Privacy Policy

1. Who we are

KnowUp is a microlearning service provided by KnowUp Edtech Limited (company number 16579342), 167-169 Great Portland Street, 5th Floor, London, W1W 5PF, United Kingdom, and Verim Atölyesi Eğitim ve Bilişim Teknolojileri A.Ş., Üniversiteler Mah. İhsan Doğramacı Bulvarı No: 21, Çankaya, 06800 Ankara, Türkiye (together “KnowUp”, “we”, “us”). You can reach us about privacy at support@knowup.io.

KnowUp is used by organisations (our “customers”) to train their employees. For the learner and account data a customer puts into KnowUp, the customer is the data controller and KnowUp processes that data on the customer’s behalf and on its instructions. For data you send us through this website, such as a demo request, KnowUp is the controller.

2. Data we process

• Account data: name, work e-mail address, mobile phone number, organisation, team or department, role and language, as provided by your employer or by you.
• Learning activity: programs assigned to you, your answers, how confident you said you were, scores, progress, league standings and timestamps.
• Notification data: the details needed to reach you on the channels your organisation enabled, such as your phone number for WhatsApp and SMS, e-mail address, mobile push tokens and the Microsoft Teams identifiers described in section 3. We keep a log of which reminders were sent and whether delivery succeeded.
• Technical data: IP address, device and browser type, and error logs, used to run and secure the service.
• Website enquiries: what you enter in the demo form (name, work e-mail, use case, industry and number of learners), the time of your request, and the campaign source of your visit if the link you followed included one.
• Website usage: the pages you visit and how you reached the site, collected through Google Analytics as described in section 11.
• Live chat: the messages you send us in the website chat, any contact details you give, and technical details such as your browser, approximate location and the page you are on.

3. KnowUp app for Microsoft Teams

The KnowUp app for Microsoft Teams is a notification-only bot. It sends you personal messages with your learning reminders and a button that opens the program in KnowUp. It does not read your chats, channel messages, files, meetings or calendar.

When the app is installed for you, Microsoft sends KnowUp an installation event. From it we store:

• Microsoft Entra tenant ID, to know which organisation the installation belongs to.
• Microsoft Entra user object ID and user principal name (work e-mail), to match your Teams account to your KnowUp learner account.
• Teams conversation ID and service URL, to deliver messages into your personal chat with the KnowUp bot.
• Installation and removal dates and the last delivery error, to stop sending after you remove the app and to troubleshoot delivery.

If your organisation’s administrator grants consent in KnowUp’s admin panel, KnowUp may also use these Microsoft Graph application permissions for that organisation only:

• User.Read.All, to read basic profile information (name, e-mail) and match employees to KnowUp learner accounts.
• TeamsAppInstallation.ReadWriteSelfForUser.All, to install the KnowUp app for employees so they can receive reminders without installing it themselves.
• GroupMember.Read.All, to read group and team membership so administrators can map Microsoft 365 groups to KnowUp teams.

Administrators can revoke this consent at any time in Microsoft Entra ID. When you uninstall the app, Microsoft notifies KnowUp, we mark the link as removed and send no further Teams messages.

4. How we use data

• To provide the service: deliver programs and questions, calculate scores, and show results to you and to your organisation’s administrators.
• To send the reminders and notifications your organisation configured, on the channels it enabled.
• To keep the service secure, prevent abuse, and fix errors.
• To answer your enquiries, including live chat messages, and follow up on your demo request.
• To understand how the website is used and which sources bring visitors to it.

We do not sell personal data and we do not use learner data for advertising.

5. Legal basis

Where KnowUp is the controller, we rely on taking steps at your request before a contract (demo requests), our legitimate interest in running, securing and improving the service and website, and compliance with legal obligations. Where KnowUp acts for a customer, the customer determines the legal basis, typically its legitimate interest in training employees or its employment obligations.

This policy is intended to meet the UK General Data Protection Regulation and Data Protection Act 2018, the Turkish Personal Data Protection Law No. 6698 (KVKK) and, where it applies, the EU General Data Protection Regulation (GDPR).

6. Sharing and service providers

We share personal data only as needed to run the service:

• With your organisation’s KnowUp administrators, who can see your progress and results.
• Between KnowUp Edtech Limited and Verim Atölyesi Eğitim ve Bilişim Teknolojileri A.Ş., where needed to provide the service and respond to you.
• With service providers that host our infrastructure or deliver messages on our behalf, such as cloud hosting (including Cloudflare for this website), e-mail delivery, SMS and WhatsApp messaging providers, mobile push services, Microsoft for Teams messages, Google for website analytics, MailerLite for website enquiries, and Crisp for website live chat.
• When required by law or to protect rights and safety.

Providers are bound by contract to use the data only for providing their service to us. A current list is available on request.

7. International transfers

We operate in the United Kingdom and Türkiye, and some providers, including Microsoft, Google, MailerLite, Crisp, Cloudflare and messaging providers, may process data outside your country. Where this happens we rely on the safeguards required by applicable law, such as standard contractual clauses or the mechanisms provided for under KVKK.

8. Retention

We keep learner and account data for as long as your organisation’s contract with KnowUp is active, and delete or anonymise it within 90 days after the contract ends unless the organisation asks for earlier deletion or the law requires longer retention. Teams link data is kept while the app is installed for you and deleted with your KnowUp account. Website enquiries are kept for up to two years.

9. Security

Data is encrypted in transit. Access is limited to staff who need it. Sign-in links sent in notifications are personal and time-limited; do not forward them.

10. Your rights

Depending on where you are, you can ask to access, correct, delete or export your personal data, object to or restrict its processing, and complain to a supervisory authority (in the United Kingdom, the Information Commissioner’s Office; in Türkiye, the Personal Data Protection Authority). If your employer provides your KnowUp account, we will usually pass your request to them, because they decide how that data is used. Send requests to support@knowup.io.

11. Cookies

This website uses Google Tag Manager to load Google Analytics, which measures visits. Google Analytics sets cookies that count visits and show which pages are used and where visitors came from, and it records when a demo request is submitted. The live chat on this website is provided by Crisp, which sets cookies so that your conversation continues as you move between pages and return to the site. You can block or delete these cookies in your browser settings. The KnowUp apps use only storage that is strictly necessary to keep you signed in.

12. Children

KnowUp is a workplace service and is not directed to children under 16.

13. Changes

We may update this policy. We will change the effective date above and, for material changes, tell customers in advance.