Platform Privacy Policy

Effective date: 2025 November 24

This Platform Privacy Policy explains how Knolyx Tech SRL (“Knolyx”, “we”, “us”, “our”) collects, uses, shares, and protects personal information when you create an account and use the Knolyx online learning platform and related services (the “Platform”).

This Policy applies to all use of the Platform by registered users (learners, trainers, admins and other authorized users), whether accessed via web, mobile, or API integrations.

By creating an account, logging in, or clicking “I agree” to this Platform Privacy Policy, you acknowledge that you have read, understood, and agree to the practices described here.
If you do not agree, do not create an account and do not use the Platform.

1. How We Update This Platform Privacy Policy

We may modify this Platform Privacy Policy at any time by posting an updated version within the Platform and/or on our website.

We will always show the “Effective date” at the top.
Material changes may be explained in a “Material Modifications” section at the bottom.

If any modification is materially less restrictive on our use or disclosure of previously collected personal information, we will obtain your consent before applying such changes to that information.

Your continued use of the Platform after an update will indicate your acceptance of the updated Policy.

2. Who We Are & Scope of this Policy

Knolyx Tech SRL is the owner and operator of the Knolyx Platform and the knolyx.com website.

This Platform Privacy Policy covers:

Personal data we collect from you as a registered user of the Platform;
Personal data we collect automatically when you access and use the Platform;
Personal data related to embedded content (“Embed entities”) and third-party integrations used within the Platform.

This Policy does not cover how other companies (such as your employer, a university, or third-party content providers) use your data in their own systems, nor how third-party websites and social media platforms handle your data. Those are governed by their own privacy policies.

3. Types of Information We Collect

3.1 Personal Information

“Personal Information” means information about an identified or identifiable natural person.

Depending on context, we may collect:

Identification & profile information
- Name, surname
- Email address and/or username
- Job title, department, organization name (if provided)
- Profile photo or avatar (if uploaded)
Contact and billing details
- Physical address (if needed for invoicing or certificates)
- Phone number (if you provide it)
- Payment details such as credit card number, expiration date and billing address (typically handled via payment processors)
Location and technical identifiers
- IP address
- Approximate location (based on IP or device settings)

We may also collect publicly available Personal Information from social media platforms if you interact with our content there, or where you connect or authenticate using third-party services (e.g., a social login).

3.2 Embed Entity Data

The Platform includes “Embed” entities that allow learners and organizations to incorporate external content (for example, from YouTube, Vimeo, or other approved educational providers) directly into courses.

When you create or interact with Embed entities, we may collect:

Embedded content metadata
- URLs, titles, descriptions, thumbnails
- Technical specifications such as duration or format
Creation & modification data
- Who created or edited the Embed entity
- Time and date of creation/updates
- Version history (where relevant)
Interaction analytics
- View duration and completion rates
- Play, pause, seek, resume actions
- Player events and basic playback statistics
User-generated annotations
- Comments, notes, bookmarks, ratings, or other content you add around embedded media
Learning progress data
- Completion status and assessment results tied to embedded content
- Contribution of embedded content to overall learning path progression

3.3 Usage Data (Automatically Collected)

We and our partners may collect Usage Data automatically when you access and use the Platform, such as:

IP address and general location
Browser type, version and settings
Operating system and device type (e.g., desktop, tablet, mobile; Android/iOS version)
Device identifiers (e.g., advertising IDs where applicable)
Language and display settings
Pages/screens visited, features used, links clicked
Entry and exit pages, navigation paths, and time spent on each page
Error logs, performance and loading times
Interactions with emails we send (opens, clicks, unsubscribes)
Interactions with advertisements or promotional content that link to or from the Platform

Usage Data is often collected in a de-identified or pseudonymous form, but may be associated with your account or other identifiers depending on how the Platform is configured.

3.4 Geo-Location Data

If you access the Platform from a mobile device or a browser that supports precise location, we may request your permission to collect precise geo-location (GPS-level) data, for example:

To customize your experience (language, regional content)
To assist in fraud detection or security

You can usually enable/disable precise location collection in your device’s privacy settings. If you disable it, some features may not function optimally.

