Privacy Policy

CogentBoard.com ("CogentBoard," "we," "us," or "our") is committed to protecting the privacy of our customers and their data. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use our Platform. It applies to all Users and Organizations accessing CogentBoard services.

This Privacy Policy is incorporated into and subject to our Terms of Service. By using the Platform, you consent to the data practices described in this Policy.

We use the information we collect for the following purposes:

• To provide, operate, and maintain the Platform and its features.
• To process billing transactions and manage Subscriptions.
• To send transactional communications, including confirmations, receipts, and account alerts.
• To respond to support requests and provide customer service.
• To analyze usage patterns and improve Platform performance and features.
• To generate de-identified, aggregated analytics and industry benchmarks.
• To detect, investigate, and prevent fraudulent or unauthorized activity.
• To comply with applicable legal obligations.
• To send product updates, feature announcements, and marketing communications where you have opted in (with the ability to opt out at any time).

CogentBoard does not sell your Data. We may share your information in the following limited circumstances:

• Service providers: Trusted third-party vendors who process data on our behalf (e.g., cloud hosting, payment processing via Stripe, email delivery). These providers are contractually bound to protect your data and may only use it to provide services to CogentBoard.
• Third-Party Integrations: Data shared with integrations (e.g., ServiceTitan) is governed by your authorization and those platforms' privacy policies.
• Legal compliance: We may disclose information if required by law, court order, or governmental authority, or to protect the rights, property, or safety of CogentBoard, our users, or the public.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.
• With your consent: We may share information for any other purpose with your explicit consent.

CogentBoard implements industry-standard security measures to protect your Data, including:

• Encryption of data in transit using TLS/HTTPS.
• Encryption of sensitive data at rest.
• Role-based access controls enforced at the organizational level (org_id-based row-level security).
• Regular security assessments and vulnerability monitoring.
• Access logging and audit trails for administrative actions.

No method of transmission or storage is 100% secure. While we strive to protect your Data, we cannot guarantee absolute security. In the event of a data breach affecting your information, we will notify you as required by applicable law.

We retain your Data for as long as your account is active or as needed to provide Platform services. Upon cancellation, your Data is retained for 30 days to allow export, after which it is deleted from active systems. Certain information may be retained longer where required by law, for dispute resolution, or to enforce our agreements. Aggregated, de-identified data may be retained indefinitely.

CogentBoard uses cookies and similar tracking technologies to operate and improve the Platform. Types of cookies we use:

• Essential cookies: Required for the Platform to function, including authentication and session management. Cannot be disabled.
• Analytics cookies: Used to understand how users interact with the Platform (e.g., pages visited, features used). May be opted out via browser settings.
• Preference cookies: Store your settings and preferences to improve your experience.

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you.
• Right to Delete: You may request deletion of personal information we have collected, subject to certain exceptions.
• Right to Opt-Out: We do not sell personal information. If this changes, you will have the right to opt out.
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To exercise your rights, contact us at privacy@cogentboard.com. We will respond within 45 days as required by law.

The Platform is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that a minor has provided personal information, we will delete it promptly.

We may update this Privacy Policy from time to time. We will notify you of material changes via email and/or a notice within the Platform at least 30 days before changes take effect. Your continued use of the Platform after the effective date constitutes acceptance of the updated Policy.

For questions, concerns, or requests related to this Privacy Policy: