Terms of service

CognaOne Terms of Service

Effective date: 18 October 2026

1. Acceptance of Terms

By accessing or using the CognaOne platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these Terms, and "you" refers to both you individually and the organisation.

If you do not agree to these Terms, you must not access or use the Service. Your continued use of the Service after any modifications to these Terms constitutes acceptance of those modifications.

2. Description of Service

CognaOne provides an active governance platform for AI in regulated organisations. The Service includes:

• An AI register that records AI systems, models and agents, including AI inside vendor software, with their owners, risk classification and the controls that apply.
• Risk, control and assurance management, including control libraries mapped to regulatory frameworks and the evidence collected against them.
• Governed state and conflict detection, which record the facts an agent relies on with their sources and surface disagreements between sources before an action is taken.
• Approval of agent involvement, including an action gate that evaluates a proposed agent action against the policy the Customer has configured and returns allow, warn, defer (for approval or more information) or block.
• Decision receipts and an append-only audit trail recording what was proposed, what was known and which rule applied.
• Application programming interfaces (APIs) and a Model Context Protocol (MCP) server for connecting agents and systems to the Service, and a sandbox environment for exploring it.

The Service supports governance decisions made by the Customer. It does not guarantee that any AI system will act correctly, and responsibility for configuring policies, approving actions and relying on outputs remains with the Customer.

Product screens shown on the CognaOne website use sample data, including fictional organisations and figures. Features, modules and layouts change as the Service develops, and the current release may differ from what is shown.

3. Eligibility

You must be at least 18 years old (or the age of majority in your jurisdiction) to use the Service. By using the Service, you represent that you meet this requirement. If you are under 18, you may not create an account or use the Service.

4. Account Registration and Security

To access certain features of the Service, you must register for an account. You agree to:

• Provide accurate, current and complete information during registration.
• Maintain and promptly update your account information to keep it accurate and complete.
• Maintain the security and confidentiality of your login credentials and API keys.
• Accept responsibility for all activities that occur under your account.
• Notify CognaOne immediately at contact@cognaone.com if you suspect any unauthorised use of your account.

CognaOne reserves the right to suspend or terminate accounts that violate these Terms or that we reasonably believe have been compromised.

5. Acceptable Use

You agree not to use the Service to:

1. Violate any applicable law, regulation or third-party right.
2. Transmit any malware, virus or other harmful code.
3. Attempt to gain unauthorised access to any part of the Service, other accounts or connected systems.
4. Interfere with or disrupt the integrity or performance of the Service.
5. Develop a competing product or service.
6. Reverse engineer, decompile or disassemble any aspect of the Service except as permitted by applicable law.
7. Scrape, crawl or use automated means to access the Service beyond the provided APIs.
8. Circumvent any rate limits, access controls or security measures.
9. Store or transmit content that is unlawful, defamatory or infringes intellectual property rights.
10. Use the Service in any manner that could damage, disable, overburden or impair the Service.

CognaOne reserves the right to investigate and take appropriate action against anyone who, in CognaOne's sole discretion, violates this section, including removing content, suspending or terminating accounts, and reporting to law enforcement.

6. API Usage and Rate Limits

Access to the CognaOne API is subject to rate limits and usage quotas as described in the API documentation. You agree to:

• Comply with all documented rate limits and usage restrictions.
• Implement appropriate retry logic and backoff strategies in your integrations.
• Not share API keys or access tokens with unauthorised parties.
• Rotate API keys periodically and immediately revoke compromised keys.

CognaOne may modify rate limits or usage quotas at any time. We will provide reasonable notice of material changes through the API documentation or by email.

7. Intellectual Property

The Service, including all software, algorithms, designs, text, graphics and documentation, is owned by CognaOne and is protected by copyright and other intellectual property laws. The CognaOne and Cogna8 names and logos belong to CognaOne & Cogna8.ai.

Subject to these Terms, CognaOne grants you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes. This licence does not include the right to sublicense, modify, adapt or create derivative works of the Service.

8. Customer Data and Ownership

Your data belongs to you. CognaOne makes the following commitments regarding your data:

1. Ownership: You retain all rights, title and interest in the records you hold in the Service, including AI systems, risks, controls, evidence, approvals, governed state, audit trail entries, policy configurations and any other data you submit ("Customer Data").
2. Limited licence: You grant CognaOne a limited licence to process Customer Data solely to provide and improve the Service.
3. No training: CognaOne will not use your Customer Data to train machine learning models or for any purpose unrelated to providing the Service to you.
4. Portability: You may export your Customer Data at any time through the API or by contacting contact@cognaone.com.
5. Deletion: On account termination, Customer Data will be available for export for 30 days, after which it will be permanently deleted from production systems within 90 days (backup purge cycle).

9. Service Levels and Availability

CognaOne strives to maintain high availability of the Service. However, the Service is provided on an "as available" basis. We do not guarantee uninterrupted or error-free operation. Scheduled maintenance windows will be communicated in advance where practicable.

Enterprise customers with a separate Service Level Agreement (SLA) are governed by the terms of that agreement with respect to uptime commitments and remedies.

10. Fees and Payment

Certain features of the Service may require payment of fees. All fees are stated in Australian dollars (AUD) unless otherwise specified. You agree to pay all applicable fees in accordance with the pricing plan you select. Fees are non-refundable except as required by law or as expressly stated in these Terms.

