Privacy Policy

1. Controller and Contact

‍Knowlix GmbH
‍Lazarettstr. 4, 80636 Munich, Germany
Local Court Munich, HRB 266033
Managing Director: Francesco Wiedemann
E-mail: info@knowlix.ai | Website: www.knowlix.ai

For data protection enquiries, contact us at info@knowlix.ai or by post at the above address, marked "Data Protection".

2. Scope

This Privacy Policy describes how Knowlix GmbH processes personal data in its capacity as a controller under Art. 4 No. 7 GDPR. It covers:

(a) data processed when you contact us (e.g. via email or web form); and

(b) data processed for account management and billing in connection with the Knowlix Software; and

(c) data processed in connection with the operation and security of the Knowlix Software; and

(d) Information about the use of cookies and tracking technologies when you visit our website at www.knowlix.ai.

Where Knowlix processes personal data on behalf of a Customer (as a processor), this is governed exclusively by the Data Processing Agreement (DPA) concluded with that Customer under Art. 28 GDPR. The DPA is the authoritative document for all processor-side processing and takes precedence in the event of any conflict.

3. Processing Activities

3.1 Enquiries and Contact

When you contact us by email or post, we process your name, contact details, and the content of your message in order to respond. Legal basis:  

Where the enquiry relates to a pre-contractual or contractual matter: Art. 6 para. 1 lit. b GDPR (performance of contract or pre-contractual measures).

In all other cases: Art. 6 para. 1 lit. f GDPR. Our legitimate interest is the handling and documentation of incoming enquiries and the maintenance of communication with prospective and existing business contacts.

Data is deleted once the enquiry is fully resolved and no further communication is expected, unless statutory retention obligations require longer retention.

3.2 Account Management and Billing

When a Customer concludes an Agreement with Knowlix, we process contact and billing data (name, company, email address, postal address, payment details) to manage the contractual relationship, provision User Accounts, and issue invoices. Legal basis: Art. 6 para. 1 lit. b GDPR (performance of contract) and Art. 6 para. 1 lit. c GDPR (statutory retention obligations under commercial and tax law). Invoice-related data is retained for the statutory period of ten years.

3.3 Software Operation and Security

We process usage and access log data to maintain the security and availability of the Software and to prevent misuse. Legal basis: Art. 6 para. 1 lit. f GDPR (legitimate interest). Our legitimate interest is the ensuring of IT security, availability and integrity of the Software, the prevention of unauthorised access, and the investigation and documentation of security incidents. Log data is deleted after 90 days unless retained for the investigation of a specific incident.

3.4 Website Log Files and Cookies

Log files

When you visit our website, your browser automatically transmits certain information to our web server, which is stored in server log files. This includes:

• IP address (anonymised after collection where technically feasible)
• Date and time of the request
• URL of the page accessed
• Referring URL (if applicable)
• Browser type and version
• Operating system

This data is processed solely for the purpose of ensuring the technical operation, stability and security of the website, and to detect and investigate misuse or security incidents. The data is not merged with other data sources or used to identify individual users.

Legal basis: Art. 6 para. 1 lit. f GDPR. Our legitimate interest is the technically secure and stable operation of the website and the detection of and response to security threats.

Cookies

When you visit our website at www.knowlix.ai, we use cookies and similar tracking technologies. Cookies are small text files stored on your device that help us to operate and improve our website.

