Privacy Policy

Last updated: 1 March 2026

1. Who We Are

Cortex Research Ltd (“Cortex Research”, “we”, “our”, or “us”) is a company registered in England and Wales, with its principal place of business at Churchill Place, Canary Wharf, London, United Kingdom. We are the data controller for the personal data described in this Privacy Policy.

We operate the Vera AI platform and associated services (collectively, the “Services”). If you have any questions about this policy or how we handle your data, please contact us at hello@cortexresearch.co.uk.

2. What Data We Collect

We collect and process the following categories of personal data:

  • Account Information: Name, email address, password (hashed), organisation name, and billing details when you register for an account.
  • Usage Data: Information about how you interact with our Services, including features accessed, session timestamps, and browser/device information.
  • Communications: Any messages or correspondence you send to us, including support enquiries and feedback.
  • Payment Information: Billing address and payment method details, processed securely by our payment provider. We do not store full card numbers.
  • Technical Data: IP address, browser type and version, operating system, referring URL, and cookies.

3. How We Use Your Data

We use your personal data for the following purposes, relying on the legal bases indicated:

  • Providing and operating the Services (Contract performance)
  • Managing your account and billing (Contract performance)
  • Improving and developing our Services and models (Legitimate interests)
  • Sending product updates, security notices, and administrative communications (Contract performance / Legitimate interests)
  • Sending marketing communications (where you have opted in) (Consent)
  • Complying with legal obligations and responding to lawful requests (Legal obligation)
  • Detecting and preventing fraud, abuse, and security incidents (Legitimate interests)

We do not use your data to train our models. Your prompts, outputs, and uploaded documents are not used to improve Vera or any other AI system without your explicit consent.

4. Data Storage and Retention

Cortex Research is a UK-based company. All personal data is processed and stored on servers located within the United Kingdom and the European Economic Area. We do not transfer personal data outside the UK/EEA without appropriate safeguards in place.

We retain your personal data for as long as your account is active or as needed to provide you with our Services. When you close your account, we delete or anonymise your personal data within 90 days, except where we are required to retain it for legal or regulatory purposes.

5. Sharing Your Data

We do not sell your personal data. We share it only in the following limited circumstances:

  • Service Providers: Trusted third-party vendors who process data on our behalf (e.g., cloud infrastructure, payment processing, email delivery). All processors are bound by data processing agreements.
  • Business Transfers: If Cortex Research is involved in a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you in advance.
  • Legal Requirements: Where required by law, court order, or government authority, including co-operation with law enforcement.
  • Protection of Rights: Where necessary to enforce our Terms of Service or protect the rights, property, or safety of Cortex Research, our users, or the public.

6. Cookies

We use cookies and similar tracking technologies to operate and improve our Services. These include:

  • Essential cookies — required for the Services to function (e.g., session management, authentication).
  • Analytics cookies — help us understand how users interact with our Services so we can improve them.
  • Preference cookies — remember your settings and preferences.

You can control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our Services.

7. Your Rights

Under UK GDPR and the Data Protection Act 2018, you have the following rights regarding your personal data:

  • Right of Access: Request a copy of the data we hold about you.
  • Right to Rectification: Ask us to correct inaccurate or incomplete data.
  • Right to Erasure: Request deletion of your personal data ("right to be forgotten").
  • Right to Portability: Receive your data in a structured, machine-readable format.
  • Right to Restriction: Ask us to limit how we process your data in certain circumstances.
  • Right to Object: Object to processing based on legitimate interests or for direct marketing.

To exercise any of these rights, please contact us at hello@cortexresearch.co.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include encryption in transit (TLS) and at rest, access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. Children's Privacy

Our Services are not directed at children under the age of 13, and we do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately at hello@cortexresearch.co.uk.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a prominent notice on our website. The “Last updated” date at the top of this page indicates when the most recent changes were made. Your continued use of the Services after any changes constitutes your acceptance of the updated policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Cortex Research Ltd
Churchill Place, Canary Wharf, London, United Kingdom
Email: hello@cortexresearch.co.uk
Support: support@cortexresearch.co.uk