CognaOne may change pricing at any time on 30 days' written notice. Continued use of the Service after a pricing change constitutes acceptance of the new pricing.

11. Confidentiality

Each party agrees to hold in confidence and not disclose to any third party any Confidential Information of the other party, except as expressly permitted in these Terms. "Confidential Information" means any non-public information disclosed by one party to the other that is designated as confidential or that reasonably should be understood to be confidential, including Customer Data, API keys, security configurations and business plans.

Confidential Information does not include information that: (a) is or becomes publicly known through no fault of the receiving party; (b) was known to the receiving party before disclosure; (c) is independently developed by the receiving party without reference to the disclosing party's Confidential Information; or (d) is lawfully received from a third party without restriction.

12. Warranties and Disclaimers

CognaOne warrants that the Service will perform materially in accordance with the applicable documentation. If the Service does not conform to this warranty, your exclusive remedy is for CognaOne to use commercially reasonable efforts to correct the non-conformity.

Except for the express warranty above, the Service is provided "as is" and "as available" without warranty of any kind, whether express, implied, statutory or otherwise. CognaOne specifically disclaims all implied warranties of merchantability, fitness for a particular purpose, title and non-infringement. CognaOne does not warrant that the Service will be uninterrupted, error-free or completely secure. No advice or information, whether oral or written, obtained from CognaOne shall create any warranty not expressly stated in these Terms.

Nothing in these Terms excludes, restricts or modifies any right or remedy, or any guarantee, warranty or other term or condition, implied or imposed by the Australian Consumer Law or any other legislation that cannot lawfully be excluded or limited.

13. Limitation of Liability

To the maximum extent permitted by applicable law, in no event shall CognaOne, its directors, employees, agents or licensors be liable for any indirect, incidental, special, consequential or punitive damages, including but not limited to loss of profits, data, business opportunities or goodwill, arising out of or related to your use of or inability to use the Service, regardless of the cause of action or the theory of liability, even if CognaOne has been advised of the possibility of such damages.

CognaOne's total aggregate liability arising out of or related to these Terms or the Service shall not exceed the greater of: (a) the amounts paid by you to CognaOne in the twelve (12) months preceding the claim; or (b) one hundred Australian dollars (AUD $100).

Some jurisdictions do not allow the exclusion or limitation of incidental or consequential damages, so the above limitations may not apply to you. In such jurisdictions, CognaOne's liability is limited to the fullest extent permitted by law.

14. Indemnification

You agree to indemnify, defend and hold harmless CognaOne, its officers, directors, employees and agents from and against any claims, damages, losses, liabilities, costs and expenses (including reasonable legal fees) arising out of or related to: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any third-party rights; or (d) your Customer Data.

15. Term and Termination

These Terms are effective from the date you first access the Service and continue until terminated. Either party may terminate these Terms at any time by giving written notice to the other party.

On termination:

• Your right to access and use the Service will cease immediately.
• You will have a 30-day export window to retrieve your Customer Data through the API or by contacting contact@cognaone.com.
• After the export window, Customer Data will be permanently deleted from production systems. Backup copies will be purged within 90 days.
• Sections that by their nature should survive termination (including Intellectual Property, Limitation of Liability, Indemnification and Governing Law) will survive.

CognaOne may suspend or terminate your access immediately if you breach these Terms or if required by law.

16. Modifications to the Service

CognaOne reserves the right to modify, suspend or discontinue the Service (or any part of it) at any time, with or without notice. We will use reasonable efforts to give advance notice of material changes. CognaOne shall not be liable to you or any third party for any modification, suspension or discontinuation of the Service.

17. Modifications to Terms

CognaOne may modify these Terms at any time by posting the updated Terms on the Service. Material changes will be communicated by email or a prominent notice on the Service at least 30 days before they take effect. Your continued use of the Service after the effective date of any modification constitutes acceptance of the modified Terms.

18. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of New South Wales, Australia, without regard to its conflict of law provisions. Any dispute arising out of or in connection with these Terms shall be resolved as follows:

1. Negotiation: The parties shall first attempt to resolve the dispute through good-faith negotiation for a period of 30 days.
2. Mediation: If negotiation fails, the dispute shall be submitted to mediation administered by the Australian Disputes Centre (ADC) in Sydney, Australia.
3. Litigation: If mediation fails, the dispute may be brought before the courts of New South Wales, Australia, and each party irrevocably submits to the exclusive jurisdiction of those courts.

19. General Provisions

Entire Agreement. These Terms, together with any applicable SLA or order form, constitute the entire agreement between you and CognaOne regarding the Service and supersede all prior agreements and understandings.

Severability. If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions continue in full force and effect.

Waiver. The failure of CognaOne to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.

Assignment. You may not assign or transfer these Terms without CognaOne's prior written consent. CognaOne may assign these Terms without restriction.

Force Majeure. CognaOne shall not be liable for any failure or delay in performance due to causes beyond its reasonable control, including natural disasters, acts of government, pandemic, war, terrorism, labour disputes, power failures or internet disruptions.

Names. CognaOne and Cogna8.ai are names for the same business and platform. References to Cogna8 in these Terms, earlier terms, correspondence or documentation refer to CognaOne.

Notices. Notices to CognaOne should be sent to contact@cognaone.com. Notices to you will be sent to the email address associated with your account.

No Third-Party Beneficiaries. These Terms do not confer any rights or remedies on any third party.

20. Contact

If you have any questions about these Terms, please contact us at contact@cognaone.com.