “Opting Out” section below or follow the unsubscribe instructions at the bottom of each email. There are certain service transactional notifications that you may not opt-out, such as billing and receipt notices, and notifications of date, locations, times and/or other changes to any of the Company’s sponsored event to which you are registered. We may also use your email address to respond to inquiries or requests you make to us. 
  • To administer our Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes; 
  • To improve our Website to ensure that content is presented in the most effective manner for you and for your computer; 
  • To allow you to participate in interactive features of our service, when you choose to do so; 
  • As part of our efforts to keep our Website safe and secure; 
  • To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you; 
  • To make suggestions and recommendations to you and other users of our Website about goods or services that may interest you or them; 
  • To conduct research and perform analysis in order to measure, maintain, protect, develop and improve our Services; and  
  • To comply with any legal enforcement requirements. 

Legal Basis for Processing  

To the extent required under Applicable Law, the Company shall process Personal Data only on a valid legal basis, including: 

  • consent;  
  • performance of a contract or taking steps at your request before entering into a contract;  
  • compliance with legal obligations; and  
  • legitimate uses or legitimate interests recognised under Applicable Law and enforcement of Website rules, subject to applicable safeguards.  

Where consent is relied upon, you may withdraw consent in accordance with Applicable Law, subject to the consequences of such withdrawal on service availability, usage of the Company’s Website, and lawful prior processing. 

Information Made Public Through Use of Our Services and User Privacy Settings 

Certain features on our Website or other online services give you an opportunity to interact with us and others – for example: message boards, chats, and social media (Facebook, Twitter, et cetera). When you use these features, you should be aware that any information you submit, including your name, location and email address, may be publicly available to anyone, including other users, search engines, advertisers, third party application developers, and anyone else with access to our online Services. We are not responsible for any information you choose to submit and make public through these interactive features. 

The Company will never share, sell or trade your Personal Data and other information with other third party companies, groups, or non-profit organizations to directly market offers to you. We only share your Personal Data in these cases: 

  • To allow third-party service providers to assist us in providing and managing Our Services. We may make your Personal and Other Information available to certain third-party service providers, such as contractors, who help us manage or provide our services by, for example: developing and verifying online surveys, technical support for online application. 
  • To protect the rights of the Company and our users. There may be instances when the Company may disclose your Personal Data and other information, including situations where we have a good faith belief that such disclosure is necessary in order to: (i) protect or defend the legal rights or property of the Company or its affiliates, or their employees, agents and contractors (including enforcement of our agreements); (ii) protect the safety and security of users of our products and services or members of the public; (iii) protect against fraud or for risk management purposes; (iv) comply with the law or legal process, including laws outside your country of residence; or (v) to respond to requests from public and government authorities including public and government authorities outside your country of residence. 
  • To complete a merger or sale of assets. If the Company sells all or part of its organization makes a sale or transfer of its assets or is otherwise involved in a merger or transfer of all or a material part of its business, the Company may transfer your Personal and Other Information to the party or parties involved in the transaction as part of that transaction. 
  • Professional advisers, auditors, and consultants, subject to confidentiality obligations. 
  • To Any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006. 

The Website integrates various third-party services and links, and use of such services is subject to their respective terms and privacy policies. The Company disclaims liability for the acts, omissions, breaches, or service failures of third-party vendors to the extent set out in the governing contract and Applicable Law. 

WHERE WE STORE YOUR PERSONAL DATA 

  • The data that we collect from you will be transferred to, and stored at, a safe and secure destination. By submitting your Personal Data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. 
  • All information you provide to us is stored on our secure servers. Any payment transactions will be safely encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. 
  • Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your Personal Data, we cannot guarantee the security of your data transmitted to our Website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access. 

COMPLIANCE WITH LAWS OF THE UNITED STATES OF AMERICA (THIS SECTION IS APPLICABLE TO USERS IN THE UNITED STATES OF AMERICA)  

We strive to comply with all applicable United States privacy laws and regulations for users accessing our Services from within the U.S., including, as appropriate, the Children’s Online Privacy Protection Act (“COPPA”) and the Health Insurance Portability and Accountability Act,1996 (“HIPAA”) and its rules thereof. We are committed to safeguarding your personal information and ensuring that our data collection and processing practices meet the highest standards of security and transparency. 

