Purpose
This policy explains what information Cognome, Inc. ("Cognome", "we") collects about you, how we use it, who we share it with, and what choices you have.
Who this applies to
This policy applies to visitors to our website and to people who contact us or work with us at customer and prospective customer organizations.
It does not describe patient data, because we do not hold any. The section below explains why.
How Cognome handles healthcare data
Cognome does not host, store or process patient data or protected health information in its own systems.
Our products are deployed inside our customers' own environments. They run on infrastructure the customer controls, against data the customer already holds. We do not receive copies of that data, and it does not leave the customer's environment.
Where Cognome personnel need access to a customer environment — typically during deployment, or afterwards to provide support — that access is granted by the customer, in accounts the customer controls, subject to the customer's own security requirements and to the business associate agreement between us. Our personnel are contractually prohibited from copying, downloading, printing or otherwise removing protected health information from a customer environment.
If you are evaluating Cognome and your security team needs detail beyond this, we will share our information security policies on request.
What we collect
We collect only information you give us directly, and basic technical information about how you use our website.
Information you give us. Your name, work email address, telephone number, employer and job title, and anything else you choose to include when you contact us, request a demonstration, subscribe to updates, or correspond with us.
Information collected automatically. IP address, browser and device type, pages visited, referring page, and the dates and times of your visits. We use this to understand how our website is used and to improve it.
We do not collect special categories of personal information through our website, and we ask that you do not send us patient information or protected health information by email or through any web form.
How we use it
We use your information to respond to your enquiry, to provide and support our products and services, to send you company or product communications where you have asked for them or where you are an existing customer contact, to improve our website and services, and to meet our legal and contractual obligations.
We do not sell or rent your personal information, and we do not share it for cross-context behavioural advertising.
Who we share it with
We share personal information only in these circumstances:
Service providers. We use third parties to run our business — including cloud hosting, email and productivity, and customer relationship management. They may process personal information on our behalf, and only on our instructions.
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Google Workspace (including Gemini) — email, documents and file storage
- Microsoft Azure and Entra ID — authentication and access management
- HubSpot — website hosting, customer relationship management, marketing email and forms
- BILL — invoicing and payments
- QuickBooks — accounting
- Aconter & Numivera — outsourced finance and administration
- Anthropic — AI assistance
Where you ask us to, or where you have otherwise given permission.
Where the law requires it — to comply with a law, regulation, subpoena or other legal process, or to respond to a lawful request from a regulator or law enforcement.
To protect people or the service — where we reasonably believe it is necessary to investigate or prevent fraud, misuse of our website or services, or a threat to the safety of any person.
In a corporate transaction. If Cognome or substantially all of its assets are acquired, merged or reorganised, personal information may be transferred as part of that transaction. We will require the recipient to honour this policy or give you notice and a choice.
Cookies and analytics
We use cookies and similar technologies on our website. Some are strictly necessary — they keep the site working and protect it against automated abuse. The rest are HubSpot's analytics cookies, which tell us which pages are visited and let us recognize a returning visitor, so we can improve the site and respond properly when you contact us.
We do not use advertising or retargeting cookies, and we do not record your browsing session.
You can set your browser to block or delete cookies. If you block them, parts of the site may not work as intended.
How long we keep it
We keep personal information for as long as we need it for the purpose we collected it, and then delete it in line with our internal data retention schedule. We keep contact details for prospective customers for as long as we have a reasonable prospect of doing business together, and review them periodically. You can ask us to delete them at any time and we will. Information we are required to keep for legal, tax or contractual reasons is kept for as long as that obligation lasts.
How we protect it
We maintain administrative, technical and physical safeguards designed to protect personal information against loss, misuse and unauthorized access or disclosure. Information sent to and from our website is encrypted in transit. Access to personal information is limited to people who need it to do their job, and everyone with access is bound by written confidentiality and information security obligations.
No system is completely secure, and we cannot guarantee absolute security. If a breach affects your personal information, we will notify you where the law requires it.
Your choices and rights
You can ask us at any time to:
- tell you what personal information we hold about you
- correct anything that is wrong
- delete information we no longer need to keep
- stop sending you marketing communications
To do any of these, email privacy@cognome.com. You can also unsubscribe from any marketing email using the link in that email.
We will respond within 30 days. We do not charge for this, and we will not treat you differently for asking.
Depending on where you live, you may have additional rights under local privacy law. If you believe we have not handled your information properly, please contact us first — we would rather resolve it directly — but you also have the right to complain to your local privacy regulator.
Children
Our website and services are intended for businesses and are not directed at children. We do not knowingly collect personal information from anyone under 16.
Where your information is held
Cognome is based in the United States and information you give us is processed there.
External links
Our website may link to sites we do not operate. This policy does not apply to them, and we are not responsible for their privacy practices. Please read their policies before giving them information.
Accountability
Cognome has appointed an Information Security Officer who is responsible for privacy and for the protection of the information we hold. We take complaints about privacy seriously and will work to resolve any concern you raise.
Changes to this policy
We may update this policy. When we do, we will change the date below and post the updated policy on our website. If a change materially affects how we use your personal information, we will take reasonable steps to tell you directly.
Effective Date: 14 August, 2026. Version 1.1
We encourage you to check this page from time to time.
Contact us
Cognome, Inc. 800 N King Street, Suite 304 1586 Wilmington, DE 19801, USA
Privacy enquiries: privacy@cognome.com General enquiries: info@cognome.com Web: https://cognome.com