Privacy Policy

Effective Date: August 1, 2025

Last Updated: April 4, 2026

KnowlifyAI, Inc. (“Knowlify,” “we,” “us,” or “our”) provides an AI-powered platform that enables organizations to generate educational and training content from their own materials. We take privacy and data protection seriously and are committed to handling personal information responsibly and transparently.

This Privacy Policy explains how Knowlify collects, uses, discloses, and protects personal information when you access or use our websites, applications, APIs, and services (collectively, the “Services”).

This Privacy Policy does not apply to third-party websites, products, or services that Knowlify does not own or control.

1. Scope and Roles

For business customers, Knowlify generally acts as a service provider or data processor, processing personal information only on behalf of and under the instructions of the customer. Customers are responsible for determining how and why personal information is processed through the Services.

This Privacy Policy applies to:

Visitors to Knowlify websites,
Users of Knowlify accounts and applications,
Authorized users acting on behalf of Knowlify customers.

2. Information We Collect

We collect only the information necessary to operate, secure, and improve the Services.

2.1 Information You Provide to Us

Account Registration

When you create an account or register to use the Services, we may collect:

Name
Business email address
Organization name
Account credentials or authentication information

This information is required to provide the Services, manage accounts, and communicate with you.

Account and Billing Information

You may provide additional information such as:

Organizational details
Billing contact information
Payment or invoicing details
User preferences and settings

Customer Content

The Services allow you to upload documents, files, text, or other materials (“Customer Content”) for processing by Knowlify’s AI systems.

You retain ownership of Customer Content.
Knowlify processes Customer Content solely to provide the Services and in accordance with customer instructions.
Customer Content is not used to train general-purpose AI models unless expressly agreed in writing.

2.2 Information Collected Automatically

When you use the Services, we automatically collect certain technical and usage information, including:

IP address
Browser type and version
Device identifiers and operating system
Timestamps and access logs
Feature usage and performance metrics
Error logs and crash data

Where you have consented to cookies and tracking (as described in Section 4), we may also collect session replay and browser recording data—such as recordings of how you interact with our websites—through analytics tools such as PostHog. This is used only to improve our Services and is not used to access or analyze Customer Content. Consent for this collection is managed through our consent management platform; in jurisdictions that require it (such as California, the UK, and the EEA), we obtain your explicit consent before enabling session recording. In other regions, consent may be inferred or auto-granted where permitted by applicable law.

This information is used to:

Operate and secure the Services
Monitor performance and reliability
Diagnose issues
Improve functionality

We may collect coarse location information (such as country or region) to comply with legal obligations and optimize service delivery.

2.3 Visitor Identification

When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email. We (or service providers on our behalf) may then send communications and marketing to these email addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.

3. Communications

3.1 Service Communications

We may send service-related communications, including:

Account notices
Security alerts
Transactional messages
Administrative updates

These communications are necessary to operate the Services.

3.2 Marketing Communications

Where permitted by law, we may send optional product or marketing communications. You may opt out of non-essential marketing communications at any time. Opting out will not affect essential service communications.

3.3 Support Communications

If you contact Knowlify for support, we may retain communications and related information to resolve issues, improve our Services, and meet legal obligations.

4. Cookies and Similar Technologies

Knowlify uses cookies and similar technologies to:

Maintain user sessions
Authenticate users
Understand service usage
Improve user experience

We may use third-party analytics and session-replay tools that rely on cookies and similar technologies to collect usage data. These tools, including session and browser recording, are used only when you have consented to cookies and tracking through our consent management platform. These tools do not access or analyze Customer Content.

You may control cookies and tracking preferences through our consent management platform or your browser settings; disabling non-essential cookies may limit certain functionality such as analytics and session replay.

5. Analytics

We use analytics services (including PostHog) to understand how users interact with our websites and Services. Collected data may include:

Page views
Feature interactions
Device and browser information
Performance metrics
Session replay and browser recording (only when you have consented to cookies and tracking, as managed by our consent management platform)

Analytics and session recording are enabled only when you have consented to cookies and tracking. In regions that require explicit consent (such as California, the UK, and the EEA), we obtain consent before enabling these tools; elsewhere, consent may be inferred or auto-granted where permitted by law. Analytics data is used solely to improve and maintain the Services and does not include personal content uploaded by customers.

You can change your cookie and tracking preferences at any time through our consent management platform or your browser settings.

6. How We Share Information

Knowlify does not sell or rent personal information.

We may share information only in the following circumstances:

6.1 Knowlify Personnel

Employees and authorized contractors may access personal information on a need-to-know basis to operate and support the Services.

6.2 Service Providers

We may share information with trusted third-party service providers (such as cloud infrastructure providers, payment processors, analytics providers, and security vendors) who assist us in operating the Services. These providers are contractually required to protect information and use it only as directed by Knowlify.

6.3 Business Transactions

If Knowlify is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction, subject to appropriate confidentiality protections.

6.4 Legal Obligations

We may disclose information where required to comply with applicable laws, regulations, legal processes, or to enforce our agreements.

6.5 Aggregated or Anonymized Data

We may share aggregated or anonymized data that does not identify individuals for analytics, benchmarking, or business purposes.

7. Data Storage and Security

Personal information and Customer Content are stored using reputable cloud infrastructure providers. Knowlify maintains reasonable administrative, technical, and physical safeguards designed to protect information, including:

Encryption in transit and at rest
Access controls
Monitoring and logging
Security incident response procedures

No system is completely secure, but we continuously work to protect customer data.

8. Data Retention

We retain personal information only for as long as necessary to:

Provide the Services
Comply with legal obligations
Resolve disputes
Enforce agreements

Customer Content is retained according to customer configurations and contractual obligations and may be deleted after account termination unless retention is required by law.

9. Your Rights and Choices

Depending on your location and applicable law, you may have rights to:

Access, update, or correct personal information
Request deletion of personal information
Object to or restrict certain processing activities
Opt out of non-essential communications

Requests may be subject to verification and legal or contractual limitations.

10. Children’s Privacy

The Services are not directed to children under the age of 13. Knowlify does not knowingly collect personal information from children under 13. If we become aware that such information has been collected, we will delete it promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on our website with an updated effective date. Continued use of the Services after changes become effective constitutes acceptance of the updated Privacy Policy.

12. Relationship to Terms of Service

This Privacy Policy is part of and incorporated into Knowlify’s Terms of Service. In the event of a conflict, the Terms of Service control.

13. Contact Information

If you have questions or requests regarding this Privacy Policy, please contact:

Email: [email protected]

Company: KnowlifyAI, Inc.