3.5 Data from Social Media & Other Third-Party Sources

When you interact with Knolyx content on social media platforms or other third-party services, we may receive:

Information about the content you viewed or engaged with
Information about your interaction with ads (views, clicks, conversions)
Public profile information where you have made it visible

These third parties use their own cookies and tracking technologies and have their own privacy policies.

4. How & When We Collect Information

4.1 Directly From You

We collect Personal Information when you:

Register for a Knolyx account or are provisioned an account by your organization;
Edit your profile and settings;
Enroll in or complete courses, modules, or other learning activities;
Participate in discussions, chats, messaging, or other interactive features;
Contact us via email, support forms, or other communication channels;
Respond to surveys, feedback forms, or participate in promotions (if offered).

We may also collect Personal Information through offline communications (e.g., phone, mail) and from third-party list providers or data brokers where legally permitted.

4.2 Automatically When You Use the Platform

Usage Data (as described in Section 3.3) is collected automatically through:

Cookies and similar technologies
Log files and analytics tools
SDKs, web beacons, and local storage objects

We may also collect additional use and interaction data when you view or interact with embedded content or third-party integrations.

5. Embed Entities & Third-Party Content Integration

5.1 How Embed Entities Work

The Platform lets organizations and learners embed content from approved third-party providers (e.g., YouTube, Vimeo, other multimedia sources) directly into courses via Embed entities.

This is designed to improve the learning experience by bringing external educational resources into the Platform’s flow.

5.2 Communication with Third-Party Providers

When you interact with embedded content:

Your device typically connects directly to the third-party provider’s servers to load and play the content.
That third party may receive your IP address, browser and device details, and the URL or context where the content is embedded.
Third parties may set their own cookies and tracking technologies. Their data collection and use are governed by their own privacy policies, not this Policy.

We may share certain technical information (e.g., IP address, content request, some usage statistics) with third-party providers as needed to ensure proper content delivery, comply with their terms, or manage licensing and access control. We do not share more Personal Information than is reasonably necessary for these purposes.

5.3 Content Verification & Safety

We use automated and, where appropriate, manual review processes to:

Check that embedded content sources are from approved platforms;
Help ensure that embedded content is appropriate for educational environments;
Mitigate risks related to malicious or inappropriate content.

In doing so, we may collect and store metadata related to embedded content (e.g., titles, descriptions, duration, source platform).

5.4 Retention of Embed Data

We may retain metadata, interaction analytics, and learning progress data related to Embed entities, even if the original third-party content becomes unavailable, to:

Preserve learning and completion records
Provide analytics and reporting to client organizations
Maintain historical records of learning activities

Retention is handled in accordance with our general retention practices (see Section 12) and our contracts with client organizations.

6. How We Use Your Information

We use Personal Information, Embed entity data, and Usage Data for the following purposes:

To provide and operate the Platform
- Creating and managing user accounts
- Authenticating users and securing the Platform
- Delivering courses, modules, assessments, and embedded content
- Recording and displaying your learning progress, completion, and achievements
To support organizations using the Platform
- Enabling admins, managers, and trainers to assign learning activities
- Providing dashboards, reports, and analytics about learner engagement and performance
- Facilitating compliance and training reporting
To communicate with you
- Sending transactional or service-related messages (e.g., enrollment notices, reminders, system alerts, password resets)
- Responding to your support requests and questions
- Sending news and updates about the Platform or related services, where permitted by law (you can usually opt out of marketing communications at any time)
To personalize and improve the Platform
- Tailoring content, recommendations, and features to your role and activity
- Analyzing Platform use to improve performance, usability, and course design
- Optimizing embedded content delivery and user experience
To support marketing and personalized advertising (where applicable)
- Using Usage Data to measure and improve campaigns, including ads for Knolyx shown on external platforms
- Working with advertising and analytics partners to display personalized ads for our services (e.g., via cookies and tracking technologies on our marketing site and third-party platforms). See also cookies and personalized ads sections in your website policy, if you choose to link/align them.
To protect security and comply with law
- Monitoring for fraud, abuse, or unauthorized access
- Enforcing our Platform Terms of Use and other agreements
- Complying with applicable legal obligations and responding to lawful requests

We may combine information across services and sessions to better achieve the purposes above, provided we respect applicable legal requirements.

