Privacy Policy

This Privacy Policy explains how KNOVIT SAS (“Knovit”, “we”, “us”) processes personal data when you use the Knovit app, website and related services (the “Service”).

Knovit is an AI-enabled personal productivity assistant. It helps you organise and use information you provide and information from sources you choose to connect. Knovit can connect relevant context, create reminders and tags, prepare meeting context, and provide summaries, suggestions and other features to help you organise and act on information.

In this Privacy Policy, “personal data” means information relating to an identified or identifiable individual. This includes information about you as a Knovit user as well as information about other people that may be processed through the Service, such as your contacts or meeting participants.

We want you to understand what personal data Knovit processes, why we process it, who we share it with, how long we keep it, and the choices and rights available to you.

If you have questions about this Privacy Policy or how Knovit processes personal data, you can contact us at [email protected].

Knovit is the controller of the personal data it processes to operate and provide the Service.

When you connect a third-party service to Knovit, we process information from that service within the permissions you grant and for the features you choose to use. You are responsible for ensuring that you are authorised to connect the relevant account and to provide information to Knovit. We process that information in accordance with this Privacy Policy.

Here is a summary of the main categories of personal data Knovit processes. Additional information about connected sources, meetings and contacts is provided below.

*The legal basis column applies only if you are in the European Economic Area or the United Kingdom. See Section 6 for more information about the legal bases we rely on.

2.1 How Knovit handles connected sources

You choose which supported services to connect to Knovit, such as email, calendar or contacts. Each service is connected separately, and Knovit only accesses information within the permissions you grant for the features you choose to use.

You can disconnect a service at any time. Once disconnected, Knovit stops accessing new information from that service. Information already obtained or generated through the connection is handled in accordance with Section 9.

Disconnecting a service from Knovit does not delete or change information in the original service.

Email contacts. If you connect an email account to Knovit (such as Gmail or Outlook), Knovit reads the headers of messages exchanged with people already in your Knovit address book, to keep their contact records up to date. For each of these contacts, we sync up to the 20 most recent messages. For each message we store the subject line, the direction (sent or received), the date, and the message ID used to link back to the message in your email account. These records are linked to the relevant contact in your Knovit account.

To find these messages, Knovit reads sender and recipient details, but does not store them. We do not store the body, content or attachments of any email. Knovit never syncs your entire mailbox, and never looks up or creates records for people you haven’t added as contacts.

Subject lines may contain personal information about you or the people you write to.

Meeting briefings. Stored subject lines, together with your calendar event details (title, time, and attendees) and your imported contact fields, may be used to generate a short AI briefing before a meeting with that contact.

Email address suggestions. When Knovit suggests an email address for a contact, it retrieves sender and recipient information from your email account in real time, for that purpose only. Nothing from that retrieval is stored except the single address you accept.

Disconnecting a connected account. When you disconnect your email account, your calendar or contacts account, you choose whether to keep or delete the records Knovit has synced. See Section 9 for how long these records are kept.

Calendar and contacts. If you connect a calendar or contacts account to Knovit (such as Google), Knovit accesses your calendar events (title, time, and attendees) and the contacts you import, to show your calendar, to respond to voice commands, to populate your contact records in Knovit and to create and send calendar events on your behalf. A contact’s saved email address may also be used to send them a calendar invite.

How we use and share this information. We do not:

• sell or share this information, including for cross-context behavioral advertising, or transfer it to data brokers or advertising platforms;
• use it to serve advertising;
• use it to train or improve any AI or machine learning model; or
• use it to determine creditworthiness or for lending purposes.

We share this information only with service providers who help us deliver Knovit’s features, such as our hosting providers and the AI providers that generate meeting briefings, listed on our Service Providers page. These providers are bound by contractual confidentiality and data-protection obligations. They may process the information only to provide their services to us, and may not use it to train their own models. We may also disclose this information to comply with the law, or with your explicit consent.

Employee access. We do not allow Knovit employees to read this information, except with your explicit consent (for example, when you request support), where necessary to investigate a security issue, or where required by law.

Google and other provider data. Knovit’s use of information received from Google Workspace APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically: (a) we access Google Calendar events and Google Contacts only to provide the features you’ve enabled: calendar overview, contact import, responding to voice commands, populating contact records, and creating and sending calendar events on your behalf; (b) we do not sell Google user data, do not use it for advertising, to determine creditworthiness, or for lending purposes, and do not use it to train or improve any AI or machine learning model; (c) we do not transfer Google user data to third parties except to service providers who help us deliver Knovit’s features (listed on our Service Providers page), for security purposes (for example, investigating abuse), to comply with the law, or with the user’s explicit consent; (d) the employee-access restrictions described above apply equally to Google user data; (e) OAuth tokens are stored encrypted (AES-256-GCM) and are deleted when the user disconnects the account, which also revokes the grant at Google; (f) the user may ask for the deletion of all imported data at any time from Settings → Connections in the app or by writing to [email protected]. We apply the same restrictions to information received from any other email, calendar, or contacts provider you connect.