We use the following categories of cookies on our website:

• Strictly necessary cookies: These cookies are essential for the website to function and cannot be switched off. They are typically set in response to actions you take, such as setting your privacy preferences or logging in. These cookies do not store any personally identifiable information. The legal basis for processing personal data via strictly necessary cookies is Art. 6 para. 1 lit. f GDPR. Our legitimate interest is the technically secure and stable operation of the website.
• Analytics and performance cookies: These cookies allow us to measure and improve the performance of our website by collecting information about how visitors interact with it. All information collected is aggregated and therefore anonymous. We only use these cookies with your consent. The legal basis is Art. 6 para. 1 lit. a GDPR. You may withdraw your consent at any time via our Consent Manager (see below).
• Functional cookies: These cookies enable enhanced functionality and personalisation. They may be set by us or by third-party providers whose services we have added to our website. We only use these cookies with your consent. The legal basis is Art. 6 para. 1 lit. a GDPR. You may withdraw your consent at any time via our Consent Manager.
• Marketing and targeting cookies: These cookies may be set by our advertising partners to build a profile of your interests and show you relevant content or advertisements on other sites. We only use these cookies with your consent. The legal basis is Art. 6 para. 1 lit. a GDPR. You may withdraw your consent at any time via our Consent Manager.

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Consent Manager: When you first visit our website, a Consent Manager will appear, allowing you to accept or decline non-essential cookies by category. You can access and update your cookie preferences at any time by clicking the "Cookie Settings" link in the footer of our website. Withdrawing consent does not affect the lawfulness of any processing carried out prior to withdrawal.

Retention: Strictly necessary cookies are session-based and are deleted when you close your browser unless a longer retention period is technically required. The retention period for other cookies depends on the specific cookie and is set out in detail in our Consent Manager.

You can find further information about the cookies we use in our Cookie Policy at www.knowlix.ai/cookie-policy

4. Recipients of Personal Data

In the course of our processing activities, we may share personal data with the following categories of recipients:

Service Providers: We engage carefully selected external service providers who process personal data on our behalf and strictly in accordance with our instructions (e.g. providers of IT infrastructure and hosting services, software development and support services, and billing services). All processors are contractually bound to process personal data solely in accordance with our instructions and in compliance with the requirements of the GDPR.

Public authorities and other public bodies: We may disclose personal data to authorities or other public bodies where we are legally required to do so, or where disclosure is necessary for the establishment, exercise or defence of legal claims.

International data transfers: Some of our service providers are located outside the European Economic Area (EEA). In such cases, we ensure that an adequate level of data protection is maintained, in particular by concluding Standard Contractual Clauses adopted by the European Commission pursuant to Art. 46 para. 2 lit. c GDPR, or by relying on other appropriate safeguards in accordance with Chapter V GDPR.

5. Data Subject Rights

Subject to the applicable legal requirements and conditions set out in the GDPR, you have the following rights in respect of your personal data processed by Knowlix as controller:

• Right of access (Art. 15 GDPR)
• Right to rectification (Art. 16 GDPR)
• Right to erasure (Art. 17 GDPR)
• Right to restriction of processing (Art. 18 GDPR)
• Right to data portability (Art. 20 GDPR)
• Right to object (Art. 21 GDPR)
• Right to withdraw consent (Art. 7 para. 3 GDPR), where processing is based on consent

Important notice regarding your right to object (Art. 21 GDPR):

Where we process your personal data on the basis of Art. 6 para. 1 lit. f GDPR (legitimate interests), you have the right to object at any time to the processing of your personal data on grounds relating to your particular situation. We will then cease to process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or unless the processing is necessary for the establishment, exercise or defence of legal claims. Please address any objection to info@knowlix.ai.

To exercise any of these rights, contact us at info@knowlix.ai.

You also have the right to lodge a complaint with the competent supervisory authority (Art. 77 GDPR):

Bayerisches Landesamt fuer Datenschutzaufsicht (BayLDA)

Promenade 18, 91522 Ansbach

Phone: +49 (0) 981 180093-0

E-mail: poststelle@lda.bayern.de

6. Automated Decision-Making

Knowlix does not carry out automated decision-making, including profiling, which produces legal effects concerning you or similarly significantly affects you within the meaning of Art. 22 GDPR.

7. Amendments

This Privacy Policy may be updated to reflect changes in applicable law or our processing activities. Material changes will be communicated in accordance with the notice provisions of the GTC. The current version is available at www.knowlix.ai.

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Valid as of April 2026.

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