7. Information Sharing and Disclosure

7.1 General Approach

We do not sell your Personal Information.
We may share Personal Information and Usage Data as described below.

7.2 Customer Organizations (Your Employer / School / Client)

Where an organization gives you access to the Platform:

We share relevant information with that organization (e.g., your name, account details, learning progress, completion and assessment results, Embed engagement) to allow them to manage training, compliance, and reporting.
The organization may have its own legal responsibilities and privacy notices covering its role as data controller.

7.3 Service Providers

We engage trusted third-party service providers to help us operate and improve the Platform, including:

Hosting and infrastructure providers
Payment processors (if applicable)
Security and monitoring services
Email and communication tools
Analytics services
Development and maintenance partners

These providers are given access to Personal Information only as necessary to perform their functions and are contractually required to protect and use it only for our specified purposes.

7.4 Third-Party Content Providers & Integrations

When you use third-party content or integrations (including Embed entities):

Certain technical and usage data may be shared with those content providers to enable content delivery and comply with their terms;
Third-party providers may also collect data directly from your device (see Section 5, and their respective privacy policies).

7.5 Affiliated Entities

We may share Personal Information and Usage Data with affiliates (entities that control us, are controlled by us, or are under common control) for platform operations, support, and internal administration, subject to this Policy.

7.6 Legal, Enforcement, and Safety

We may disclose information if we have a good-faith belief that such disclosure is reasonably necessary to:

Comply with applicable laws, regulations, legal processes, or enforceable government requests;
Detect, prevent, or address fraud, security, or technical issues;
Protect the rights, property, or safety of Knolyx, our users, or the public.

7.7 Business Transfers

If Knolyx is involved in a merger, acquisition, reorganization, sale of assets, or similar transaction, Personal Information and Usage Data may be transferred as part of that transaction, subject to continued protection consistent with this Policy.

7.8 With Your Consent

We may share your Personal Information with third parties when you have given us explicit consent to do so.

8. Cookies, Web Beacons, and Similar Technologies

We and our marketing and analytics partners use cookies and similar technologies to:

Keep you logged in and maintain your session;
Remember your preferences and settings;
Collect Usage Data to understand how you use the Platform;
Improve Platform performance and security;
Support analytics and, where relevant, personalized advertising.

Examples of technologies used:

Cookies – small text files stored in your browser
Web beacons / pixels – small images or code used to track usage and email engagement
Flash cookies / local storage objects (LSOs) – stored by Adobe Flash or browser local storage, used in some cases for specific functionality

You can manage cookies in your browser settings (and, for Flash, via Adobe management tools). Disabling cookies may limit certain Platform features.

Third-Party Embedded Content Cookies

Third parties providing embedded content (e.g., YouTube, Vimeo, or other approved platforms) may set their own cookies and tracking technologies when you interact with that content. These are governed by their own privacy policies.

9. Personalized Ads & Analytics (High-Level Note)

Depending on how your organization and Knolyx configure things, Knolyx may:

Use analytics services (such as Google Analytics or similar) to monitor and analyze Platform usage, and
Participate in advertising or conversion tracking programs on external properties (e.g., Google, Meta/Facebook/Instagram, Gartner properties like Captera, G2, Twitter/X, etc.) to measure effectiveness of marketing campaigns promoting Knolyx.

These programs typically rely on cookies and Usage Data. You can often use browser settings, platform privacy controls, and industry opt-out mechanisms (e.g., NAI, DAA) to manage personalized advertising preferences.

If you are integrating your Platform Privacy Policy with your public website Privacy Policy, you may choose to point to the more detailed cookie/ads sections there.