A. Compliance with COPPA  

Commitment to Children’s Privacy 

We are committed to safeguarding the privacy of children and encourage parents and guardians to actively engage in their children’s online activities to help protect their privacy and promote a safe online environment.  

Parental Consent and Notification 

Before collecting, using or disclosing any personal information from a child, we will provide notice to the child’s parent or guardian and obtain their verifiable parental consent, where applicable. Additionally, we will provide notice to the parent of any material changes to our collection, use, or disclosure practices to which the parent has previously consented. If you believe your child is participating in an activity that involves the collection of personal information and you have not received a notice or consent request from us, please contact us at support@cognitivebotics.com.  

Parental Rights and Controls 

Parents have the right to review and request the deletion of any personal information we have collected from their child. At any time, you may refuse to permit us to collect further information from your child by contacting us at support@cognitivebotics.com. 

No Direct Marketing to Children 

We do not direct our marketing activities or services to children under the age of 13. If you become aware that a child under 13 (or under the age specified by local law) has provided us with personal information without parental consent, or in a manner not permitted by applicable law, please notify us at support@cognitivebotics.com. 

B. Compliance with HIPAA  

Protected Health Information 

The term “protected health information” includes demographic data that relates to: (a) the individual’s past, present or future physical or mental health or condition; (b) the provision of health care to the individual; (c) the past, present, or future payment for the provision of health care to the individual and such other data that identifies the individual or for which there is a reasonable basis to believe it can be used to identify the individual.  

We may disclose protected health information on a need-to-know basis without your authorization for the following purposes: (a) treatment, payment, health care operations, including assessment thereof; (b) if so required by applicable law or a governmental authority; (c) research and development operations, provided however, that any protected health information used for such research and development shall be anonymized.  

Protection of electronic protected health information 

With respect to protected health information that is maintained in or transmitted by electronic media (“ePHI”), we agree to, subject to the terms hereof, abide by the following: (a) ensure the confidentiality, integrity, and availability of all ePHI we create, receive, maintain or transmit; (b) protect against reasonably anticipated threats to the security or integrity of the information; (c) protect against reasonably anticipated, impermissible use or disclosure; and (d) ensure compliance by our workforce. 

Administrative Safeguards 

We shall perform an accurate and thorough assessment of potential risks and vulnerabilities to ePHI and shall manage risks by implementing security measures that reduce risks and vulnerabilities to a reasonable and appropriate level. In addition, we shall ensure that workforce members working with ePHI shall have appropriate authorization, supervision and access to ePHI.  

Technical Safeguards 

We will ensure the implementation of: (a) hardware, software, and/or procedural mechanism to record and examine activity in information systems that contain or use ePHI and policies; and (b) policies and procedures to ensure that ePHI is not improperly altered or destroyed. 

RETENTION OF PERSONAL DATA  

The Company shall retain Personal Data only for as long as necessary for the purposes described in this Policy, including: 

  • while the user account remains active;  
  • for such period as required to provide Website services, maintain records, resolve disputes, enforce agreements, and comply with legal or regulatory obligations;  
  • for backup, fraud prevention, security, and audit purposes, subject to lawful retention limits;  
  • until valid deletion requests are processed, subject to exceptions under Applicable Law and the Company’s legitimate record-retention needs. 

Audio recordings, speech samples, pronunciation data, therapy progress information and other clinical or behavioural data are retained only for so long as reasonably necessary to provide therapy-related services, improve Service quality where permitted by Applicable Law, comply with legal obligations, or establish, exercise or defend legal claims. Where Personal Data is no longer required for the purpose for which it was collected, the Company shall delete, erase, anonymize, or otherwise dispose of such data in accordance with Applicable Law and its internal retention or disposal practices, unless retention is required by law or reasonably necessary for legitimate business purposes. 

NOTICE 
Privacy Policy Changes. 

The Company may amend this Policy from time to time to reflect changes in law, business operations, services, or processing practices. Updated versions shall be published on the Website. 

Means of Notice and Choice. This Privacy Policy is the primary means by which we provide you with notice and choice about our collection and use of your Personal Information. If we ask for specific Personal Information that will be used in a manner different from what is described in this Privacy Policy, we will inform you at the time of collection. 

International Transfer. Your Personal Data may be stored and processed in any country where we have facilities or in which we engage service providers, and by using our products and Services, you consent to the transfer of information to countries outside of your country of residence, including India, the United Arab Emirates, Europe, and the United States of America, which may have different data protection rules than in your country. Where Personal Data is transferred across jurisdictions, the Company implements reasonable contractual, technical and organisational safeguards consistent with Applicable Law. 

