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    Privacy Your Data, Your Rights

    Privacy Policy

    Table of Contents

    Last Updated: May 6, 2026

    This Privacy Policy describes how Knowella AI Inc., dba Knowella, a Delaware corporation (“Knowella,” “we,” “us,” or “our”), collects, uses, discloses, and protects Personal Information when individuals (“you”) interact with:

    By using our Sites or Services, you acknowledge this Privacy Policy.

    Definitions

    • Personal Information: Information that identifies or can reasonably be linked to an identifiable individual.
    • Customer Data / Your Content: Any data you submit to the Services (documents, emails, APIs, files, etc.).
    • Outputs: AI- or OCR-generated results such as extracted text, structured fields, and summaries.
    • Service Telemetry: Usage and diagnostic data (excluding your content unless shared for support).
    • De-identified Data: Data that cannot reasonably identify an individual.
    • Aggregated Data: Statistical data derived from personal data that cannot identify individuals.
    • Controller/Processor: Roles defined under privacy laws; typically, customers act as Controllers and Knowella acts as a Processor for Customer Data.

    Information We Collect

    A. Information You Provide

    • Account details: name, email, phone, company, role
    • Support communications and tickets
    • Billing details (processed via third-party providers)
    • Customer Data, including:
      • emails and attachments
      • documents (PDFs, images, scans)
      • API/webhook data
      • SFTP uploads
      • configurations, mappings, workflows

    B. Automatically Collected Information

    • IP address, browser, device, OS
    • Usage activity (pages, sessions, interactions)
    • Cookies and tracking technologies for authentication, analytics, and performance

    C. Information from Integrations

    • Tokens and identifiers for connected tools
    • Diagnostic data from integrations and vendors

    Important: Customer Data may include sensitive or personal information. You are responsible for having the legal right to process and share that data.

    How We Use Information

    We use Personal Information to:

    • Provide and operate the Services (OCR, AI extraction, workflows)
    • Authenticate users and secure systems
    • Deliver dashboards, reporting, and audit logs
    • Communicate updates, alerts, and onboarding information
    • Improve system performance and reliability
    • Comply with legal obligations

    KnowDoc.ai Processing Transparency

    KnowDoc.ai processes documents to:

    • classify documents
    • extract structured data using OCR + AI
    • validate and enrich data
    • enable workflow automation and integrations

    AI / Training Disclosure

    • We do NOT use Customer Data to train models by default
    • We may use:
      • De-identified and aggregated data
      • Service telemetry

    Any training using customer content requires explicit written agreement (opt-in).

    Cookies, Pixels, and Analytics

    We use cookies and similar technologies to:

    • enable login and functionality
    • maintain session security
    • analyze performance and usage

    You can control cookies through your browser settings. We honor applicable privacy signals such as Global Privacy Control (GPC) where required.

    Video Privacy (VPPA Compliance)

    If video content is used, we configure systems to avoid sharing identifiable viewing data without appropriate consent.

    How We Share Information

    We share Personal Information only with:

    • Service providers (hosting, analytics, payments, support)
    • Authorized integrations (CRMs, ERPs, email systems, etc.)
    • Professional advisors (legal, auditors)
    • Legal authorities when required by law
    • Corporate transactions (mergers, acquisitions)

    We do NOT sell Personal Information.
    We do NOT use it for behavioral advertising.

    Data Retention

    • Personal Information is retained up to 3 years unless required otherwise
    • Customer Data:
      • can be configurable for enterprise customers
      • may remain temporarily in secure backups after deletion

    Security

    We maintain strong security controls, including:

    • Role-based access control (RBAC)
    • Multi-factor authentication (MFA)
    • Encryption (in transit and at rest)
    • Monitoring and audit logs
    • Secure development lifecycle (SDLC)
    • Backup and disaster recovery

    Incident Notification

    If a security breach occurs, we will notify affected users within 72 hours of confirmation (or sooner if legally required).

    International Transfers & Cloud Hosting

    We use a multi-cloud infrastructure, including:

    • Google Cloud Platform (GCP)
    • Amazon Web Services (AWS)
    • Microsoft Azure

    Default data storage location: United States
    Cross-border transfers follow applicable legal safeguards.

    Regulated & Sensitive Data

    Unless agreed in writing:

    • You are responsible for regulatory compliance (HIPAA, GDPR, etc.)
    • Knowella does not guarantee compliance with specific regulations
    • Additional agreements (DPA, BAA, etc.) are required where applicable

    Your Privacy Rights (U.S.)

    Depending on your state, you may have rights to:

    • Access your data
    • Delete your data
    • Correct inaccuracies

    Submit requests: support@knowella.com

    California Privacy Rights (CCPA/CPRA)

    California users have rights to:

    • Know what data is collected
    • Request deletion
    • Correct data
    • Opt out of sale/share (not applicable—we don’t sell/share data)
    • Non-discrimination

    Request via: support@knowella.com (Subject: California Privacy Request)

    12. Canada Privacy Rights (PIPEDA)

    If you are in Canada, you may:

    • Access your data
    • Request corrections
    • Withdraw consent

    Request via: support@knowella.com (Subject: PIPEDA Request)

    Children’s Privacy

    Our Services are not intended for children under 13, and we do not knowingly collect their data.

    Third-Party Sites

    We may link to third-party websites. Their privacy practices are governed by their own policies.

    Changes to This Policy

    We may update this Privacy Policy from time to time. Material changes will be communicated via:

    • Website notice
    • Email or in-product notifications

    Contact Us

    Knowella AI Inc. (dba Knowella)
    Attn: Privacy Officer
    300 Delaware Avenue
    Suite 210 #206
    Wilmington, DE

    Email: support@knowella.com