Privacy Notice- Information about Knowly's personal data processing

The purpose of this privacy notice is to describe which personal data we process, why we process your personal data and what your rights are. If you have any questions about our processing of your personal data, please contact us via the contact details provided in section 1 below.

It is important to us that you feel safe with our processing of your personal data. We implement relevant and suitable measures to ensure that your personal data are protected and that the processing takes place in accordance with applicable data protection legislation and our internal policies.

Data controller and contact details

Knowly AB, reg. no. 556939-8398 (“Knowly”) is the data controller for the processing of your personal data which is described in this privacy notice. Knowly is therefore responsible for ensuring that your personal data is processed in accordance with applicable data protection legislation.

Contact details:

Knowly AB
Kroklätts torg 3
431 37, Mölndal
Sweden
+46 (0) 73-310 7404

Please note that our business customers are generally data controllers for the processing of personal data which takes place when they implement and make Knowly’s services available to their users. Hence, Knowly is only data controller for the data processing activities described in this privacy notice.  If you have questions about processing of personal data which is not covered by this privacy notice, for example when you as a user access or publish content on Knowly’s Services, please contact the company providing you with the access to Knowly’s services, such as your employer.

The categories of individuals to whom this privacy notice applies to

Category of individuals
Explanation
Representatives of prospective customers
Individuals who act on behalf of a company that has shown interest in, or that Knowly thinks may be interested in Knowly’s services
Representatives of customers
Individuals who act on behalf of a company that is a customer of Knowly
Representatives of suppliers
Individuals who act on behalf of a company that is a supplier of Knowly
Administrators of service
Individuals who administer our services at a company that is a customer of Knowly
Users of the service
Individuals who use Knowly’s service
Event participants
Individuals who participate in Knowly’s events such as trainings or webinars
Subscribers of informational materials
Individuals who have subscribed to receive informational materials from Knowly
Website visitors
Individuals who visit Knowly’s website or use Knowly’s online services

Processing of personal data

In this chapter we describe the purposes for which we process your personal data as well as the legal basis and storage time for the processing of personal data.

Marketing and sales activities

Purpose
Categories of individuals
Personal data
Legal basis
Storage time
To market our services
Representatives of prospective customers
  • Name
  • Telephone number
  • Email address
Legitimate interest (GDPR, article 6.1(f)) – to be able to market the services and products we think you might be interested in

Contact us if you would like to know more about how we have balanced your interests against ours
One year from the date of collection of the personal data
To communicate with prospective customers
Representatives of prospective customers
  • Name
  • Telephone number
  • Email address
  • Interview notes and other documented communication
Legitimate interest (GDPR, article 6.1(f)) – to be able to communicate with prospective customers

Contact us if you would like to know more about how we have balanced your interests against ours
One year from the date of first contact with a prospective customer

Administrate the customer relationship

Purpose
Categories of individuals
Categories of personal data
Legal basis
Storage time
To enter and administrate a contract between Knowly and the customer
Representatives of customers
  • Name
  • Telephone number
  • Email address
Performance of a contract (GDPR, article 6.1(b))
During the contractual period and one year after the termination of the contract
To issue and administer invoices
Representatives of customers
  • Name
  • Telephone number
  • Email address
Performance of a contract (GDPR, article 6.1(b))
During an ongoing invoicing process and one year after the last outstanding invoice was paid

Technical delivery and performance of Knowly’s services

Purpose
Categories of individuals
Categories of personal data
Legal basis
Storage time
To ensure that content in our product is presented consistently and effectively and to improve product performance
Administrators of the service

Users of the service
  • Device and browser information
  • Usage data
Performance of a contract (GDPR, article 6.1(b))
Two years from the date of collection

Manage the customer relationship

Purpose
Categories of individuals
Categories of personal data
Legal basis
Storage time
To ensure optimal customer experience
Administrators of the service

Users of the service
  • IP-address
  • Geolocation
  • Device and browser information
  • Usage data
Performance of a contract (GDPR, article 6.1(b))
Two years from the date of collection of the personal data
To assess existing customers’ or administrators’ prospective needs for the services, such as upgrade of the service
Administrators of the service

Users of the service
  • IP-address
  • Geolocation
  • Device and browser information
  • Usage data
Performance of a contract (GDPR, article 6.1(b))
Two years from the date of collection of the personal data
To analyse and further develop the service
Administrators of the service

Users of the service
  • IP-address
  • Geolocation
  • Device and browser information
  • Usage data
Performance of a contract (GDPR, article 6.1(b))
Two years from the date of collection of the personal data
To contact customers and communicate with customers in the context of the customer relations management
Representatives of customers

Administrators of the service
  • Name
  • Telephone number
  • Email address
  • Interview notes and other documented communication
Performance of a contract (GDPR, article 6.1(b))
During the period of communication and six months thereafter

