Security
Local-first by design.
Meeting audio and transcripts are stored locally by default. If you enable a cloud AI provider, relevant meeting context is sent to your selected provider according to its policies.
Where your data lives
| Data | Where it is stored | Leaves your device? |
|---|---|---|
| Meeting audio | Your device | No |
| Transcripts and history | Local database on your device | No |
| Preparation documents | Extracted text on your device | Only relevant excerpts, only to your selected AI provider, and never sources marked confidential unless you allow it |
| Recent transcript excerpts | Your device | Sent to your selected AI provider when generating a suggestion |
| AI provider API keys | Operating-system keychain (macOS Keychain / Windows Credential Manager) | Only to that provider, to authenticate |
| Account, license and device records | Cognito CX account service | Yes — email, name, plan, device identifiers |
Cloud AI boundary
When you enable a cloud provider (OpenAI, Anthropic or OpenRouter), Cognito CX sends that provider the minimum context needed for a suggestion: the detected questions, recent transcript lines, your meeting brief and the preparation excerpts that matched. That provider processes it under its own terms and data policies. The privacy indicator in the app always shows which provider is receiving context. With no provider configured, suggestions come only from your verified preparation and nothing is sent.
Credentials
API keys are written to the operating-system keychain and are never displayed again in the app, written to logs, or sent to Cognito CX servers. Account sessions on this website use secure, HTTP-only cookies.
Telemetry
Administrative analytics are limited to counts and timings (for example, meetings started, suggestions shown, provider errors). They never contain audio, transcripts, suggested answers, preparation content or participant details.
Retention
Local history is kept until you delete it, subject to your plan’s visible-history window. Deleting a meeting removes its transcript, suggestions and report from your device. Account data is retained while your account is active and deleted on request.
Screen sharing
Privacy controls are available where supported and tested. Capture-exclusion behavior varies by operating system and screen-sharing method. The app reports capture exclusion as Verified only for combinations confirmed by a receiver-side test, Unverified otherwise, and Unsupported where the operating system declines. It does not prevent capture by external cameras, some recording tools, or capture methods that ignore the operating-system setting.
Consent
Many jurisdictions require you to inform participants, or obtain their consent, before recording or transcribing a conversation. Cognito CX does not replace that obligation, and capture exclusion is not a consent mechanism.
Account platform
Organization data is isolated per tenant and every request is authorized on the server by role: Super Admin, Platform Admin, Agency Owner, Organization Admin, Team Manager and User. Administrative actions are written to an audit log.
Reporting a vulnerability
Please report security issues through the contact form with “Security” in the message. We do not currently hold third-party security certifications.