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KnowB Policy Surface

Privacy Policy

Privacy Policy

Effective date: 2026-05-26

This Privacy Policy describes how KnowB AI Systems processes personal data through knowb.run and related use-case programs.

1. Data Controller

KnowB AI Systems
Contact: ping@knowb.run

2. Processing Scope

We process data for:

  • site operations and security;
  • RFP project intake and evaluation;
  • optional Phase 2 link-collection workflows for knowledge-base development.

3. Categories of Data

Depending on feature usage, we may process:

  • contact data (name, email, organization, if provided);
  • submitted links, text prompts, and project notes;
  • generated reports and workflow metadata;
  • technical logs (IP address, user agent, timestamps, request data);
  • link metadata for approved collection workflows (URL, title, source, timestamp, tags).

4. Program Phase Disclosure

Phase 1: RFP projects

  • We process only data necessary to assess and prototype requested use cases.
  • Selected use cases may collect links and metadata to build domain datasets.
  • We apply purpose limitation, data minimization, and retention controls.
  • We do not intentionally collect special-category personal data unless legally required and explicitly scoped.

We rely on one or more of the following:

  • Legitimate interests for security, service improvement, and controlled research workflows;
  • Contract or pre-contract steps when responding to project requests;
  • Consent where required by law for specific processing activities.

6. Data Minimization and Retention

  • We collect only data required for defined processing purposes.
  • RFP submissions are retained only as long as needed for evaluation and delivery.
  • Link-collection records are retained according to documented project retention windows and deleted or anonymized when no longer required.

7. Data Sharing

We may share data with:

  • infrastructure and hosting providers;
  • security and observability vendors;
  • authorized service providers under data-processing obligations.

We do not sell personal data.

8. International Transfers

If data is processed outside your jurisdiction, we apply appropriate safeguards, such as contractual protections required by applicable law.

9. Your Rights (GDPR)

Where applicable, you may request:

  • access to your data;
  • rectification or deletion;
  • restriction or objection to processing;
  • data portability;
  • withdrawal of consent where consent is the legal basis.

To exercise rights, contact ping@knowb.run.

10. Security

We apply technical and organizational controls designed to protect data against unauthorized access, misuse, alteration, or loss.

11. Automated Decision-Making

We do not use solely automated decision-making that produces legal or similarly significant effects without human review.

12. Policy Updates

We may update this Privacy Policy to reflect legal, technical, or program changes. Material updates will be reflected by a revised effective date.