Publicly Available Data. Data that is lawfully available in the public domain, furnished under Applicable Law, or otherwise excluded from protection under Applicable Law shall be treated in accordance with such law and may not be regarded as protected Personal Data for certain purposes to the extent permitted by law. The Company shall in no manner be liable for any violation under this Policy, if the data is already available in public domain; is collected by way of any illegal and unlawful means; or is provided by any person who is incompetent under Section 11 of Indian Contract Act, 1872. 

Breach Reporting. In the event of an actual or suspected personal data breach, the Company may investigate, contain, assess, document, and respond to the incident and make such disclosures or notifications as are required under Applicable Law. 

Linked Websites. Our online Services may also be linked to sites operated by third parties (for example, YouTube), and may carry advertisements or offer content, functionality, games or applications developed and maintained by third parties. Some of these third party sites may be co-branded with the Company’s logo, even though they are not operated or maintained by us. The Company is not responsible for the privacy practices of any such third parties, and once you leave our Website via a link, enable a third-party service, or click an advertisement, you should check the applicable privacy policy of the third-party site. 

SECURITY 
The Company uses industry standard administrative, technical, personnel and physical third-party measures to safeguard Personal Information in its possession against loss, theft and unauthorized use, disclosure or modification. No data transmitted over the Internet is guaranteed to be completely secure. It may be possible for hackers or other third parties not under the control of the Company to intercept or access transmissions or private communications unlawfully. 

Certain information processed through the Services may constitute health-related or other sensitive information under Applicable Law and shall be processed with enhanced security measures where required. 

COGNITIVEBOTICS Technologies cannot ensure or warrant the security of any information you transmit to us. Any such transmission is done at your own risk. The Company does not warrant or represent that unauthorized access, hacking, data loss, or misuse can be prevented in all cases. 

HOW TO ACCESS, CORRECT OR UPDATE YOUR INFORMATION 

To access or modify your information and update your preferences simply contact us. (see below) 

OPTING OUT 

It is our desire to not send unwanted mail or email to our contacts and donors. Please contact us if you wish to be removed from our mailing list. 

If you have comments or questions about our donor privacy policy, please call or write us at support@cognitivebotics.com 

Privacy/Conflict of Interest Policies 

Your rights 

You have the right to ask us not to process your personal data for marketing purposes. To the extent commercially feasible, we will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at support@cognitivebotics.com. 

In addition to this, and Subject to Applicable Law, you have the right to: 

  • access your Personal Data and information about processing;  
  • request correction, completion, or updating of inaccurate or incomplete data;  
  • request deletion or erasure of Personal Data, subject to legal exceptions;  
  • withdraw consent where processing is based on consent;  
  • object to or restrict certain kinds of processing, where recognized by law;  
  • request grievance redressal;  
  • nominate another person to exercise rights in accordance with Applicable Law, where such right is recognized; and/or 
  • request account deletion. 

The Company shall endeavor to acknowledge and process rights requests within a reasonable period, subject to identity verification and Applicable Law. 

Users may exercise such rights by using the mechanisms made available on the Platform or by contacting the Company through the grievance/contact details set out below. Withdrawal of consent will not affect processing undertaken before such withdrawal but may affect the Company’s ability to continue providing certain therapy-related services that depend upon such processing. 

GRIEVANCE REDRESSAL 

Raising Complaint: All grievances by you should be addressed in writing to Us at support@cognitivebotics.com. Your complaint or query shall be replied within 48 business hours of receipt of complaint. Any follow up question shall also be answered within 48 business hours on receipt of follow up mail. Our teams will then work on resolution of the complaint and take appropriate action required for resolution. 

Grievance/Data Protection Officer: A Grievance/Data Protection Officer, will be designated for redressal, shall endeavor to resolve the grievances within a month of the receipt of the complaint. The complaints in this regard may be addressed to the address mentioned below: 

Email ID: support@cognitivebotics.com 

Cognitivebotics Technologies 

The Officer shall address your complaints within 48 hours business hours of receipt of complaint. The Company’s Officer is responsible for monitoring compliance with relevant legislation in relation to the protection of Personal Data. 

Contact 
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to support@cognitivebotics.com 

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