Controller & Contact Information
Data Controller
Cognia AI LLC
Texas, United States
Registered Office: Virtual
Privacy / Data Protection Contact
Email: info@benian.ai
What Data We Collect
We may collect the following types of personal data, depending on your interaction with us:
| Category | Data Types |
|---|---|
| Account & Identity | Name, username, email address, password (hashed), profile info |
| Contact & Communication | Email, phone number, mailing address |
| Usage & Analytics | IP address, device identifiers, browser, OS, pages visited, timestamps |
| Service Input | Text, documents, media, prompts you submit |
| Payment & Billing | Payment method (masked), billing address, transaction history |
| Support & Feedback | Support tickets, chat transcripts, user comments |
We may also derive or infer additional information (e.g. usage patterns, preferred settings).
How We Use Your Data
We use your personal data for the following purposes:
- To provide, maintain, improve, and operate our Services
- To verify your identity, manage user accounts, and authenticate logins
- To process payments, manage billing, subscriptions, and refunds
- To communicate with you (email newsletters, announcements, support)
- To analyze usage, detect anomalies, understand trends, and optimize performance
- To personalize content, features, and recommendations
- To enforce our Terms of Use, prevent fraud or misuse, and protect security
- To comply with legal obligations and respond to lawful requests
- For internal research and development purposes
We will always strive to limit usage to what is necessary for these purposes.
Legal Basis for Processing
Where applicable under European data protection law, our legal bases include:
- Consent — when you explicitly opt-in (e.g. newsletters, cookies)
- Contract / Performance of a contract — to deliver Services you request
- Legitimate interests — for analytics, fraud detection, site security, improving Services (balanced with your rights)
- Legal obligation — where required by law
- Vital interests — in rare cases such as emergencies
Cookies & Tracking Technologies
We and our partners use cookies and similar technologies (e.g. web beacons, local storage) to:
- Remember your preferences and settings
- Provide analytics, usage statistics, and performance insights
- Serve targeted or contextual advertising (if relevant)
- Enable certain features (e.g. "remember me", auto-login)
You can manage or disable cookies via your browser or device settings, but note that disabling some cookies may reduce functionality or degrade your experience.
Data Sharing & Disclosure
We may share your personal data under the following circumstances:
- With service providers / subprocessors — e.g. hosting, payment processors, analytics, customer support — under contract with confidentiality and data protection obligations
- Third-party APIs / integrations — if you connect third-party services to your account (you control what is shared)
- Aggregated / anonymized data — which cannot reasonably identify individuals
- Business transfers — in context of mergers, acquisitions, or sale of assets (with protections)
- Legal or regulatory requests — when required by law, court order, or to enforce rights
- To protect rights & safety — e.g. to prevent fraud, abuse, or security violations
We will not sell your personal information to third parties.
We do not share, sell, rent or provide your mobile phone number, text messaging opt-in data or consent to third parties or affiliates for marketing or promotional purposes. Your consent to receive texts applies only to Benian Technologies.
All of the sharing categories above exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, except the aggregators and providers that deliver our text messages.
Google User Data
This section applies only to the Benian client portal at app.benian.ai, and only where a client has connected their own Google account to it from the portal's integrations page. If you have not connected a Google account, none of the following applies to you.
What we access
Only while a member of that client is looking at that tool's page in the portal, we read: the sender, subject and date of recent Gmail messages, and never the body of a message; upcoming events on the primary Google Calendar; the name, type and last modified time of recently changed Google Drive files, and never their contents; the title and text of a Google Doc the client names; the values in a spreadsheet range the client names; active users and sessions from Google Analytics; the search queries that brought clicks and impressions from Search Console; and the business listings the connected account administers.
What we write, and only when asked
A member of the client can ask the portal to send one plain text message from Gmail, mark one message as read, add one Google Calendar event, create one Google Doc, append text to a document, append a row to a spreadsheet, or post one public reply to a review. Nothing is written on a schedule and nothing is written without somebody at the client pressing the control that does it.