2.2 How Knovit completes contact profiles

When you ask Knovit to complete a contact’s profile, we obtain publicly available professional information about that person, such as name, photo, current role and professional background, from a specialized third-party data provider. This happens only for a contact already in your Knovit account, only when you specifically request it, never through open search or in bulk. This information is visible only to the user who requested it.

2.3 How Knovit handles meetings

When you use Knovit’s meeting features, we may process meeting information, audio and transcripts to create notes, summaries, action items, reminders and other meeting-related features.

Online meetings. For online meetings, Knovit may use either of the following approaches:

• Use an existing platform transcript. If a supported platform, such as Zoom, has created a transcript, Knovit may retrieve it when you connect your account and grant the required permissions. Knovit does not need to download or store the platform’s audio or video recording for this purpose.
• Transcribe the meeting directly. If you choose to have Knovit transcribe the meeting, Knovit may capture meeting audio for the limited purpose of generating a transcript.

When Knovit captures audio directly, recording or transcription must be activated by you. The app displays a visible recording/transcription indicator and provides pause and stop controls. If the meeting platform and the Knovit integration allow it, Knovit may also display a notice to participants, for example through a meeting-chat message or by joining the meeting under a visible Knovit recorder identity.

In-person meetings. For in-person meetings, Knovit may capture audio through your device’s microphone when you choose to start transcription. Because there is no meeting platform to notify participants automatically, Knovit may ask you to confirm before transcription begins that you are permitted to record or transcribe the meeting and that you have provided any required notice or obtained any required consent. Knovit does not independently verify whether participants have consented to the recording or transcription.

What happens to meeting data. For both online and in-person meetings:

• Raw audio captured by Knovit is used to generate the transcript and is not stored as a meeting recording by default. It is deleted once transcription is complete.
• Transcripts, notes, summaries and action items are retained as described in Section 9.
• Meeting content is private by default and is only shared when you choose to share it.
• You can delete transcripts, notes, summaries and action items using the deletion controls available in Knovit.
• Meeting audio, transcripts and other meeting content are not used to train AI models.

Your responsibility when recording or transcribing. Recording and transcription laws vary depending on the location of participants and the circumstances of the meeting. You are responsible for ensuring that you are permitted to record or transcribe a meeting using Knovit, including providing any notice or obtaining any consent required by applicable law.

We use your information for the following purposes:

• Provide the Service. We use your information to provide the Knovit features you choose to use. This includes:
  • Organising and connecting context. We connect information across the sources you enable so you can retrieve relevant contacts, meetings, tasks and past interactions.
  • Generating reminders and suggestions. We may create tags, summaries, tasks, briefings, follow-up suggestions and other contextual prompts based on the information available to Knovit.
  • Personalising your experience. We may learn from how you use Knovit, for example your preferred reminder times or recurring scheduling patterns, to make suggestions more useful to you. You can manage personalisation in your settings.
  • Supporting your follow-ups. We may use factual interaction information, such as your last interaction with a contact or an open commitment, to help you identify follow-ups that may need attention. Section 5 explains how we process information about your contacts.
  • Supporting browser and device features. Some Knovit features may rely on services provided by your browser or device. For example, voice commands may be transcribed by your browser or device before the resulting text is sent to Knovit, and notifications may be delivered through your browser or device’s notification service.
  • Processing content you choose to save. If you save a link in Knovit, we may access the linked webpage to retrieve information needed to provide features such as summaries or contextual retrieval.
• Operate and secure Knovit. We use information as necessary to operate, maintain, troubleshoot and secure the Service, prevent fraud and abuse, and protect our systems and users.
• Improve Knovit. We may use information about how the Service is used to understand performance, identify problems and improve the Service, its features and user experience.
• Manage subscriptions and payments. We process information needed to manage your subscription and payments.
• Communicate with you. We use your contact details to provide support and send service-related communications, including important information about your account or the Service.
• Manage marketing communications. Where permitted by applicable law, we may send you information about Knovit, including product updates, features or offers. You can opt out of marketing communications at any time.
• Comply with legal obligations and protect our rights. We may process information where necessary to comply with applicable law, respond to valid legal requests, enforce our Terms or protect the rights, safety and security of Knovit, our users or others.

