Privacy Policy – Cognidots Solutions

Effective Date: April 24, 2026

1. Introduction

Cognidots Solutions (“Cognidots”, “we”, “our”, or “us”) provides a WhatsApp-based appointment booking and customer interaction platform for businesses such as clinics, salons, and service providers.

This Privacy Policy explains how we collect, use, store, and protect personal information when users interact with businesses through our platform.

2. Information We Collect

We may collect the following types of information:

a. Information provided by users

• Name
• Phone number (via WhatsApp interaction)
• Appointment details (date, time, service selected)
• Any additional information voluntarily entered in forms

b. Information collected automatically

• Device/browser information
• Interaction data within the booking interface
• Logs related to message delivery and system performance

c. WhatsApp-related data

When users interact via WhatsApp, we process:

• Phone number
• Messages exchanged with the business
• Booking confirmations and updates

3. How We Use Information

We use the collected data to:

• Enable appointment booking and confirmations
• Send transactional messages (e.g., confirmations, reminders, updates) via WhatsApp
• Improve user experience and service performance
• Provide support and troubleshoot issues
• Ensure compliance with applicable laws and platform policies

We do not send unsolicited promotional messages without user consent.

4. WhatsApp Communication

Our platform uses WhatsApp to facilitate communication between businesses and their customers.

• Messages are user-initiated or directly related to a user action (e.g., booking a session)
• Messages are transactional in nature (e.g., confirmations, reminders)
• We comply with WhatsApp Business Platform policies

5. Data Sharing

We do not sell personal data.

We may share data only in the following cases:

• With the business the user is interacting with (e.g., clinic/salon)
• With service providers (hosting, infrastructure, messaging providers)
• When required by law or legal process

Law Enforcement & Public Authority Requests

In the event that we receive requests for user data from public authorities or law enforcement, we adhere to the following policies:

• Legality Review: We strictly review the legality of all requests and require a valid, binding legal demand (e.g., a subpoena, court order, or search warrant) before disclosing any data.
• Challenging Unlawful Requests: We will challenge requests if we believe they are unlawfully broad, vague, or lack a proper legal basis.
• Data Minimization: If compelled to disclose information, we practice data minimization by providing only the precise, minimum amount of data required to satisfy the specific legal demand.
• Documentation & Logging: We maintain documentation of all public authority requests, including our response, legal reasoning, and the actors involved.

6. Data Storage and Security

• Data is stored securely using industry-standard practices
• Access is restricted to authorized personnel only
• We implement safeguards to prevent unauthorized access, misuse, or disclosure

7. Data Retention

We retain data only as long as necessary to:

• Provide services
• Meet legal and regulatory requirements

Users may request deletion of their data (see Section 9).

8. User Consent

By using our services or interacting via WhatsApp:

• Users consent to receiving messages related to their bookings
• Users provide information voluntarily

9. User Rights

Users may:

• Request access to their data
• Request correction of inaccurate data
• Request deletion of their data

To make a request, contact us at: dheeraj@cognidots.com

10. Third-Party Services

Our platform may integrate with third-party services (e.g., WhatsApp, hosting providers). These services have their own privacy policies. We are not responsible for the privacy practices of third-party platforms.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

12. Contact Us

For any questions or concerns regarding this Privacy Policy, please contact:

13. Compliance Statement

Cognidots Solutions is committed to complying with applicable data protection laws and WhatsApp Business Platform policies, ensuring secure and responsible handling of user data.