Provide complementary services

Purpose
Categories of individuals
Categories of personal data
Legal basis
Storage time
To organise and provide events such as trainings and webinars
Event participants
  • Name
  • Telephone number
  • Email address
  • Device and browser information
Performance of a contract (GDPR, article 6.1(b))
During the organising and provision of an event and six months thereafter
To provide and send out informational material such as newsletters, guidance documents, etc.
Subscribers of the informational materials

Previous participants of Knowly’s events.
  • Name
  • Telephone number
  • Email address
  • Information about participants in events, etc.
Legitimate interest (GDPR, article 6.1(f)) -to be able to provide you with Knowly’s newsletterContact us if you would like to know more about how we have balanced your interests against ours
During the period you subscribe to our informational materials, two years after your participation in an event or until you object to receiving informational materials
To provide consulting services to (prospective) customers
Representatives of prospective customers

Representatives of customers
  • Name
  • Telephone number
  • Email address
  • Documented communication between Knowly and the data subjects
Performance of a contract (GDPR, article 6.1(b))
During the contractual period and two years after the termination of the contract

Other purposes

Purpose
Categories of individuals
Categories of personal data
Legal basis
Storage time
Communication and cooperation with partners
Representatives of suppliers
  • Name
  • Telephone number
  • Email address
  • Documented communication between Knowly and the data subjects
Performance of a contract (GDPR, article 6.1(b)) in case the communication and cooperation are related to a contract
‍
or otherwise

Legitimate interest (GDPR, article 6.1(f)) - be able to communicate and cooperate with suppliers and other partners

Contact us if you would like to know more about how we have balanced your interests against ours
During the period of communication and cooperation and two years thereafter
Accounting
Representatives of customers

Representatives of suppliers
  • Transactional information
Compliance with a legal obligation (GDPR, article 6.1(c)) - the Swedish Act (1999:1078) on Accounting (Swedish: bokföringslag (1999:1078))
Seven years from the date of registration of the transaction
Mergers & Acquisitions
All categories of individuals
  • The categories of individuals and personal data covered by the merger or acquisition
Legitimate interest (GDPR, article 6.1(f)) – to be able to carry out a merger or acquisitionContact us if you would like to know more about how we have balanced your interests against ours
In accordance with the storage specified for the purposes described in this privacy notice
To fulfil legal obligations
All categories of individuals to the extent it is necessary and relevant
  • Persona data necessary with regard to the legal obligation
Compliance with a legal obligation (GDPR, article 6.1(c))
As required by applicable legal obligation
Protect Knowly’s interests in the event of a dispute or legal claim
All categories of individuals to the extent it is necessary and relevant
  • Personal data necessary with regard to the subject matter of the dispute and the parties involved
Legitimate interest (GDPR, article 6.1(f)) – to be able to protect Knowly’s interests in case of a dispute

Contact us if you would like to know more about how we have balanced your interests against ours
As long as necessary to manage an on-going dispute or legal claim and ten years thereafter
Provide a well-functioning website
Website visitors
  • Technical data
  • For more detailed information, please refer to Knowly’s cookie declaration available on Knowly’s website
For necessary cookies:

Legitimate interest (GDPR, Article 6(1)(f)) - to be able to provide necessary functionalities on Knowly’s website

Please contact us if you want to know more about how we have balanced your interests with ours

For non-essential cookies:

Consent (GDPR, Article 6(1)(a)) - you always have the right to withdraw your consent, which you can do by changing your cookie settings via https://www.knowly.com/
As specified for each cookie on Knowly’s website

Disclosure of personal data to third parties

We may need to share your personal data with others in order to provide our services as well as to comply with laws and regulations. This includes:

IT service providers who manage the necessary operation, technical support and maintenance of our IT solutions, such as providers of a customer management platform and hosting services.

Bank and payment service providers whose services we may use to manage payment transactions.

Marketing partners that help us with printing and distributing marketing material, managing our social media and other digital channels.

External advisors and consultants who help us in different areas of our business (such as lawyers and auditors).

The location of processing of personal data

We always strive to process your personal data within the EU/EEA and all our data storage takes place within the EU/EEA. However, in certain situations we may need to transfer your personal data to partners or service providers located outside the EU/EEA, to the USA.

Regardless of where your personal data is processed, we implement all reasonable contractual, technical and organisational measures to ensure that the level of protection is equivalent to that of the EU/EEA. We always ensure that there is a transfer mechanism in place and we therefore use the European Commission's standard contractual clauses, which you can find , or when applicable the U.S. Data Privacy Framework.

The source for your personal data

We mainly collect personal data directly from you, for example when you communicate with us, use our website or enter a contract with us. We may also collect personal data from the company where you are employed.

Is it necessary to provide personal data to us?

