Terms and Conditions

1. Service Description

1.1 What Cogniflock Provides

Cogniflock is a software-as-a-service (SaaS) platform that analyzes Slack workspace communications to provide insights about team collaboration, engagement, and communication effectiveness. Our services include:

Sentiment Analysis

Uses OpenAI's API to analyze team communication sentiment and emotional trends over time.

Engagement Analytics

Our proprietary algorithms measure team participation, activity levels, and collaboration patterns.

Communication Clarity

OpenAI API assessment of message clarity, complexity, and communication effectiveness.

Network Analysis

Our custom algorithms visualize team relationships, influence patterns, and communication bottlenecks.

Topic Clustering

OpenAI API automatically categorizes discussions into business-relevant topic areas.

Tone Analysis

OpenAI API evaluates communication tone including formality, collaboration, and urgency levels.

1.2 Service Dependencies and Limitations

• Slack Integration Required: Cogniflock requires integration with Slack and cannot function independently
• OpenAI API Dependency: Core analysis features depend on OpenAI's API availability and performance
• Third-Party Service Risks: Service interruptions may occur due to Slack or OpenAI API outages
• Analysis Accuracy: Results depend on data quality, volume, and OpenAI model performance
• Processing Delays: Analysis may have delays during high-usage periods or third-party service limitations
• Data Requirements: Some features require minimum data thresholds to function effectively

2. Account Registration and Access

2.1 Account Creation

• You must have administrator privileges in your Slack workspace to install Cogniflock
• You must provide accurate and complete information during registration
• You are responsible for maintaining the confidentiality of your account credentials
• One account per organization; multiple users can access through role-based permissions

2.2 Authorized Use

• You must have proper authorization to connect your organization's Slack workspace
• You represent that you have the right to access and analyze the communication data
• You agree to comply with your organization's internal policies regarding data analysis
• You will not use the service for any unlawful or unauthorized purpose

3. Slack Integration and Permissions

3.1 Required Permissions

To provide our services, Cogniflock requires the following Slack permissions:

• channels:read - Access channel information and metadata
• channels:history - Read message content from public channels where bot is added
• groups:read - Access private channel information where bot is invited
• groups:history - Read message content from private channels where bot is invited
• users:read - Access user profile information for network analysis
• reactions:read - Read message reactions for engagement analysis

3.2 Data Access Control

• You control which channels our bot can access by inviting/removing it from channels
• We only analyze data from channels where our bot is explicitly added
• You can revoke access at any time by removing the bot or disconnecting the integration
• Private channels and direct messages require explicit invitation to be analyzed

4. Acceptable Use Policy

4.1 Permitted Uses

• Analyzing team communication patterns to improve collaboration
• Monitoring team engagement and sentiment for management purposes
• Identifying communication bottlenecks and inefficiencies
• Generating reports for organizational development and HR purposes
• Benchmarking communication effectiveness across teams

4.2 Prohibited Uses

• Individual Surveillance: Using insights to monitor or discipline individual employees
• Harassment: Using data to harass, discriminate, or retaliate against team members
• Data Misuse: Sharing sensitive communication insights outside your organization
• Reverse Engineering: Attempting to reverse engineer our AI models or algorithms
• Competitive Intelligence: Using our service to analyze competitors' communications
• Legal Violations: Any use that violates applicable laws or regulations

5. Beta Access and Pricing

5.1 Beta Program Structure

5.2 Pricing Structure

• Custom pricing based on team size and specific requirements
• Pricing determined during demo consultation process
• Early adopter discounts available during beta period
• Pricing locks in for the first 12 months upon agreement
• All pricing communicated transparently before service activation

5.3 Billing Terms

• Monthly recurring billing based on agreed pricing
• All fees are non-refundable except as required by law
• Price changes require 30 days advance notice
• Failed payments may result in service suspension after 7 days
• Beta customers receive grandfathered pricing protection

5.4 Demo and Trial Process

• Demo consultation required before service activation
• Trial period duration determined based on team size and needs
• No commitment required during evaluation period
• Trial data and insights are retained upon subscription
• Custom onboarding and setup included in beta program

6. Data Ownership and Usage Rights

6.1 Your Data Ownership

• You retain ownership of all data from your Slack workspace
• We process your data solely to provide analytics services
• You can export analytics results and reports at any time
• Data deletion requests will be honored within 30 days

6.2 Our Usage Rights

• Right to process your data to provide contracted services
• Right to use anonymized, aggregated data for service improvement
• Right to generate insights and recommendations based on your data
• No right to share, sell, or use your data for other purposes

