Summary: We collect only what we need to provide our services. We don't sell your data. We don't use your uploaded data to train AI models. Your research data remains yours. Uploaded datasets are processed transiently and are not stored as persistent datasets on the platform.
1. Introduction
Knowsis (Pty) Ltd ("Knowsis", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Data Alchemy Platform and our related services.
We comply with applicable data protection laws, including the South African Protection of Personal Information Act (POPIA) and the European Union General Data Protection Regulation (GDPR) where applicable.
By using our services, you consent to the data practices described in this policy.
2. Information We Collect
2.1 Account Information
When you create an account, we collect:
- Name and email address
- Company name (optional)
- Password (stored in encrypted form)
- Billing information (processed by our payment provider)
2.2 Usage Data
We automatically collect information about how you use our services:
- Log data (IP address, browser type, pages visited, time spent)
- Feature usage and session activity
- Error logs and performance data
- AI feature interaction data (e.g., prompts submitted to the Alchemist chatbot and responses generated), for operating, securing, and improving the service
2.3 Research Data You Upload
When you upload data for analysis ("Your Data"), we process it solely to provide the analytical services you have requested. Your Data may include survey responses, customer information, or other research datasets.
We do not store uploaded datasets as persistent datasets on the platform. Your Data is processed within your session and becomes unavailable when you close or end the session. You are responsible for maintaining your own copies of datasets and for downloading any outputs (reports, charts, models) you wish to keep.
Important: We do NOT use your uploaded datasets to train machine learning models, share with third parties, or for any purpose other than providing you with the analytical services you requested.
3. How We Use Your Information
| Purpose | Data Used | Legal Basis |
|---|---|---|
| Provide and maintain the Services | Account info, Your Data | Contract performance |
| Process payments | Billing information | Contract performance |
| Send service communications | Email address | Legitimate interest |
| Improve our services | Usage data (aggregated) | Legitimate interest |
| Improve AI features (Alchemist chatbot) and quality assurance | De-identified AI interaction samples; aggregated usage data | Legitimate interest |
| Provide customer support | Account info, correspondence | Contract performance |
| Comply with legal obligations | As required | Legal obligation |
4. Data Sharing and Disclosure
We do not sell your personal information or Your Data. We may share information only in the following circumstances:
4.1 Service Providers
We use trusted third-party service providers who process data on our behalf:
- Paystack Payments South Africa (Pty) Ltd — Payment processing
- Infrastructure providers — Compute infrastructure required to deliver the Services, which may include third-party cloud providers
- Analytics services — Website usage analytics (aggregated data only)
The Data Alchemy Platform is primarily hosted in South Africa. These providers are contractually bound to protect your data and may only use it for the specific services they provide to us.
4.2 Legal Requirements
We may disclose information if required by law, regulation, legal process, or government request.
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.
5. Data Security
We implement appropriate technical and organizational measures to protect your information:
- Encryption of data in transit (TLS/SSL) and at rest
- Secure authentication and access controls
- Regular security assessments and updates
- Employee training on data protection
- Incident response procedures
While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.
6. Data Retention
- Account information: Retained while your account is active, plus 2 years for legal and accounting purposes
- Your Data (uploaded research data): Not retained as a persistent dataset. Processed transiently within a session and becomes unavailable when the session ends
- De-identified AI interaction samples (Alchemist chatbot): May be retained for quality review and service improvement. These samples are not linked back to individual users. Retained for up to 12 months or until no longer needed for improvement purposes
- Usage logs: Retained for 12 months
- Payment records: Retained for 7 years as required by law
7. Your Rights
Depending on your location, you may have the following rights regarding your personal information:
7.1 For All Users
- Access: Request a copy of your personal data
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your data (subject to legal requirements)
- Export: Download your generated outputs/reports during your session, and request export of account-related information where applicable
7.2 Additional Rights for EU/UK Residents (GDPR)
- Restriction: Request restriction of processing
- Objection: Object to processing based on legitimate interests
- Withdrawal: Withdraw consent at any time
- Complaint: Lodge a complaint with a supervisory authority
7.3 Additional Rights for South African Residents (POPIA)
- Request confirmation of whether we hold your personal information
- Object to processing on reasonable grounds
- Lodge a complaint with the Information Regulator
To exercise any of these rights, please contact us at info@knowsis.net.
8. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers, including:
- Standard contractual clauses approved by relevant authorities
- Data processing agreements with service providers
- Compliance with applicable data transfer mechanisms
9. Cookies and Tracking
We use cookies and similar technologies to:
- Maintain your session and authentication
- Remember your preferences
- Understand how you use our services
You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of our services.
10. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Services. Your continued use of the Services after changes take effect constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us:
Knowsis (Pty) Ltd
Data Protection Inquiries
Email: info@knowsis.net
Website: https://knowsis.net
Information Regulator (South Africa)
If you are a South African resident and wish to lodge a complaint, you may contact:
The Information Regulator (South Africa)
Website: https://inforegulator.org.za