Privacy Policy

Who we are

CG-IQ Ltd operates COGNIOS, a membership, compliance, and charitable gaming operations platform for organizations and their lodges in the United States. This policy explains how we handle personal information through the platform and related account, billing, and support services. It covers platform users and people whose information an organization enters into COGNIOS.

Your lodge or parent organization generally decides how to use the membership, governance, and gaming records it enters. CG-IQ Ltd processes those records on its behalf. We also handle information for our own operations, such as subscription administration, customer support, and platform security.

2. Information we collect

• Account and support information. This includes your name, email address, role, organization assignment, and information you provide when you contact us or manage a subscription.
• Membership records. Organizations may enter member names, contact details, membership status, dues records, and supporting documents.
• Governance and gaming records. Organizations may enter licensing, meeting, gaming, and regulatory filing information. These records may include names, signatures, or prize-winner details where the organization records them.
• Sign-in and audit information. The platform records sign-in activity and actions such as changes to records and approvals.

We receive this information from you, from your organization, or through your use of the platform.

3. How we use information

We use personal information to provide and secure COGNIOS, administer accounts and subscriptions, respond to support requests, and maintain audit trails. On behalf of customer organizations, we use it to help them manage membership and dues, maintain governance and gaming records, prepare regulatory filings, and communicate with members.

We prohibit the sale of personal information.

4. Who can access or receive information

• Customer organizations. Authorized users may access records within their assigned permissions. Depending on the organization’s setup, this can include administrators at the lodge, state, or parent organization level.
• CG-IQ Ltd and its service providers. Authorized personnel may access information as needed to operate, secure, or support COGNIOS. We share information with providers that help us deliver the service, such as hosting and email delivery providers. For example, an email delivery provider receives the recipient address and message information needed to deliver an email.
• Regulators and other lawful recipients. Your organization may submit records to regulators such as the Virginia Department of Agriculture and Consumer Services. Information may also be disclosed for an authorized audit or in response to a lawful request. Certain charitable gaming reports filed with Virginia are public records under Virginia law.

5. How we protect information

We use role-based permissions to restrict access to records and uploaded documents within the platform. We use sign-in and audit records to monitor activity and investigate security issues.

6. How long we keep information

We retain customer records in line with the organization’s instructions, its agreement with us, and applicable law. When an organization leaves COGNIOS, it may request an export. We handle the return or deletion of its records under the customer agreement, subject to legal retention requirements. Any copies held in backups are removed through the applicable backup retention cycle.

Virginia requires qualified organizations to keep specified charitable gaming records for three years, including records for certain prize awards. Those obligations can continue after an individual user account closes.

We retain information used for our own operations for as long as reasonably needed to provide and secure the service, meet financial or legal obligations, and resolve disputes.

7. Your privacy choices and rights

To request access to, correction of, or deletion of a lodge or organization record, contact the organization responsible for it. You can contact us for help identifying the right organization. For information CG-IQ Ltd handles for its own purposes, submit your request using the contact details below.

Depending on applicable law, you may also have the right to confirm whether your information is being processed, obtain a portable copy of information you provided, or opt out of certain uses, such as targeted advertising or profiling used for decisions with significant effects, where applicable. We may ask you to verify your identity before acting on a request. We may retain records where the law requires it.

If we decline a request that we handle, you can appeal by replying to our decision or contacting us using the details below. If we deny an appeal, we will explain any further complaint options available under applicable law.

8. Email communications

COGNIOS may send service emails about your account, security, approvals, and regulatory deadlines. We send our own marketing emails to people who have opted in. When an organization sends a campaign through COGNIOS, it chooses the recipients and is responsible for obtaining any required permissions. You can stop marketing emails from a sender using the unsubscribe link in the message.

9. Changes to this policy

We will update the effective date when we revise this policy. We will flag material changes in the platform or by email and ask for consent where required by law.

10. Contact us

For privacy questions or requests