Privacy Policy

1. Who we are

KogniFeed (“we”, “us”) provides a platform for conversational insight interviews, analysis, participant management, and related integrations. This policy describes how we handle personal data when you visit kognifeed.com, use the admin application, participate in an interview, or call our API.

2. Data we collect

• Account data: name, email address, authentication identifiers, workspace membership, and billing-related metadata when you sign up or are invited.
• Workspace content: interview configurations, product context, CRM contacts you upload, analysis outputs, and files you attach to projects.
• Participant data: responses, chat transcripts, structured form answers, optional metadata passed via invite links, and technical session identifiers.
• Usage & technical data: logs, IP address, browser/device type, API request metadata, and security/rate-limit signals.
• Communications: support messages and emails you send to us.

3. How we use data

• Provide, secure, and improve the service — including AI-assisted interviews, analysis, and integrations.
• Authenticate users, enforce plan limits, prevent abuse, and comply with legal obligations.
• Send transactional emails (invites, verification, analysis notifications) when enabled by your workspace.
• Respond to support requests and product communications you opt into.

4. Legal bases (EEA/UK)

Where applicable, we process personal data on the basis of contract performance (providing the service), legitimate interests (security, product improvement, fraud prevention), consent (where required for marketing cookies or optional features), and legal obligation.

5. Sharing & subprocessors

We do not sell personal data. We share data with infrastructure and service providers that help us operate KogniFeed (hosting, email delivery, AI inference, storage) under contractual safeguards, only as needed to deliver the service. Our customers control most participant and CRM content in their workspace.

6. Roles: controller and processor

When you use KogniFeed for your organization’s interviews and CRM programs, you are typically the data controller (or equivalent under KVKK/GDPR) for participant and contact personal data. KogniFeed acts as a data processor, processing that data on your instructions to provide the service. This policy describes KogniFeed’s practices as a service provider; you remain responsible for your own privacy notices, legal bases, and consents toward participants and CRM contacts.

7. CRM, invitations, and external systems

KogniFeed includes a workspace CRM, personalized invite links, optional invite emails sent from KogniFeed, and a REST API to sync contacts and retrieve invite or session status. You may connect your own systems (CRM, ERP, onboarding flows, or event pipelines) to these features.

• You are responsible for ensuring that contacts you upload or sync, invitations you send, and interview data you export or push to third-party systems are collected and used lawfully — including providing required notices (e.g. KVKK clarification text, GDPR privacy information) and obtaining valid consent where required.
• Invite emails are sent from KogniFeed’s configured email domain on your behalf; message content you customize is under your control, but delivery infrastructure is ours.
• If you transfer data from KogniFeed to external CRM or marketing tools (via API, export, or your own integration), you are responsible for that transfer, the security of credentials on your side, and compliance of the receiving system.
• Free-text chat, transcripts, and optional voice or rich media may contain special-category or sensitive information that participants choose to disclose. You should not forward raw participant content to external systems without assessing necessity, minimization, and legal basis.

8. Retention

We retain data for as long as your workspace account is active and as needed to provide the service, resolve disputes, and meet legal requirements. You may request deletion of account data subject to applicable law and legitimate retention needs (e.g. billing records).

9. International transfers

KogniFeed and our subprocessors may process data in Türkiye, the European Economic Area, the United States, or other countries. If data is processed outside your country, we use appropriate safeguards such as standard contractual clauses or equivalent mechanisms where required.

If you instruct us — for example by using the API or CRM features — to process data that you then transfer to third-party services whose servers are abroad (such as global CRM or analytics platforms), that onward transfer is made under your direction as controller. You must ensure appropriate notices, legal bases, and cross-border transfer mechanisms (including KVKK Article 9 or GDPR Chapter V requirements) are in place for your participants and contacts.

10. Your rights

Depending on your location, you may have rights to access, correct, delete, restrict, or port your personal data, and to object to certain processing. Contact us to exercise these rights. You may also lodge a complaint with your local supervisory authority.

11. Security

We implement technical and organizational measures designed to protect data, including encryption in transit, access controls, and monitoring. Integration API keys issued by KogniFeed are stored using one-way hashing; plaintext keys are shown only once at creation. No method of transmission or storage is 100% secure.

You must keep your KogniFeed API keys, admin credentials, and any secrets in your integration stack confidential. A compromise of your systems or keys may allow access to participant and CRM data in your workspace.

12. Children

KogniFeed is not directed at children under 16. We do not knowingly collect personal data from children.

13. Changes

We may update this policy from time to time. We will post the revised version on this page and update the “Last updated” date.

14. Contact

For privacy questions or requests, email hello@kognifeed.com.