Privacy policy

At Knowlex, we are committed to protecting the privacy of our visitors and users.

Knowlex has the role of data controller when it comes to data related to our customers. For example, when you visit our marketing website and request a quote, we collect some personal information about you (such as your name and email address) to help you. In other situations, Knowlex has the role of data processor. When a customer uses Knowlex to store and process documents, the customer is the controller and Knowlex is the processor. In this document, we describe the data that is collected in both situations.

Transparency in relation to services provided by third parties Knowlex would not be possible without relying on services provided by third parties. We would like to provide you with an overview in a readable format of the external services we use and how and why we use them.

Cloud & Data Centers
Knowlex runs on Amazon Web Services (AWS). This includes our application (app.knowlex.be). Various AWS services are used together (EC2, RDS, S3, Route53,...). All data is stored in Ireland and some backups are located in other AWS data centers across Europe.

Usage statistics, follow-up (tracking) & marketing
We use Google Analytics and Google AdWords. We could use Google re-marketing as this is an effective way to stay on the radar of potential customers. We could also advertise on LinkedIn and Facebook.

Support service
The small chat box at the bottom right of the Knowlex application is made possible by Intercom. Intercom collects certain metadata, such as your browser data and Geolocation. We also share your name, company name, email address, and possibly additional metadata. This really helps us provide you with personal and fast support.
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Authentication
In order to securely authenticate administrators, we use the Auth0 service. Neither Knowlex nor Auth0 stores your passwords in unhashed, readable text.
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Weekly overview
We send a short email to users every week. This email contains information about new documents that have been added to Knowlex. This email is sent via Sendgrid.

Data Processing Agreement
Each customer will also receive an additional Data Processing Agreement. This agreement sets out the relationship between Knowlex as a “processor” and the customer as “controller” for employee data.

Types of personal data collected by Knowlex in its capacity as processor
Knowlex has the role of data controller when it comes to data related to our customers. This section explains what data is collected. Knowlex can collect and process the following personal data:
• Email address
• Name
• Family name
•...

Knowlex also automatically collects anonymous information about your use of the Website and Knowlex via the Platform. As such, Knowlex will automatically store, for example, 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 from this information, but this allows Knowlex to compile statistics about the use of the Website and Platform.

Methods for collecting personal data
This personal data is collected in the context of:
• A request for a quote
• A partnership with Knowlex
• Creating a (free or paying) account
• Using the services via the Platform
• Entering personal data on the Platform
•...

Use of personal data‍

Knowlex can use your personal information to:
• The services provide for the execution of the agreement (including its follow-up)
• Create and confirm an (free or paying) account
• Preparing a quote
• Follow up after a meeting
• Providing the services via the Platform
• Provide support
• To send targeted marketing and advertisements, as well as updates and promotional offers based on your communication preferences and - where applicable - with explicit consent
•...
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Storage of personal data
Unless a longer storage period is required or justified by (i) the law or (ii) compliance with another legal obligation, Knowlex will only store your personal data for the period necessary to achieve the relevant purpose as provided in the Privacy Statement under the heading “Use of personal data”.

Provision of personal data to third parties
Knowlex may not provide any personal data to third parties unless this is necessary in the context of providing and optimizing the Knowlex services (including but not limited to maintenance activities, payment processing and data management). If it is necessary for Knowlex to provide your personal data to third parties in this context, the third party must use your personal data in accordance with the provisions of this Privacy Statement.

Notwithstanding the foregoing, however, Knowlex may provide your personal data:
• To the competent authorities (i) if Knowlex is required to do so by law or court or future court proceedings and (ii) to safeguard and defend our rights;
• If Knowlex, or most of its assets, are acquired by a third party, in which case your personal data - which Knowlex has collected - is part of the transferred assets;

In all other cases, Knowlex will not sell, rent or transfer your personal data to third parties, except when it (i) has obtained your consent and (ii) has concluded a data processing agreement with the third party concerned, which includes the necessary guarantees regarding the confidentiality and privacy compliance of your personal data.

Personal data security
Knowlex takes reasonable, physical, technological, and organizational precautions to (i) prevent unauthorized access to your personal data and (ii) loss, misuse, or alteration of your personal data. Knowlex stores all personal data it has collected in the Cloud (with data centers within the EU). Notwithstanding Knowlex's policies regarding security, monitoring and actions it proposes in this regard, an infallible level of security cannot be guaranteed. Since no method of transmission or transmission over the Internet, or any other method of electronic storage, is 100% secure, Knowlex cannot guarantee absolute security in this regard. Finally, the security of your account will also partly depend on the confidentiality and complexity of your password. Knowlex will never ask you to share your password, which means you will never have to share your password in person. If you have nevertheless provided your password to a third party - for example, because that third party has indicated that it wants to provide you with additional services - that third party will have access to your account and to your personal data via your password. In such cases, you are liable for transactions that occur based on the use of your account. Therefore, Knowlex strongly recommends that you change your password immediately and contact us if you notice that someone has accessed your account.

Cross-border processing of personal data
Any transfer of personal data outside the European Economic Area (EEA) to a recipient whose place of residence or registered office is located in a country that is not part of the adequacy decision concluded by the European Commission will be governed by the provisions of a data transfer agreement, which will (i) include the standard contractual clauses, as foreseen in the “European Commission Decision of 5 February 2010 (Decision 2010/87/EU)”, or (ii) any other mechanism based on privacy laws, or all other regulations related to the processing of personal data.

Privacy Statement Update
Knowlex may update this Privacy Statement by posting a new version of it on the Website. Therefore, it is strongly recommended that you regularly check the Website and the page that sets out the Privacy Statement to ensure that you are sufficiently aware of all changes. The Website will always state the date of the last changes.

Other websites
The Website may contain hyperlinks to other websites. In no event is Knowlex responsible for a third party's privacy policy or practices.

Contact Knowlex
If you have any questions and/or comments about this Privacy Statement or how Knowlex collects, uses and/or processes your personal data, please contact us:
• By email: info@knowlex.be
• By mail: Knowlex, Kerkstraat 108, 9050 Ghent, Belgium

If you are not satisfied with the way Knowlex has dealt with your questions and/or comments, or if you have complaints about how Knowlex collects, uses and/or processes your personal data, you can file a complaint with the Data Protection Authority.

Last update: 24/04/2024
Questions about the security of your data? Contact us