Privacy Policy

Who this policy covers

This policy applies to Knoviax's public website, dashboard applications, embedded chat widget, and external API. It describes both account data (about the people who use a workspace) and tenant content (the documents, conversations and configuration a workspace owner adds).

Data controller

Knoviax acts as the data controller for account data and as a data processor for the content a workspace's own users and visitors generate inside it. Workspace owners remain responsible for the lawful basis under which they collect their own visitors' data.

Data we process

Account data includes your name, email, password hash, and authentication records. Tenant content includes documents and knowledge sources you add, model provider credentials you connect, conversations your assistant has, and configuration such as agents, routing and connectors, each workspace's content lives in a database dedicated to that workspace alone.

How we use data

Account data is used to authenticate you and operate your workspace. Tenant content is used only to run the assistant you configured, to retrieve relevant passages, generate answers, and log the conversation for your own review. It is never used to train shared models or shown to any other workspace.

Sub-processors

A small number of sub-processors support the service. Each is scoped to a specific, disclosed purpose:

• Infrastructure hosting for the platform's servers and databases.
• Outbound email delivery for account verification, notices and receipts.
• The AI model provider you connect yourself (for example OpenAI, DeepSeek or Gemini), chosen and authorized by you, not by us.

Isolation by design

Every workspace is provisioned its own database rather than sharing tables with other tenants. There is no query path in the platform that can read one workspace's content while resolving another's.

Encryption and secret handling

Model provider keys and connector credentials are encrypted at rest using per-workspace encryption keys. The master key that protects those keys is held outside the database host entirely, and no internet-facing service holds it. Unwrapping happens over a mutually authenticated connection and is recorded in an append-only audit log.

Connector and outbound traffic

When your assistant calls a system you've connected, the request passes through a single hardened outbound proxy rather than being sent directly from the assistant process, so every outbound call is auditable and bounded to what you've authorized.

Retention

Tenant content is retained for as long as your workspace is active. Usage and billing records are retained for the period required for accounting purposes. Database backups are retained for 30 days and then expire. Operational audit records that document staff access are retained separately, on the basis of platform accountability, for a bounded window.

Deletion

When a workspace is deleted, the platform runs an ordered deletion across every store that held its data, pending work is drained first, then each store is purged, then the workspace's encryption key is destroyed, then its database is dropped, and finally its record is anonymized rather than left identifiable. A receipt is issued once every step has completed. Contact support to request deletion of your workspace.

Your rights

Depending on your jurisdiction, you may have the right to access, correct, export, or request deletion of your personal data. Contact support to exercise any of these rights.

International transfers

Where data is processed in a different region from where you are located, we rely on the safeguards required by applicable law.

Changes to this policy

We may update this policy as the service evolves. Material changes will be noted on this page.

Contact

Questions about this policy can be sent to our support address below.