top of page

Privacy Policy - Knowledge Bestie


Last updated: January 2026
 

Knowledge Bestie (“we”, “us”, or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect information when you use our websites, applications, and services (collectively, the “Service”).
 

Knowledge Bestie is a registered business name in Ireland operating as a sole trader business.
 

By accessing or using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree, please do not use the Service. This Privacy Policy should be read alongside our Terms of Service.

1. Information We Collect
We collect information that is necessary to operate, maintain, and improve the Service, provide customer support, maintain security, and comply with legal obligations.

1.1 Information You Provide to Us
You may provide personal information when you:

  • Create an account

  • Sign in or authenticate

  • Contact support

  • Communicate with us for onboarding or sales purposes

This information may include:

  • Name

  • Email address

  • Organisation name

  • Role or permissions within an organisation

  • Any information you submit through forms or communications
     

1.2 Content You Upload or Create
Knowledge Bestie is designed to store and surface organisational knowledge. This means we process content such as:

  • Knowledge base pages

  • How-to guides

  • Links and documents

  • Search queries and analytics data

This content (“Content”) is owned by you or your organisation. We do not claim ownership of your Content.
Access to Content is restricted based on your organisation and permissions. Knowledge Bestie personnel do not access Content unless required for:

  • Providing support

  • Maintaining or improving the Service

  • Investigating technical or security issues

  • Complying with legal obligations
     

2. How We Use Information
We use the information we collect to:

  • Provide and operate the Service

  • Authenticate users and manage access

  • Maintain organisation-level data isolation

  • Improve search relevance and analytics

  • Monitor usage and system performance

  • Respond to support requests

  • Communicate important service-related updates

  • Comply with legal and regulatory requirements

We do not sell personal data.

3. Communications
We may use your email address to send:

  • Service-related notices (such as security or operational updates)

  • Onboarding or account communications

We may also send marketing or product updates. You can opt out of marketing communications at any time by following the unsubscribe instructions included in those messages.
Service-critical communications cannot be opted out of.

4. Cookies and Tracking Technologies
Knowledge Bestie uses cookies and similar technologies to:

  • Maintain user sessions

  • Improve navigation and performance

  • Understand aggregate usage patterns

You can control cookies through your browser settings. Disabling cookies may affect certain features of the Service.
We do not control cookies placed by third-party services integrated into your environment. Their use of cookies is governed by their own privacy policies.

5. Analytics and Third-Party Services
We may use third-party tools to help us understand how the Service is used and to improve functionality. These tools may process usage-related information or performance metrics.
Any third-party services we use are required to handle data in a manner consistent with this Privacy Policy.

6. How We Share Information
We do not share your personal information except in the following circumstances:

6.1 With Your Organisation
Information may be visible to authorised users within your organisation based on permissions and roles.

6.2 Legal Requirements
We may disclose information if required to do so by law, regulation, legal process, or lawful request by public authorities.

6.3 Protection of Rights
We may disclose information if we believe it is necessary to:

  • Protect the rights, property, or safety of Knowledge Bestie

  • Prevent fraud or security issues

  • Enforce our Terms of Service
     

6.4 Aggregated or Anonymised Data
We may share aggregated or anonymised information that cannot reasonably be used to identify individuals.

7. Data Security
We take the security of your information seriously and use commercially reasonable safeguards, including:

  • Encryption

  • Access controls

  • Organisational and technical measures

  • Role-based access and tenant isolation
     

While Knowledge Bestie implements commercially reasonable safeguards, the Customer acknowledges that no system is completely secure and accepts inherent risks associated with internet-based services.

8. Data Retention
We retain personal information only for as long as necessary to:

  • Provide the Service

  • Fulfil contractual obligations

  • Comply with legal requirements
     

Content and account data may be retained or deleted in accordance with your organisation’s settings or contractual arrangements.

9. Legal Bases for Processing (EU/UK)
If you are located in the European Union or the United Kingdom, we process personal information under the following legal bases:

Consent
Where you have given consent, such as for marketing communications. You may withdraw consent at any time.

Contractual Necessity
Where processing is required to provide the Service under our contract with you or your organisation.

Legitimate Interests
Where processing is necessary to operate, secure, and improve the Service, provided those interests are not overridden by your rights.

Legal Obligation
Where processing is required to comply with applicable laws.

10. Your Rights
Depending on your location, you may have rights to:

  • Access your personal information

  • Correct inaccurate information

  • Request deletion of personal data

  • Object to or restrict processing

  • Request data portability
     

Requests can be made by contacting us using the details below.

11. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page, and the “Last updated” date will be revised. Continued use of the Service after changes indicates acceptance of the updated Policy.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, you can contact:

Knowledge Bestie
Registered Business Name No: 780846
Ireland
Email: info@knowledgebestie.com
 

bottom of page