6.3 Analytics Results

• You own all analytics results and insights generated from your data
• You may use insights for internal business purposes
• You may share aggregated insights externally (without individual identifiers)
• We retain analytics metadata to provide historical trending

7. Service Availability and Support

7.1 Service Level Agreement

• Planned Maintenance: Scheduled during off-peak hours with 24-hour notice
• Data Processing: Real-time analysis with up to 15-minute delays during peak usage
• Support Response: 24-48 hours for standard support, 4 hours for enterprise

7.2 Support Channels

• Email support for all plans
• Knowledge base and documentation
• Video tutorials and best practices guides
• Dedicated customer success manager for enterprise plans

8. Intellectual Property Rights

8.1 Cogniflock Intellectual Property

• Our custom network analysis algorithms and proprietary software code are owned by Cogniflock
• Our brand, trademarks, user interface, and copyrighted materials are protected
• You may not reverse engineer, decompile, or create derivative works of our proprietary code
• Limited license granted solely for authorized use of our services

8.2 Third-Party Dependencies

• OpenAI: We use OpenAI's API and models - we do not own or control these services
• Slack API: Data collection relies on Slack's API and terms of service
• Other Services: Cloud hosting, databases, and other third-party components
• Your use is subject to all applicable third-party terms and conditions
• We are not responsible for third-party service availability, performance, or policy changes
• Third-party service interruptions may affect our service functionality

9. Privacy and Data Protection

9.1 Privacy Compliance

• We comply with GDPR, CCPA, and other applicable privacy laws
• Our detailed Privacy Policy governs data collection and processing
• You have rights to access, modify, and delete your personal data
• Data processing agreements available for enterprise customers

9.2 Security Dependencies

• We implement HTTPS encryption for data transmission
• Database security relies on our hosting providers' measures
• OpenAI API security is governed by OpenAI's security policies
• Slack data access security follows Slack's API security standards
• We cannot guarantee security beyond our direct operational control

10. Limitation of Liability

10.1 Service Disclaimers

• Services provided "as is" without warranties of any kind
• We do not guarantee OpenAI API analysis accuracy or availability
• Analysis results depend on third-party AI services beyond our control
• Insights are for informational purposes and should not be the sole basis for business decisions
• We are not responsible for decisions made based on our analytics
• Third-party service outages or changes may affect our service functionality

10.2 Liability Limits

• Our total liability is limited to the amount paid for services in the preceding 12 months
• We are not liable for indirect, incidental, or consequential damages
• We are not liable for data loss, business interruption, or lost profits
• Some jurisdictions may not allow these limitations

11. Termination

11.1 Termination by You

• You may cancel your subscription at any time through your account settings
• Cancellation takes effect at the end of the current billing period
• No refunds for partial billing periods
• Data export available for 90 days after cancellation

11.2 Termination by Us

We may terminate your account for:

• Violation of these Terms of Service
• Non-payment of fees after 30-day notice
• Misuse of the service or prohibited activities
• Legal or regulatory requirements

11.3 Effect of Termination

• Immediate cessation of service access
• Data deletion within 90 days unless legally required to retain
• Survival of payment obligations, confidentiality, and limitation of liability clauses

12. Changes to Terms

12.1 Modification Process

• We may update these terms to reflect service changes or legal requirements
• Material changes will be communicated via email and platform notifications
• 30-day notice period before changes take effect
• Continued use after notice period constitutes acceptance

12.2 Version Control

• Previous versions available upon request
• Change log maintained for transparency
• Effective date clearly marked on each version

13. Dispute Resolution

13.1 Governing Law

These terms are governed by the laws of Serbia, without regard to conflict of law principles.

13.2 Dispute Resolution Process

• Direct Negotiation: Good faith attempt to resolve disputes directly
• Mediation: Non-binding mediation if negotiation fails
• Arbitration: Binding arbitration for unresolved disputes
• Class Action Waiver: Individual disputes only, no class actions

14. Miscellaneous

14.1 Entire Agreement

These Terms of Service, together with our Privacy Policy and any additional agreements, constitute the entire agreement between you and Cogniflock.

14.2 Severability

If any provision of these terms is found unenforceable, the remaining provisions will remain in full force and effect.

14.3 Assignment

• You may not assign these terms without our written consent
• We may assign these terms in connection with a merger, acquisition, or sale of assets

14.4 Force Majeure

Neither party is liable for delays or failures due to circumstances beyond reasonable control, including natural disasters, government actions, or third-party service outages.

15. Contact Information

Questions About These Terms

If you have questions about these Terms of Service, please contact us:

Business Hours

Monday - Friday, 9:00 AM - 6:00 PM CET