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Privacy Policy

PRIVACY POLICY 

This Privacy Policy (“Policy”) describes how KnowledgeFlex Technologies Pvt. Ltd. (“KnowledgeFlex,” “we,” “us,” or “our”) collects, uses, discloses, and otherwise processes personal information relating to an identified or identifiable individual (“Personal Data”), and explains your rights regarding our processing of your Personal Data. 

 

KnowledgeFlex is an ISO/IEC 27001:2022 certified innovative product and consulting company offering software products and services including Learniflex (Learning Management System), Taskhops (zero-coding enterprise platform), CogniFlex, SmartGate, SmartGuard.AI, VIGILLIO.AI, and a range of technology consulting, AI development, and digital transformation services. 

 

1. Scope of This Policy 

This Policy applies to Personal Data we collect when you: 

  • Visit our public website at www.knowledgeflex.com (“Website”); 

  • Access or use our software products and platforms including Learniflex, Taskhops, CogniFlex, SmartGate, SmartGuard.AI, and VIGILLIO.AI (“Platform”); 

  • Engage with our services including Technology Consulting, AI Development, Software Development, UI/UX Design, Machine Learning, Data Engineering, Staff Augmentation, and Offshore Delivery Center services; 

  • Receive communications from us including emails, calls, or other messages; 

  • Register for or attend events, webinars, or demonstrations we host; or 

  • Submit inquiries, request proposals (RFPs), or otherwise contact us. 

 

When we process Personal Data submitted by our enterprise customers through our platforms (e.g., employee data in Learniflex), we act as a data processor on behalf of the customer, who is the data controller. This Policy does not govern customer-controlled content uploaded into our platforms. 

 

2. Personal Data We Collect Directly From You 

2.1 Website Visitors 

When you visit our Website, we may automatically collect: 

  • IP address and approximate geographic location; 

  • Browser type, operating system, and device information; 

  • Pages visited, time spent, and clickstream data (via cookies and similar technologies); 

  • Referral URLs. 

 

When you use contact forms, live chat, or request a demonstration, we may collect your name, job title, organisation name, email address, phone number, and message content. Providing this information is voluntary. 

 

2.2 Platform Users (Learniflex, Taskhops, CogniFlex, SmartGate, SmartGuard.AI, VIGILLIO.AI) 

For users of our enterprise products, we may collect: 

  • Account registration data: name, email address, role, and login credentials; 

  • Device and usage data: IP address, browser/app identifiers, log files, session data; 

  • Profile information voluntarily provided, such as a profile photo or phone number; 

  • Support request details including contact information and issue descriptions; 

  • Learning and activity data within Learniflex (e.g., course progress, assessment results, time on content); 

  • Task management and workflow data within Taskhops; 

  • Security surveillance metadata processed through SmartGuard.AI and VIGILLIO.AI (e.g., access logs, alert triggers — not raw video stored by KnowledgeFlex); 

  • Visitor and access logs from SmartGate deployments. 

 

2.3 Events and Webinars 

When you register for or attend a KnowledgeFlex event or webinar, we may collect your name, job title, organisation, email, phone number, and billing information where applicable. If you attend in person, we may collect badge scan data with your consent. 

 

2.4 Business Inquiries and Sales Communications 

If you contact us about our services or products, or if our sales or consulting teams reach out to you, we may collect your name, email, phone number, company name, job title, country, and IP address. With appropriate notice, phone and video calls may be recorded for quality assurance and training purposes. 

 

3. Personal Data We Collect From Third Parties 

We may receive Personal Data about you from third parties and publicly available sources, such as: 

  • Business directories, social and professional networks (e.g., LinkedIn); 

  • Channel partners, resellers, or referral sources; 

  • Analytics and marketing vendors who supplement information we already hold. 

We combine such information with data collected directly from you to improve our services and marketing activities. 

 

4. How We Use Your Personal Data 

We use Personal Data for the following purposes: 

  • To provide, operate, maintain, and improve our platforms (Learniflex, Taskhops, CogniFlex, SmartGate, SmartGuard.AI, VIGILLIO.AI) and consulting services.Service Delivery:  

  • To create and administer user accounts, authenticate users, and manage subscriptions and contracts.Account Management:  

  • To respond to technical support requests, troubleshoot issues, and provide service-related communications.Customer Support:  

  • To send transactional messages such as service updates, security alerts, event confirmations, and account notifications.Communications:  

  • To send product recommendations, newsletters, webinar invitations, and promotional communications where permitted. You may opt out at any time.Marketing:  

  • To understand usage patterns, measure product performance, and improve features, content, and user experience.Analytics & Improvement:  

  • To detect, investigate, and prevent fraud, security breaches, and unlawful activity; to maintain the security of our platforms and physical premises.Security & Compliance:  

  • To comply with applicable laws, regulations, and judicial or governmental orders.Legal Obligations:  

  • For internal reporting, financial processing, audits, and corporate governance.Business Operations:  

 

5. Legal Basis for Processing 

We process your Personal Data on the following legal bases (where applicable under data protection law): 

 

  • Processing necessary to deliver our products and services under agreed terms.Performance of a Contract:  

  • Processing for our business interests such as improving products, marketing, security monitoring, and communicating with prospects, provided such interests are not overridden by your rights.Legitimate Interests:  

  • Where you have provided consent, such as for non-essential cookies, marketing emails, or call recording. You may withdraw consent at any time.Consent:  

  • Where processing is required to comply with applicable laws.Legal Obligation:  

 