What we store
None of the Google data listed above is copied into our database. It is fetched to draw the page and it is gone when the page is. There is no cache and no scheduled retrieval. The only Google derived value we hold at rest is the access credential the client issued, which is encrypted, and which the client can withdraw at any time from the portal's integrations page or from their Google Account permissions page.
What we never do
Google user data is never sold, never shared or used for advertising, never used to train generative artificial intelligence or machine learning models, and never transferred to a third party except where required by law. It is shown to that client and to nobody else.
Benian's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
International Transfers
Because we may host or process your data using cloud services or servers located in different countries (e.g. United States, Turkey, EU), your data may be transferred outside your home jurisdiction. Where transfers occur, we will ensure appropriate safeguards are in place (e.g. Standard Contractual Clauses, EU adequacy, etc.) to protect your rights.
Data Retention
We retain personal data no longer than necessary for the purposes for which it was collected or as required by law. Retention periods vary by data category (e.g. account data while account is active, transactional data for tax compliance). We also periodically delete, anonymize, or archive data as appropriate.
Your Rights & Controls
Depending on your jurisdiction, you may have the following rights:
- Right to access your personal data
- Right to rectify / correct inaccurate or incomplete data
- Right to delete your data (right to be forgotten), subject to legal limits
- Right to restrict or object to certain processing
- Right to data portability
- Right to withdraw consent (for consent-based processing)
- Right to lodge a complaint with a supervisory authority
You may exercise these rights by contacting us at info@benian.ai. We may request proof of identity before fulfilling certain requests.
You may also: Unsubscribe from marketing emails, disable cookies and trackers (via browser settings), delete or deactivate your account (subject to consequences for access).
Security
We take reasonable technical, administrative, and organizational measures designed to protect your data from unauthorized access, disclosure, alteration, or destruction. These measures include:
- Encryption in transit (e.g. TLS / HTTPS)
- Encryption or hashing of stored sensitive data (e.g. passwords)
- Access controls, least privilege, internal audits
- Regular security assessments, vulnerability scans, updates
- Incident response procedures and breach notification
While we strive for strong security, no system is perfect. In case of a data breach, we will follow legal obligations to notify affected users and authorities.
Children & Minors
Our Services are not intended for children under the age of 13 (or higher threshold under local law). We do not knowingly collect personal data from children without parental consent. If you believe we have collected data from a minor, please contact us to request deletion.
Third-Party Links & Embedded Content
Our Services may include links to external websites, embedded content, or third-party services (e.g. social media, analytics, maps). We are not responsible for the privacy practices of those external sites. We encourage you to review their privacy policies.
Changes to the Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in practices, features, legal requirements, or new technology. We will post the updated policy on our website with a new "Last updated" date and, where appropriate, notify you (e.g. via email). Your continued use after modifications means you accept the revised policy.
Disclaimer & Liability
To the maximum extent permitted by law, we disclaim liability for losses, damages, or claims arising from the use (or inability to use) the Services or third-party links, except where liability cannot be excluded under applicable law. This policy does not create contractual rights beyond those in our Terms of Use.
Appointment Messages & Optional Calls
When available, this optional Benian Technologies program provides appointment reminders and scheduling updates to people who separately opt in. We will use your phone number, appointment details, messages and replies, and consent or opt-out records for that purpose. Message frequency varies with bookings and replies. Message and data rates may apply.
This SMS choice does not authorize promotional texts. Optional AI-assisted inquiry or appointment calls require a separate call-consent choice; we will use contact details, consent records and relevant conversation outcomes for that requested purpose. A booking, general terms acceptance or marketing-cookie choice alone does not supply either permission.
Once the text program is active, reply STOP to stop texts or HELP for help. You can also contact info@benian.ai about your preferences or withdrawing call consent. Stopping texts or calls does not cancel your appointment. These records follow the retention and rights provisions above. See our appointment-text terms.