1 · Who we are
This notice is issued by Activénse™ Holistic Solutions Private Limited, Pune, Maharashtra, India, in respect of the Cognitrion™ product and the website at cognitrion.ai. It is specific to Cognitrion and does not cover our other products.
Grievance / Data Protection Officer: the officer responsible for personal-data matters can be reached at info@cognitrion.ai, marked for the attention of the Data Protection Officer, or by post at the registered office in Pune. We respond to data-principal requests within the period required by the Digital Personal Data Protection (DPDP) Act, 2023.
2 · What we collect, and why
| Context | What is collected | Why | Where it is held |
|---|---|---|---|
| This website | Only what you type into the demonstration-request form: name, email address, organisation, telephone number and role. | To contact you about the clinical demonstration you requested. | Our lead records. Not sold, not shared for marketing. |
| Clinical edition (software installed at a clinic) | Patient details entered by the clinician, the speech recording, the transcript, and the resulting assessment. | To produce the assessment and the clinical report the clinician has asked for. | On the clinic's own machine. We do not receive it. |
| Hosted demonstration (app.cognitrion.ai) | Whatever is entered during a demonstration session. Intended for synthetic or dummy patients. | To let clinicians evaluate the product. | On our demonstration server. Records are retained only where the person running the session gave the storage consent shown at intake. |
3 · Consent
Before any assessment begins, the software asks for consent separately for: carrying out the assessment, storing the record, and optional use for research. Storage does not happen without the storage consent — including for the audio recording, which is treated as sensitive personal data. Refusal is recorded as a refusal; it does not silently proceed.
4 · Audio recordings
A voice recording identifies the person who made it, so we treat it with the same care as the rest of the clinical record. Where a recording is stored, it is stored with a cryptographic checksum, so that any later alteration of the file can be detected. Recordings are not used to train models, and are not transferred to third parties.
5 · Third parties
The clinical edition is designed to work without sending clinical content to any third party. The hosted demonstration may use a cloud speech-recognition service to convert speech to text quickly; where it does, the interface says so on screen, and that lane is labelled for synthetic and dummy patients only. Website analytics, if any, do not receive clinical content.
6 · Retention
Demonstration-request details are kept only as long as the enquiry is live, and deleted on request. Clinical records in an installed edition are under the control of the clinic, not us; retention follows that clinic's policy and the applicable medical-records rules.
7 · Your rights
Under the DPDP Act, 2023 you may ask us for access to, correction of, or erasure of your personal data, withdraw a consent you have given, nominate another person to exercise your rights, and raise a grievance. Write to info@cognitrion.ai. If you are dissatisfied with our response, you may approach the Data Protection Board of India.
8 · Changes
If this notice changes materially, the revised version will be posted here with a new date, and anyone with an active enquiry will be told.