6. Disclosure of Personal Data 

We do not sell your Personal Data. We may share Personal Data in the following circumstances: 

 

  • With our subsidiaries and affiliates, subject to this Policy.Affiliates & Group Companies:  

  • With vendors who assist in hosting, IT infrastructure, payment processing, customer support, marketing automation, analytics, and event management, under contractual confidentiality and security obligations.Service Providers & Technology Partners:  

  • If you are a platform user (e.g., Learniflex), we may share relevant data with the enterprise customer (your employer or administrator) who manages your account.Enterprise Customers:  

  • In the context of a merger, acquisition, restructuring, or sale of assets, Personal Data may be transferred as part of that transaction.Business Transfers:  

  • Where required by applicable law, court order, subpoena, or to meet national security or regulatory requirements.Legal Process & Law Enforcement:  

  • Where necessary to protect the rights, property, or safety of KnowledgeFlex, our customers, or others.Protection of Rights:  

  • To any third party where you have provided explicit consent.With Your Consent:  

 

7. Cookies and Similar Technologies 

Our Website uses cookies, web beacons, and similar tracking technologies to enhance user experience, analyse traffic, and support our marketing. Categories include: 

 

  • Essential for the Website to function; cannot be disabled.Strictly Necessary Cookies:  

  • Help us understand how visitors use our Website.Analytics & Performance Cookies:  

  • Used to deliver relevant content and advertisements.Marketing & Targeting Cookies:  

 

You may manage cookie preferences through the cookie consent banner on our Website or your browser settings. Disabling certain cookies may affect Website functionality. We do not currently respond to browser “Do Not Track” signals, as no universally accepted standard exists. 

 

8. Data Retention 

We retain Personal Data for as long as reasonably necessary to fulfil the purposes described in this Policy, or as required by applicable law. Factors we consider include: 

  • The duration of our contractual or business relationship with you; 

  • Legal, regulatory, or compliance obligations; 

  • The nature of the Personal Data and associated risk if retained longer than necessary. 

 

When Personal Data is no longer needed, we will securely delete or anonymise it. As an ISO/IEC 27001:2022 certified organisation, our data retention and disposal practices follow formal information security policies. 

 

9. Data Security 

KnowledgeFlex, as an ISO/IEC 27001:2022 certified company, implements organisational, technical, and physical security measures designed to protect Personal Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These include: 

  • Encryption of data in transit and at rest where applicable; 

  • Role-based access control and multi-factor authentication; 

  • Regular security assessments, penetration testing, and audits; 

  • Incident response procedures and breach notification protocols. 

 

While we strive to protect your Personal Data, no method of transmission or storage is 100% secure. If you have concerns about data security, please contact us using the details in Section 13. 

 

10. International Transfers of Personal Data 

KnowledgeFlex operates primarily in India and may process or transfer Personal Data to countries where our service providers, cloud infrastructure partners, or affiliates are located. Where Personal Data is transferred outside your jurisdiction, we ensure adequate safeguards are in place, such as standard contractual clauses or other legally recognised mechanisms, to maintain the protection of your Personal Data. 

 

11. Your Rights 

Depending on applicable data protection laws (including but not limited to India’s Digital Personal Data Protection Act, the EU General Data Protection Regulation (“GDPR”), and other regional laws), you may have the right to: 

 

  • Access the Personal Data we hold about you; 

  • Correct inaccurate or incomplete Personal Data; 

  • Request erasure or deletion of your Personal Data, subject to legal exceptions; 

  • Restrict or object to certain processing of your Personal Data; 

  • Data portability — receive your Personal Data in a structured, commonly used format; 

  • Withdraw consent at any time, where processing is based on consent; 

  • Opt out of marketing communications at any time; 

  • Lodge a complaint with a relevant data protection authority. 

 

To exercise your rights, please contact us using the information in Section 13. We will respond within a reasonable timeframe consistent with applicable law. We may request additional information to verify your identity before processing your request. 

 

If you are an employee or learner accessing our platforms through your employer or institution, we recommend contacting your organisation’s administrator for assistance with your Personal Data within the platform. 

 

12. Special Categories and Children’s Data 

We do not intentionally collect sensitive categories of Personal Data (such as data revealing racial or ethnic origin, religious beliefs, health or medical data, biometric data, or data concerning sexual orientation) unless explicitly required by a specific service and with your consent. 

 

Our services are not directed at children under the age of 18. We do not knowingly collect Personal Data from minors. If you believe we have inadvertently collected such data, please contact us immediately and we will take steps to delete it. 

 

Note: VIGILLIO.AI and SmartGuard.AI process security video analytics data. KnowledgeFlex processes metadata and alert data from these systems on behalf of enterprise clients. The storage and management of raw video footage is typically controlled by the enterprise customer. 

 

13. Contact Us 

If you have any questions about this Policy, wish to exercise your rights, or have concerns about how we handle your Personal Data, please contact us: 

 

KnowledgeFlex Technologies Pvt. Ltd. 

4th Floor, Renuka Ikon, Kaverappa Layout, Kadubeesanahalli, Panathur, Bengaluru, Karnataka 560103. 

Email: info@knowledgeflex.com 

Website: www.knowledgeflex.com 

Operating Hours: Monday – Saturday, 9:00 AM – 7:00 PM IST 

 

14. Changes to This Policy 

We reserve the right to update this Privacy Policy to reflect changes in our practices, applicable law, technology, or business operations. When we make material changes, we will update the “Last Modified” date at the top of this Policy and, where appropriate, notify you via email or a prominent notice on our Website. We encourage you to review this Policy periodically.