We do not use your emails, meeting content, transcripts, contacts or relationship context to train AI models.

We may send you communications about Knovit, including information about new features, product updates and offers.

Where your consent is required, we will ask for it before sending you marketing communications. In circumstances where applicable law allows us to contact you without prior consent, we will provide a clear opportunity to opt out.

You can stop receiving marketing communications at any time by using the unsubscribe link in the message. We will continue to send communications that are necessary to provide the Service, such as messages about your account, subscription, security or important changes to Knovit.

If we use technologies to measure interactions with marketing communications, such as whether a message was opened or a link was selected, we will provide the information and obtain any consent required for those technologies. See our Cookie and Similar Technologies Policy for more information.

5.1 Where does contact information come from?

When you use Knovit, information about your contacts may come from:

• information you add or import about a contact;
• services you connect, such as your email, calendar or contacts; and
• publicly available professional sources, including LinkedIn.

Professional information collected from third-party sources may include a contact’s name, job title, company and other professional profile information. We may combine this with information already associated with the contact in Knovit. We identify the source so you can understand where the information came from.

5.2 How does Knovit use contact information?

We use contact information to organise your contacts, connect relevant context and help you manage follow-ups.

For example, Knovit may use factual information such as your last interaction with a contact, an open commitment or an upcoming meeting to provide a Warmth indicator. These indicators reflect interaction activity; they are not intended to assess a contact’s personality, reliability, importance or intrinsic value.

When processing contact information:

• we limit the information and derived context to what is needed for the relevant features;
• we do not use it to market Knovit directly to your contacts;
• we do not automatically invite or message contacts unless you initiate that action; and
• we do not use contact information or relationship context to train AI models.

5.3 What if a contact is deleted or does not use Knovit?

When you delete a contact, we delete the contact profile and information generated specifically for that profile. Information about the contact may remain where it forms part of another item you choose to keep, such as a meeting, task or note, or remains in the original connected service.

If you do not use Knovit, we may still process information about you because a Knovit user has added you as a contact, communicated or met with you, or because we obtained limited professional information about you from a publicly available source.

You can contact [email protected] to ask what information we hold about you and, where applicable, where it came from, or to exercise your rights under applicable data protection law. We may need to verify your identity while protecting the privacy of Knovit users and others.

6.1 Legal bases for processing

If you are in the European Economic Area or the United Kingdom, we rely on the following legal bases depending on why we process your personal data:

• Performance of our contract with you to provide Knovit, the features you choose to use and your subscription.
• Our legitimate interests to operate, secure and improve Knovit, understand how the Service is used, prevent fraud and abuse, provide support and provide certain personalisation, contact and contextual features, provided those interests are not overridden by the rights and interests of the people concerned.
• Your consent where required, including for certain marketing communications, cookies or similar technologies. You can withdraw your consent at any time.
• Compliance with legal obligations where necessary to meet applicable legal, tax, accounting or regulatory requirements or respond to valid legal requests.

The table in Section 2 provides more detail about the legal bases applicable to each category of information.

6.2 Special categories of personal data

Information processed through Knovit may occasionally contain sensitive personal data, for example where information about health, religious beliefs, political opinions or other sensitive matters appears in an email, meeting transcript or note.

This information may remain part of the underlying content you choose to keep in Knovit. However, Knovit does not use special-category information to generate tags, summaries, action items, reminders, follow-up indicators or other derived content or profiles about individuals.

You can delete the underlying content using the deletion controls available in Knovit, in accordance with the retention rules described in Section 9.

6.3 Profiling and automated decisions

Some Knovit features may involve profiling, for example by learning from how you use the Service to personalise suggestions or using factual interaction information, such as interaction recency or open commitments, to provide follow-up indicators.

This profiling is intended to help you personalise and organise your own experience and follow-ups. It is not used to assess a person’s personality, reliability, importance or intrinsic value, or to make significant decisions about individuals.

Knovit does not make solely automated decisions that produce legal or similarly significant effects on you or your contacts.

We use service providers to help us operate Knovit, including providers of hosting, AI and transcription services, authentication, payments, security and analytics.

The categories of service providers that may receive each type of personal data are described in Section 2.

Our current list of relevant providers is available at knovit.com/legal/knovit-service-providers.

Knovit’s primary hosting infrastructure is located in France. Some of our service providers may process personal data outside the European Economic Area (EEA), including in the United States.

Where personal data is transferred outside the EEA, we use appropriate safeguards as required by applicable data protection law. Depending on the provider, these may include the EU-US Data Privacy Framework and the European Commission’s Standard Contractual Clauses.

