Privacy policy
Version: privacy-2026-10-10.1
Effective date: 10 October 2026
Coglen stores your private study records and the study materials you supply to support practice and progress. When you use Coglen through a connected AI assistant, Coglen returns information to that assistant to support your requests. Other learners cannot access your private study records through Coglen.
Service operator
Windy Road Technology Pty Limited operates Coglen in Australia. For privacy questions, email privacy@coglen.ai.
What we collect
Your account
Coglen uses Clerk for sign-in. Account records include identity and contact details, profile metadata and records of account activity. We use these to identify your account and control access to your private study records.
Your study records
Coglen stores questions, your answers, learning feedback and progress derived from your practice. It also retains practice observations used to revisit your understanding. These records support practice and feedback in your subjects.
Your materials
Stored materials can include the original PDFs and images you supply and a text interpretation in Markdown format. These support questions and reference material for your study. What is retained depends on the material and supported workflow. A file attached to a ChatGPT message is not necessarily saved in Coglen. Check interpretations against the original, and avoid including unrelated personal information.
Customer feedback
Coglen stores feedback conversations and records used to manage replies and notifications. These help us respond to questions and reports about the service. Feedback email notifications use your verified account email address, the feedback subject and either your message or Coglen’s reply. Coglen keeps records used to manage sending and provider responses.
Support and privacy correspondence
When you email support@coglen.ai or privacy@coglen.ai, Microsoft 365 handles your email address, message and any attachments. The messages reach the people who handle Coglen support and privacy requests. Include only information needed for your request and avoid unrelated personal information.
Service logs
Coglen’s service logs include requested URLs, IP addresses, browser information, request methods, response status, timing and tracing records. These support operation and troubleshooting. Information included in request URLs or error details may appear in logs. Avoid including unrelated personal information in tool requests.
How we use your information
- To sign you in and restrict access to your own study records.
- To preserve your subjects and materials, record practice, estimate understanding and support your next question.
- To respond to feedback and send copies of feedback submissions and replies when notifications are enabled.
- To operate, secure and troubleshoot Coglen and respond to support and privacy requests.
Coglen receives information sent through its tools, rather than your entire conversation with an AI assistant. Information an assistant includes in a tool request can be retained as part of the requested record.
Who receives information
Coglen uses Google Cloud for its database, material storage and service logs, Clerk for account authentication, Resend for feedback email notifications, and Microsoft 365 for support and privacy correspondence. Your connected AI assistant, such as ChatGPT, receives the results it requests from Coglen. Its provider handles your conversation, attachments and those results under its own privacy policy and account settings. Providers may process information outside Australia. This notice does not describe every provider’s own processing or retention.
Storage and retention
Coglen’s production database and study-material storage are configured in Sydney. This does not establish that every provider processes or backs up information in Australia.
Clerk states that its service is hosted in the United States and does not offer a choice of regional data residency.
Read Clerk’s hosting and security information
Resend states that it stores data in the United States. Its published policy describes thirty-day retention for email and log data on Free, Pro and Scale plans, and seven-day backup retention. These published periods do not establish when every copy of a particular learner’s information is removed.
Read Resend’s security and retention information
We keep your study records and retained materials until you request their deletion. Coglen does not currently delete study records automatically because an account is inactive. Your sign-in profile is retained indefinitely, including after your learning data is deleted.
Our default service logs are retained for 30 days. Other providers may retain their own records for different periods.
We retain seven automated database backups and can recover database changes from the previous seven days. These settings do not mean that every copy of your information is deleted within seven days. Restoring a backup after a catastrophic service failure may bring back information that was previously deleted, including earlier account status and deletion records.
Feedback records are retained so we can follow the conversation and manage replies. Support and privacy correspondence remains in Microsoft 365. Contact us to request access, correction or deletion of these records.
Your choices and privacy requests
Complete self-service export and deletion through Coglen are not available yet. Removing a sign-in profile does not prove that all remaining study records or provider copies have been removed. We may need to verify your identity before acting on a privacy request. Our policy for deletion through Coglen is to retain your sign-in profile, original account creation date and record of your deletion request; the self-service workflow is not yet available.
Contact privacy@coglen.ai about access, correction or deletion requests.
You can disconnect Coglen from your AI assistant to stop that connection from making further requests. Disconnecting is separate from deleting your stored information.
Deleting information from Coglen does not delete copies held by ChatGPT or another connected AI assistant. That provider’s privacy policy and deletion process apply to those copies.
Browser preferences and regional pricing
Coglen remembers your light or dark preference in this browser. Its hosting provider estimates your country to display regional pricing.
The pricing page does not request your precise location. A country you select on that page is not saved.
Changes to this policy
We publish a new version and effective date when this policy changes.
Contact
Privacy questions and requests: privacy@coglen.ai.