Privacy Policy
KnowYourData s.r.o.
KnowYourData s.r.o. ("KnowYourData", "we", "us", or "our") respects your privacy and is committed to processing personal data responsibly, transparently, and in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR). The purpose of this Privacy Policy is to explain how we collect, use, store, share, and otherwise process personal data in connection with our website, our communications with prospective and existing clients, our business relationships, recruitment activities, and our software products and AI-powered services. Personal data means any information relating to an identified or identifiable natural person.
1. Who We Are
KnowYourData develops and provides AI-powered software solutions, including bespoke enterprise AI systems, data-processing tools, document analysis platforms, and related professional services for businesses and institutions. Depending on the context, KnowYourData may act either as: • a data controller, when we determine the purposes and means of processing personal data ourselves, for example in connection with our website, marketing, recruitment, and business communications; or • a data processor, when we process personal data on behalf of our clients under a separate data processing agreement. This Privacy Policy applies primarily to situations where KnowYourData acts as data controller.
2. Categories of Data Subjects
We may process personal data relating to: • visitors to our website, • people who contact us through forms, e-mail, phone, or social media, • representatives of our clients, partners, suppliers, and other business contacts, • users of our products and services where applicable, • and job applicants.
3. What Personal Data We Collect
A. Information You Provide to Us We may collect personal data that you voluntarily provide to us, including for example: name and surname, company name, job title, e-mail address, phone number, billing or contractual details, the contents of your inquiry or message, information submitted in forms, and any other information you choose to provide to us. If you apply for a job with us, we may also process information contained in your application materials, such as: CV/résumé, employment history, education, qualifications, portfolio or work samples, and other information relevant to the recruitment process. B. Information We Collect Automatically When you use our website, we may automatically collect certain technical and usage data, such as: IP address, browser type and version, device type, operating system, referring URL, pages visited, date and time of access, approximate location derived from IP address, and basic analytics data about interactions with our website. We do not collect the content of your private communications or browsing activity outside our website unless expressly stated and legally justified. C. Cookies and Similar Technologies We may use cookies and similar technologies to ensure the proper functioning and security of the website, remember user preferences, measure traffic and usage, improve website performance, and where consent is required, support marketing and remarketing activities.
4. How We Use Personal Data
A. Communication and Business Relations — We use personal data to respond to inquiries, arrange meetings, demos, and business discussions, manage relationships with clients, partners, and suppliers, negotiate, conclude, and perform contracts, and provide customer support. B. Website Operation and Improvement — We use technical and usage data to ensure website functionality, maintain security, detect abuse or malicious activity, analyze website traffic, improve user experience, and optimize content and performance. C. Marketing and Business Development — Where permitted by law, we may process contact and interaction data to send information about our services, share updates, invitations, or relevant insights, measure the effectiveness of campaigns, and maintain B2B business development activities. Where required, we will obtain your consent before sending marketing communications. You can unsubscribe at any time. D. Recruitment — If you apply for a role with us, we process your personal data to assess your application, communicate with you about the recruitment process, evaluate suitability for a role, and maintain records related to recruitment. E. Legal Compliance and Protection of Rights — We may process personal data where necessary to comply with legal obligations, maintain accounting and tax records, protect our legal claims, enforce our rights, respond to requests from public authorities, and defend against disputes or misuse.
5. Legal Bases for Processing
Under GDPR, we process personal data only where we have a valid legal basis, including in particular: performance of a contract or steps prior to entering into a contract, compliance with legal obligations, our legitimate interests (such as business communication, cybersecurity, improvement of our services, or protection of our rights), and consent where consent is required. Where processing is based on legitimate interests, we consider and balance those interests against the rights and freedoms of the individuals concerned.
6. Data Processed in Client Projects and AI Systems
In the course of providing our software products, AI tools, or bespoke development services, KnowYourData may process data on behalf of clients. In these cases the client is typically the data controller, KnowYourData acts as a data processor, and such processing is governed by a separate contract and, where required, a Data Processing Agreement. We do not use client data submitted into enterprise environments for unrelated purposes unless expressly agreed, legally permitted, and appropriately documented. Where our systems involve AI-based analysis, automation, classification, extraction, or document processing, such processing is implemented in line with contractual, technical, and organizational safeguards appropriate to the nature of the project.
7. Sharing of Personal Data
We may share personal data only where necessary and appropriate, in particular with: our employees and collaborators on a need-to-know basis, affiliated entities within the KnowYourData group if relevant, IT, hosting, cloud, analytics, CRM, communication, marketing, recruitment, and professional service providers, legal, accounting, tax, or compliance advisers, and public authorities where required by law. All third-party service providers engaged by us are expected to provide appropriate data protection and security guarantees. We do not sell personal data.
8. International Transfers
Personal data may in some cases be processed outside the European Economic Area (EEA), for example if we use international service providers or cloud infrastructure. Where such transfers occur, we ensure that appropriate safeguards are in place, such as adequacy decisions, Standard Contractual Clauses, or other lawful transfer mechanisms under GDPR.
9. Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, including: for the duration of our business relationship, for the time needed to respond to inquiries, for recruitment periods and related follow-up, for legal, tax, accounting, and compliance retention periods, and for the protection of our legitimate interests and legal claims. When personal data is no longer needed, we delete or anonymize it where appropriate.
10. Information Security
We implement appropriate technical and organizational measures to protect personal data against unauthorized access, disclosure, alteration, loss, or destruction. Such measures may include access controls, role-based permissions, confidentiality obligations, encryption, secure infrastructure, monitoring and logging, vendor due diligence, and internal security procedures. Access to personal data is limited to persons who need it for legitimate business purposes.
11. Your Rights
Subject to applicable law, you may have the following rights in relation to your personal data: the right of access, the right to rectification, the right to erasure, the right to restriction of processing, the right to data portability, the right to object to processing, the right to withdraw consent at any time where processing is based on consent, and the right to lodge a complaint with a competent supervisory authority. If you wish to exercise any of your rights, please contact us using the details below.
12. Children
Our website, products, and services are intended primarily for business and professional use. We do not knowingly collect personal data from children.
13. Third-Party Websites and Services
Our website may contain links to third-party websites or services. We are not responsible for the privacy practices or content of such third parties. We recommend reviewing their privacy policies separately.
14. Contact Details
If you have any questions about this Privacy Policy or about how we process personal data, you may contact us at: KnowYourData s.r.o. Krocínova 3/333, Praha, 110 00 Czech Republic E-mail: hello@knowyourdata.cz
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, technology, legal requirements, or data processing practices. The most current version will always be published on our website, together with its effective date.