Personal data in Knowly can come from a few places: data people add to Knowly, data your organisation adds or syncs into Knowly, and data Knowly collects automatically so the service can work safely and improve over time. This article explains what personal data can exist in Knowly, why some data is collected, and where to go for GDPR access or deletion requests.
Who is responsible for the data
For most personal data in a learning journey, your organisation decides why and how the data should be processed. That is why some participant add and import flows mention legal basis before you continue.
Knowly provides the service and acts as a data processor for the organisations that use Knowly. That means Knowly processes personal data according to the organisation's instructions.
Knowly may also process limited product and usage data to run, protect, and improve the service. For that kind of processing, Knowly is responsible for the data it collects. The legal basis and details are described in Knowly's privacy policy.
Knowly does not sell personal data to third parties or use it for marketing.
Personal data people and organisations add to Knowly
People can add data themselves, admins or trainers can add data about participants, and organisations can sync directory data into Knowly. Knowly can contain data such as:
names and email addresses
mobile phone numbers
learning journey participation, activity progress, completion status, and notification history
answers, comments, threads, messages, and uploaded files
roles, teams, manager relationships, or groups if your organisation uses that information
learning journey names, dates, and content created by admins or trainers
The exact data depends on how your organisation uses Knowly and which learning journeys a person has joined.
Data Knowly can collect automatically
Knowly can also collect technical and usage data when people use the service. Knowly uses this data to keep accounts safe, show the right experience, troubleshoot issues, and improve the product.
IP addresses. Knowly uses IP addresses to help protect accounts and investigate unauthorised access.
Approximate location and language signals. Knowly uses this to provide a better experience based on where a person is and which language they should see.
Device, browser, and connection information. This can include network information, time zone, mobile device type, operating system, and browser. Knowly uses it to make the service work well across different devices and to understand usage patterns in aggregate.
In-app usage. Knowly uses aggregated usage statistics to make product decisions. Usage information can also help Knowly troubleshoot if something goes wrong.
Access, export, and deletion requests
If a participant asks to see their personal data, treat it as a GDPR access request and use the article on exporting personal data. If the person asks for data to be deleted, use the article on deleting personal data.
Removing someone from a learning journey or organisation is an access change. It is not always the same as deleting all personal data connected to that person.
Anonymous responses
Some standalone evaluation flows can support anonymous responses. In-journey content is not anonymous in the same way, because Knowly needs to connect answers and progress to the participant and the learning journey.
If anonymity matters for a survey or evaluation, confirm the setup before you invite participants.
Agreements and subprocessors
Your organisation may have a data processing agreement or similar arrangement with Knowly. If you need the legal terms, contact the person in your organisation who manages vendor agreements or contact Knowly.
Knowly also uses subprocessors for parts of the service, such as hosting, storage, communication, analytics, and support. Those subprocessors may process personal data when that is needed to provide the service. For the current public list, see Knowly's subprocessor list. Use that list rather than a saved copy, so you always check the latest version.
Lastly, keep in mind that the exact personal data in Knowly depends on how your organisation uses the product and what people add to their learning journeys.