We at Knowlex are committed to protecting the privacy of our visitors and users.
Knowlex has the role of a data controller when talking about information related to our customers. For example, when you visit our marketing website and request a quote, we will collect some personal information about you (such as your name, email address) in order to help you. In other situations, Knowlex has the role of a data processor. When a customer uses Knowlex to store and process documents, the customer is the data controller, and Knowlex is the processor. We outline the data that is collected in both situations in this document.
Third party services transparancy
Knowlex wouldn't be possible without relying on third party services. We'd like to give you an overview of which external services we use, how and why, in a readable format.
Cloud & data centers
Knowlex runs on Amazon Web Services (AWS). This includes our app (app.knowlex.be). Various AWS services are used (EC2, RDS, S3, Route53,..) in combination. All data is stored in Ireland, some backups are located in other AWS data centers throughout Europe.
Usage statistics, tracking & marketing
We are making use of Google Analytics and Google AdWords. We might use re-marketing from Google, as it is an effective way to stay on the radar of potential clients. We might also advertise on LinkedIn and Facebook.
The little chat bubble on the bottom right in the Knowlex app is powered by Intercom. Intercom collects some meta-data, like browser and Geolocation, about you. We also share your name, company, e-mail and potentially additional meta-data. This really helps us in giving you personal and fast support.
In order to authenticate administrators safely, we use a service called Auth0. Neither Knowlex nor Auth0 stores your passwords in an unhashed, plaintext format.
We use MailChimp to send users e-mail updates. These e-mails include relevant informations on service updates, new features and announcements on service changes. With MailChimp we share e-mail addresses and names (for personalization). New Knowlex Accounts are automatically signed up for the newsletter. Each newsletter includes a link to opt-out.
We send out a short, weekly email to users. This email includes information about newly added documents to Knowlex. This email is sent through Sendgrid.
Data processing agreement
Each customer will also receive an additional Data Processing Agreement. This document lays out the relationship between Knowlex as a 'processor' and the customer as a 'controller' for the employee data.
Types of personal data collected by Knowlex as a controller
Knowlex has a role of data controller, when talking about data related to our customers. In this section we outline what is collected. Knowlex can collect and process the following personal data:
• E-mail address
Knowlex also automatically collects anonymous information regarding your use of the Website and Knowlex via the Platform. As such, Knowlex shall, for example, automatically log which sections of the Website and Platform you visit, which web browser you use, which website you visited when you access the Website. We cannot identify you through these data, but it allows Knowlex to draw up statistics regarding the use of the Website and the Platform.
Methods of personal data collection
These personal data are collected in the context of:
• Requesting a quote
• Collaboration with Knowlex
• Signing up for the account (free or paying)
• Using the services via the Platform
• Entering personal data into the Platform
Use of personal data
Knowlex can use your personal data to:
• Perform the services under the agreement (incl. the follow-up thereof)
• Create an account (free or paying) and the confirmation thereof
• Draw up a quote
• Follow-up after a meeting
• Provide the services via the Platform
• Provide support
• Send targeted marketing and advertising, updates and promotional offers based on your communication preferences and – where applicable – upon explicit consent
Storage of personal data
Unless a longer storage period is required or justified (i) by law or (ii) through compliance with another legal obligation, Knowlex shall only store your personal data for the period necessary to achieve and fulfil the purpose in question, as specified in the Privacy Declaration under 'Use of personal data'.
Disclosure of personal data to third parties
Knowlex shall not disclose any personal data to third parties, unless it is necessary in the context of providing the Knowlex services and optimising them (including but not limited to maintenance works, payment processing and database management). If it is necessary that Knowlex discloses your personal data to third parties in this context, the third party is required to use your personal data in accordance with the provisions of this Privacy Declaration.
Notwithstanding the foregoing, it is however possible that Knowlex discloses your personal data:
• To the competent authorities (i) if Knowlex is obliged to do so under the law or under legal or future legal proceedings and (ii) to safeguard and defend our rights;
• If Knowlex, or the majority of its assets, are taken over by a third party, in which case your personal data – which Knowlex has collected – shall be one of the transferred assets;
In all other cases, Knowlex will not sell, hire out or pass on your personal data to third parties, except when it (i) has obtained your permission to this end and (ii) has completed a data processing agreement with the third party in question, which contains the necessary guarantees regarding confidentiality and privacy compliance of your personal data.
Security of personal data
Knowlex takes reasonable, physical, technological and organisational precautions in order to avoid (i) unauthorised access to your personal information, and (ii) loss, abuse or alteration of your personal data.
Knowlex shall store all personal data which it has collected in the cloud (with data centre(s) within the EU).
Notwithstanding the Knowlex security policy, the checks it carries out and the actions it proposes in this context, an infallible level of security cannot be guaranteed. Since no method of transmission or forwarding over the internet, or any method of electronic storage is 100% secure, Knowlex is, in this context, not in a position to guarantee absolute security.
Finally, the security of your account will also partly depend on the confidentiality and complexity of your password. Knowlex will never ask for your password, meaning that you will never be required to communicate it personally. If you have nonetheless communicated your password to a third party - for example because this third party has indicated that it wishes to offer additional services - this third party shall have access to your account and your personal data via your password. In such cases, you are liable for the transactions which occur as a result of the use made of your account. Knowlex therefore strongly advises you, if you observe that someone has accessed your account, to immediately change your password and contact us.
Cross-border processing of personal data
Any transfer of personal data outside the European Economic Area (EEA) to a recipient whose domicile or registered office is in a country which does not fall under the adequacy decision enacted by the European Commission shall be governed by the provisions of a data transfer agreement, which shall contain (i) the standard contractual clauses, as referred to in the 'European Commission decision of 5 February 2010 (Decision 2010/87/EC)', or (ii) any other mechanism pursuant to privacy legislation, or any other regulations pertaining to the processing of personal data.
Update Privacy Declaration
Knowlex is entitled to update this Privacy Declaration by posting a new version on the Website. As such, it is strongly recommended to regularly consult the Website and the page explaining the Privacy Declaration, to make sure that you are aware of any changes. The Website will always show the date of the latest changes.
If you have questions and/or remarks about this Privacy Declaration or the manner in which Knowlex collects, uses and/or processes your personal data, please contact us:
• Via e-mail: info@knowlex
• Via post: Knowlex, Kerkstraat 108, 9050 Ghent, Belgium
In case you are not satisfied with the way Knowlex handled your questions and/or remarks or have any complaints about the way Knowlex collects, uses and and/or processes your personal data, note that you have the right to lodge a complaint with the Privacy Commission.
Last update 20/07/2018