More information about the providers we use, where they process personal data and the applicable safeguards is available on our Service Providers page.

We keep personal data only for as long as necessary to provide the Service, for the purposes described in this Privacy Policy, or where we need to retain it for legal, security or other legitimate reasons. How long we keep information depends on the type of information, how you use Knovit and whether you delete it or close your account.

• Account information and content you keep in Knovit are generally retained while your account is active, unless you delete the information earlier.
• Meeting audio captured directly by Knovit is kept only for the time needed to generate the transcript and is then deleted.
• Information generated or derived by Knovit, such as tags, summaries, follow-up information and technical representations used for search and retrieval, follows the retention and deletion rules applicable to the information from which it was generated.
• Information from connected services is retained while needed to provide the relevant features. If you disconnect a service, Knovit stops accessing new information from that service. Information already obtained or generated through the connection is retained or deleted in accordance with the other retention rules described in this section.
• Email records are retained for as long as your Knovit account exists. When you disconnect your email account, you choose whether to keep or delete the records Knovit has synced: if you choose to delete them, they are removed immediately from our systems and from our backups within 7 days; if you choose to keep them, they remain available in your contacts’ history until you delete your Knovit account. When you delete your Knovit account, all such records are permanently deleted within 30 days, and from our backups within a further 7 days. Meeting briefings generated from these records are deleted automatically within 12 hours after the meeting ends. A one-line headline of the briefing remains on the calendar event in Knovit until the event is deleted or you delete your Knovit account.
• Profile information retrieved through the contact-completion feature (Section 2.2) is retained for as long as the contact exists in your account. Undoing the enrichment removes the retrieved data and photo immediately. Deleting the contact purges this information within 30 days.
• Usage, analytics and diagnostic information is retained for up to 25 months, unless a shorter period applies to the relevant technology.
• Device, log and security information is generally retained for up to 12 months, unless it is needed for longer to investigate fraud, abuse or a security incident.
• Marketing and contact information used for marketing purposes is retained while you have an active relationship with Knovit and for up to three years after that relationship ends, unless you opt out earlier. We may retain limited information necessary to record and respect an opt-out.
• Subscription and transaction information is retained for as long as needed to manage your subscription and meet applicable tax, accounting and other legal requirements.
• Cookies and similar technologies are retained for the periods described in our Cookie and Similar Technologies Policy.
• When you delete your account, we stop accessing your connected services and delete or anonymise information associated with your account within 30 days, except where limited retention is required for legal, security or other legitimate reasons.
• Backups may contain deleted information for up to 7 days before being overwritten or permanently deleted.

Some information may be retained for longer where required by law or necessary to resolve disputes, prevent fraud, address security or abuse, or protect the rights of Knovit, our users or others. Information may also remain with our service providers for limited periods after it is deleted from Knovit, including for security, fraud-prevention or abuse-monitoring purposes. Once information is no longer needed for these purposes, it is deleted or anonymised.

We use technical and organisational measures designed to protect personal data, including encryption in transit, encrypted credentials for connected accounts, access controls, security monitoring and separation of user data within our systems. Sign-in to Knovit is currently provided through Google or Microsoft.

Depending on the applicable data protection laws, you may have certain rights over the personal data we hold about you. These rights can vary depending on the reason we process your information and the legal basis we rely on.

Depending on the circumstances, you may have the right to:

• Access and a copy of your personal data.
• Correction of inaccurate data.
• Deletion, subject to legal exceptions.
• Restriction of processing in applicable cases.
• Objection to processing based on legitimate interests and certain other processing.
• Data portability where applicable.
• Withdrawal of consent where processing is based on consent.

You can exercise your rights by sending an email to [email protected]. We will respond within the time required by applicable law. For non-user requests, we may need information to verify your identity and locate the relevant data without disclosing another person’s information. You also have the right to lodge a complaint with a data protection authority. If you are in France, you can contact the Commission nationale de l’informatique et des libertés (CNIL) at 3 Place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, France, or through www.cnil.fr.

Knovit is not intended for users under 18, and users under 18 may not create a Knovit account. However, information processed through Knovit may sometimes relate to individuals under 18, for example where they are mentioned in a user’s contacts, emails or meeting content.

We use cookies and similar technologies to operate and secure Knovit, remember your choices, understand how the Service is used and, where applicable, measure the effectiveness of our communications. See our Cookie and Similar Technologies Policy for more information about the technologies we use, their purposes and your choices.

We may update this Policy as the Service changes. Where required, we will provide notice of material changes.

Contact: [email protected] · KNOVIT SAS, 173 rue de Courcelles, 75017 Paris.