To enter and perform our contract with you and for you to interact with us on our website, you need to provide some of the personal data we request. If you do not provide us with the personal data we request, this may, in some cases, result in us not being able to provide you with the services you request. We will clearly inform you of what information is mandatory when you, for example, enter a contract with us.

Your rights as a data subject

General

We are accountable for your personal data being processed in a legal, transparent and open manner in relation to you, and that your personal data are accurate and up to date. You have certain rights regarding our processing of your personal data. If you want to exercise any of your rights, you can contact us by using the contact details in section 1 above.

We will get back to you as soon as we can, and at the latest within one month of receiving your request. If we cannot answer your request or need more time, we will explain why.

Right of access

You have the right to know if we process personal data about you or not. If we do, you also have the right to receive information about what personal data we process and how we process it. You also have the right to receive a copy of the personal data we process about you.

If you are interested in any specific information, please indicate this in your request. For example, you can specify if you are interested in a certain type of information or if you want information from a certain period.

Right to rectification

If some of the personal data we hold about you are inaccurate, you have the right to have the personal data corrected. You also have the right to complete incomplete personal data with supplementary information needed for the personal data to be correct. Once we have corrected or completed your personal data with new information, we will inform those we have shared your personal data with about the update, if it is not impossible or too cumbersome. If you ask us, we will also tell you who we have shared your personal data with. If you request rectification, you also have the right to request that we restrict our processing during the time we investigate the matter.

Right to erasure (to be forgotten)

In certain cases, you have the right to request that we erase the personal data we have about you. You have the right to have your personal data erased if:

  • The personal data are no longer necessary for the purposes for which they were collected or otherwise processed,
  • We process your personal data on the basis of your consent, and you withdraw your consent,
  • The personal data is processed for direct marketing purposes, and you object to the processing,
  • You object to the processing of personal data based on our legitimate interest and we cannot demonstrate that our reasons for processing outweigh your interests,
  • The personal data are processed unlawfully, or
  • We have a legal obligation to erase the personal data.

If we erase the personal data following your request, we will also inform those we have shared your personal data with of the erasure, if it is not impossible or too cumbersome. If you ask us, we will also tell you who we have shared your personal data with.

Right to restriction

Restriction means that the personal data are marked so that it can only be processed for certain limited purposes in the future. The right to restriction applies:

  • When you believe the personal data are inaccurate and you have requested rectification. You can also request that we restrict our processing while we investigate if the personal data are accurate or not,
  • If the processing is unlawful and you do not want the personal data to be erased,
  • When we no longer need to process the personal data for the purposes for which we collected it, but you need it to be able to establish, exercise or defend legal claims,
  • If you have objected to processing based on our legitimate interest. Then you can request that we restrict the processing while we investigate whether our interest in processing your personal data outweighs your interests.

Even if you have requested that we restrict our processing, we have the right to use it for storage, if we have your consent to the processing, to assert or defend legal claims or to protect someone else’s rights. We may also use the personal data for reasons relating to important public interest. We will let you know before the restriction expires.

If we restrict the processing of your personal data, we will also inform those we have shared your personal data with, if it is not impossible or too cumbersome. If you ask us, we will also tell you who we have shared your personal data with.

Right to object

You have the right to object to our processing of your personal data that is based on our legitimate interest. If you object to the processing, we will, based on your specific situation, evaluate whether our interests in processing the personal data outweigh your interests in not having your personal data processed for that purpose. If we cannot demonstrate compelling legitimate grounds that outweigh yours, we will stop the processing to which you object - provided that we do not need to process the personal data for the establishment, exercise or defence of legal claims.

You always have the right to object to the processing of your personal data for direct marketing. We are then no longer permitted to process your personal data for direct marketing.

If you object to the processing, you also have the right to request restriction while we investigate the matter, please read more under section 8.5 above.

Right to data portability

Data portability means that you have the right to obtain the personal data we have collected about you, from you, in a structured, publicly available and machine-readable format and that you have the right to transfer it to another controller.

The right to data portability only applies:

  • For data collected from you, about you,
  • If the processing takes place due to the performance of a contract with you, and
  • The processing is automated.

Right to withdraw consent

You have the right to withdraw a given consent for a particular processing based on the legal basis of consent at any time. A withdrawal does not affect the lawfulness of our processing before the consent was withdrawn.

Right to complain

If you have any objections or complaints about the way we process your personal data, please contact us and we will try to resolve your issue, see our contact details in section 1 above.

You also have the right to lodge a complaint with the supervisory authority. The Swedish Supervisory Authority for Privacy Protection (Swedish: Integritetsskyddsmyndigheten) is the Swedish supervisory authority for our processing of your personal data. You also have the right to lodge a complaint with the supervisory authority in the country where you live, work or where you believe an infringement has taken place.

Changes to this privacy notice

We reserve the right to change and update this information from time to time. In case of material changes, we will clearly inform you of this in a suitable way.

The information text was last updated on 14th of August 2024.