10. Do Not Track

Some browsers offer a “Do Not Track” (DNT) feature. Because there is no common standard for interpreting DNT signals, the Platform does not currently respond to them. We will reconsider this if standards become clearer in the future.

11. Data Security

We implement reasonable and appropriate technical and organizational measures to protect Personal Information against unauthorized access, use, alteration, or destruction. These measures may include:

Encrypted connections (e.g., HTTPS/TLS) for data in transit
Encryption of passwords and, where appropriate, other sensitive data
Access controls, role-based permissions, and authentication safeguards
Regular security monitoring, logging, and updates

However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we work to protect your Personal Information, we cannot guarantee absolute security.

If we become aware of a data breach affecting your Personal Information, we will take appropriate steps in accordance with applicable law, which may include notifying you or your organization and/or relevant authorities.

12. International Transfers

Knolyx is based in Romania, and personal data may be stored and processed there or in other countries where we or our service providers operate.

Where personal data is transferred outside your country or the European Economic Area (EEA), we will ensure that suitable safeguards are in place (for example, standard contractual clauses or other mechanisms permitted by applicable law).

13. Data Retention

We retain Personal Information only for as long as necessary to fulfill the purposes described in this Policy or as required by law, including to:

Provide and maintain your Platform account;
Support the contracts between Knolyx and client organizations;
Comply with legal obligations;
Resolve disputes and enforce agreements.

In practical terms:

Your account data and learning records are kept for the duration of the contract with your organization or as instructed by the organization (if they are the controller).
After the end of the contract or account deactivation, some data may be archived or anonymized within a reasonable period unless a longer retention period is required by law or justified for legal claims or compliance.
Marketing-related data (if you give consent) is kept until you withdraw your consent or it is no longer needed.

14. Your Rights

Your privacy rights depend on your jurisdiction and applicable laws (for example, GDPR within the EU/EEA, or equivalent laws in other regions). These may include:

Right of access – to know whether we process your Personal Information and to obtain a copy.
Right to rectification – to correct inaccurate or incomplete Personal Information.
Right to erasure – to request deletion of Personal Information in certain circumstances.
Right to restriction – to restrict the processing of Personal Information under certain conditions.
Right to data portability – to receive certain Personal Information in a structured, commonly used, machine-readable format and transmit it to another controller.
Right to object – to object to processing based on legitimate interests or for direct marketing.
Right to withdraw consent – where processing is based on consent, you can withdraw consent at any time (without affecting the lawfulness of prior processing).

When your access to the Platform is provided by an organization (e.g., your employer or school), that organization may act as the primary data controller. In such cases, you may need to exercise some of these rights directly with the organization. Knolyx will support the organization in responding to legitimate requests, where applicable.

To exercise your rights, please contact us via the details below. We may need to verify your identity before acting on your request.

You may also have the right to lodge a complaint with your local data protection authority if you believe your rights have been violated.

15. Children’s Online Privacy

The Platform is intended for use under the direction of client organizations and is generally not directed at children under 13. We do not knowingly collect Personal Information from children under 13 in violation of applicable laws.

If you are a parent or guardian and believe that your child under 13 has submitted Personal Information without your consent, please contact us so that we can take appropriate steps, which may include removing the information.

When the Platform is used with minors (under 18), client organizations are responsible for ensuring compliance with applicable laws regarding minors’ data and access to third-party content via Embed entities. Knolyx may apply additional safeguards (such as content filtering and restricted access to certain third-party platforms), but primary responsibility rests with the organization.

16. Contact Us

If you have any questions about this Platform Privacy Policy, our data practices, or your rights, please contact:

Knolyx Tech SRL
Attn: Privacy Policy Officer
2nd Aleea Politehnicii Street, District 6
Bucharest, Romania, 061344
Email: office@knolyx.com
Telephone: +40 765 331 509

For questions specifically related to Embed entities, third-party content integration, or data sharing with content providers, please include “Embed Entity Privacy Inquiry” in your email subject line.