Privacy Policy
Last Updated: September 2026
Your privacy matters to us. This policy explains what personal information Knowlexax LMS collects, why we collect it, how we protect it, and what choices and rights you have. Please read it carefully.
In this policy, "Knowlexax", "we", "us", and "our" refer to [Company Legal Name], the company that operates the Knowlexax LMS platform and website at [yourdomain.com].
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1. Introduction and Scope
This policy applies when you:
Visit our website or marketing pages
Create an account, start a trial, or purchase a Knowlexax plan
Contact our support or sales team
Subscribe to our newsletter, updates, or events
Access a course, membership, community, or other learning site built on Knowlexax (as a student, lead, or subscriber)
Third-party services. This policy does not cover third-party tools, apps, or websites that connect to Knowlexax or that you reach through links on our platform. Please review their privacy notices separately.
Customer agreements. Creators, educators, and businesses who build a school on Knowlexax (our "Customers") are bound by a separate agreement covering their use of the platform. If you are a student of a Customer's school, that Customer decides how your data is used within their school. Contact them directly for questions about their specific practices.
If you do not agree with this policy, please do not use our website or services.
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2. Our Role: Controller and Processor
Data protection laws distinguish between organizations that decide why and how data is used (a "controller" or "data fiduciary") and those that handle data on someone else's behalf (a "processor").
For Customer data (people who sign up for or use Knowlexax to run a school) and website visitors, Knowlexax is the controller.
For Student data (information about learners inside a Customer's school), the Customer is the controller and Knowlexax acts as the processor, handling data only on the Customer's instructions.
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3. Information We Collect
3.1 Information about Customers and website visitors
Account and identity details: name, email, phone number, business name, billing address, and login credentials.
Payment details: billing information and transaction history. Card details are handled by our payment partners, and we do not store full card numbers.
Communications: messages you send us by form, email, chat, phone, or social media.
Content you create: courses, lessons, pages, files, quizzes, surveys, emails, and other material you upload or build on the platform.
Technical data: IP address, browser and device type, operating system, time zone, pages viewed, time spent, referral source, and log data.
Marketing preferences: your choices about receiving emails, offers, and updates.
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3.2 Information about Students (processed for Customers)
Depending on how a Customer configures their school, this may include:
Name, email, phone number, and billing or delivery details
Enrollments, course progress, quiz scores, assignments, certificates, and survey responses
Posts, comments, messages, and files shared in communities or discussions
Purchase and subscription history
Technical data such as IP address, device, login activity, and email open/click statistics
Any other information the Customer chooses to collect
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3.3 AI feature data
When AI-powered features are used, we may process prompts, questions, uploaded files, settings, feedback, and the outputs generated.
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3.4 Information from other sources
We may receive information from payment processors, analytics and advertising providers, integration partners a Customer connects to their account, and publicly available sources (for example, tax or business registries used to verify details).
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3.5 Sensitive information
We do not knowingly collect sensitive personal data such as health information, biometric or genetic data, religious or political beliefs, or information about criminal history. Please avoid entering this kind of information into the platform unless it is essential and permitted by law.
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4. How We Use Your Information
We use personal data only where the law allows, including to:
Provide and operate the platform, create accounts, host courses, process payments, and deliver support
Follow Customer instructions when handling Student data
Improve performance, fix bugs, develop new features, and understand how the platform is used
Communicate with you about your account, updates, security notices, and support requests
Market our services, subject to your preferences and applicable law
Protect the platform, prevent fraud and abuse, and enforce our terms
Meet legal obligations, including tax, accounting, and regulatory requirements
Legal bases (where laws such as GDPR apply) include performance of a contract, our legitimate interests, compliance with legal obligations, and consent (mainly for marketing). Where we rely on consent, you can withdraw it at any time.
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5. Use of Artificial Intelligence
Knowlexax and its Customers may offer AI-powered features, such as course outline generation, quiz creation, content suggestions, transcription, summaries, and support assistance.
AI features process only the content needed to deliver the function you request.
Where we use third-party AI providers, we apply contractual, technical, and organizational safeguards to protect the data.
We do not use your personal information to train general-purpose AI models without clearly telling you and, where required, obtaining your consent. We may use aggregated, de-identified data to monitor and improve our own services.
AI outputs can be inaccurate or incomplete. Please review anything AI generates before relying on or publishing it.
Please do not enter sensitive personal, confidential, or regulated information into AI features.
Customers decide whether AI features are enabled on their school and are responsible for giving their Students any required notices or collecting required consents.
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6. Marketing Communications
We may send you product news, offers, and educational content by email or message if you signed up, made a purchase, or otherwise asked to hear from us, or where the law otherwise permits.
You can opt out at any time by clicking the unsubscribe link in any message, updating your preferences in your account, or emailing [support email]. Opting out of marketing does not stop essential messages about your account, billing, or security.
We will not share your data with third parties for their own marketing without your explicit consent.
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7. Who We Share Information With
We share personal data only as needed, with:
Service providers: cloud hosting, video hosting, live-class and meeting tools, email delivery, payment processing, analytics, customer support, and IT services
AI service providers: vendors that help deliver AI features, acting only on our instructions
Customers: if you are a Student, your Customer (the school owner) can access data related to your use of their school
Affiliates and group companies: for operations and reporting
Professional advisers: lawyers, auditors, insurers, and accountants
Authorities: courts, regulators, and law enforcement where required by law
Business transfers: a buyer or partner in a merger, acquisition, or sale of assets, subject to confidentiality
Every third party we work with is required to protect your data and use it only for the purposes we specify. We do not sell your personal information.
(Optional: add a list of named providers here, such as your payment gateway, email provider, and hosting provider.)
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8. International Data Transfers
Your information may be stored or processed in countries other than your own, including countries whose data protection laws differ from yours.
When we transfer personal data internationally, we use appropriate safeguards, such as adequacy decisions, standard contractual clauses, data processing agreements, or other lawful transfer mechanisms. If none of these apply, we will ask for your explicit consent where required. Contact us at [support email] for details on the safeguards we use.
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9. Data Security
We use reasonable technical and organizational measures to protect personal data against loss, misuse, unauthorized access, alteration, and disclosure, including encryption in transit, access controls, and staff confidentiality obligations. Access is limited to people who need it for their work.
If a data breach occurs, we will investigate promptly and notify affected individuals and regulators where the law requires.
No system is completely secure. Please protect your password and let us know immediately if you suspect unauthorized access to your account.
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10. Data Retention
We keep personal data only as long as needed for the purposes described in this policy, including legal, tax, accounting, and reporting requirements. Retention periods depend on the type of data, its sensitivity, and legal requirements. For example, we may retain basic transaction and billing records for [X years] to meet tax and accounting rules.
When data is no longer needed, we delete or anonymize it. Anonymized data may be kept for analytics and research.
For Student data, retention is generally governed by the Customer's instructions and our agreement with them.
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11. Your Rights
Depending on where you live, you may have the right to:
Access the personal data we hold about you
Correct inaccurate or incomplete data
Delete your data in certain circumstances
Object to or restrict certain processing
Data portability, meaning receiving your data in a usable format
Withdraw consent at any time where processing relies on consent
Nominate someone to exercise your rights on your behalf where the law allows
Lodge a complaint with your local data protection authority
To exercise any right, email [support email]. We may need to verify your identity first. We aim to respond within 30 days, and will let you know if a request is complex and needs longer. There is normally no charge, though we may charge a reasonable fee or decline requests that are clearly unfounded or excessive.
If you are a Student, please contact your school owner (the Customer) first, as they control your data. We will assist them in responding to your request
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12. Cookies and Tracking
We use cookies and similar technologies to keep you signed in, remember preferences, measure performance, and support marketing. You can control cookies through your browser settings, though disabling them may affect how parts of the site work. See our Cookie Policy for full details.
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13. Third-Party Links and Integrations
Our platform and Customers' schools may link to third-party websites or connect with third-party tools. We don't control these services and are not responsible for their privacy practices. We encourage you to read their privacy notices before sharing information.
Where a Customer connects a third-party integration, that service may access data made available through the connection. We do not store your passwords for those services.
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14. Children's Privacy
Knowlexax is not intended for children under [13 / 16 / 18 depending on your target regions]. We do not knowingly collect personal data from children below this age. If you believe a child has provided us with data, please contact us and we will delete it. Customers who direct their courses at minors are responsible for obtaining any required parental consent.
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15. Changes to This Policy
We may update this policy from time to time. When we make material changes, we will update the "Last Updated" date and, where appropriate, notify you by email or through the platform. Please review this page periodically.
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16. Contact Us
For questions about this policy or to exercise your rights, contact:
[Company Legal Name]
Attn: Data Protection / Grievance Officer: [Name]
[Registered Address]
Email: [support@yourdomain.com]
Phone: [optional]