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Knowsi and your data

Knowsi is a platform to manage participant consents in the era of GDPR, so we take this stuff pretty seriously.

  1. Both Users of Knowsi (i.e. those paying to use the platform or who are on test accounts) and Participants in those users' research (someone who signs or chooses not to sign a consent form) have distinct controls over their own data. Deletion or request of that data is automated.
  2. By design, we're trying hard not to store any more data than is actually required. We're also open to feedback.
  3. When you submit a GDPR request, we NULL out any identifiable information. That means that if you as a subject hit the "Forget Me" switch, the person who interviewed you will no longer have access to anything identifable as you. However, the relationships within the database with those nulled values.
  4. When you sign a document, the data within that document (what you saw) and the individual consents are saved as unique and immutable files. This means that if someone updates or changes a document, the version YOU signed will not change.
  5. We require that participants opt-in to consents, instead of having things automatic. It's a small detail, but we've found in our testing that research participants don't understand what they've agreed to when following opt-out consent patterns.

Third Party Services

Knowsi uses a variety of third party services to host infrastructure and generally make a small product like this possible.

  • For Payment: Stripe

    We use Stripe to manage all payments. Subscriptions and payments are handled at the organizational level, so a distinct billing address can be used.
  • For DNS Management and Cache: Cloudflare

    We use Cloudflare to manage our DNS routing, caching, and SSL certification.
  • For Analytics: Matomo

    We respect your right NOT to be tracked, and so if you have tracking disabled in your browser, Matomo won't track you. Not sure how that works? Check out UBlock Origin, which is the content filter we use.
  • For Bug Tracking: Sentry.io

    Sentry is running on both the frontend and the backend servers to notify the Stupid Systems LLC team of bugs or errors that you might encounter. We have the data scrubber option enabled, and don't store any personally identifiable information through the service.
  • For Hosting: Heroku

    Knowsi is hosted across multiple Heroku instances, with the database and backups hosted through Heroku as well. Heroku uses Amazon AWS to host its services, and is compliant to a level we value.
  • For Transactional Email: Postmark

    Postmark does store emails sent through its server and have a distinct GDPR policy.
  • For Marketing Email: We self host.

    That system is hosted on Heroku (and AWS) and sends data through Amazon Simple Email Service. The mailing lists are encrypted and to get on the system itself, you need to fulfil a GDPR consent at the point of signing.
  • For Image Storage: Cloudinary

    . We use Cloudinary for basic image storage of organization logos only. Participant and user data isn't stored there.
  • For File Management: Google Drive

    We provide the ability for researchers to sync their google drive account with a Knowsi project in order to keep track of any media that the participant consented to have collected.
    This data and the google drive account are managed by Google's own privacy policy, and users authenticate using their existing google account. We endevour to automate or make complete as much of the GDPR deletion request as is possible as a 3rd party applicaiton using the Google Drive API. This media or data doesn't touch Knowsi's servers, and is managed entirely by the frontend of the application. We only store reference IDs to the top-level folder where this data is meant to be stored.
    We use the Google Picker API to help you select a folder, and the google drive API to upload files via the frontend. We will never look at anything else outside of the folder you select, which is done via the picker API.

Privacy Policy

Your privacy is important to us. It is Stupid Systems LLC's policy to respect your privacy regarding any information we may collect from you across our website, http://knowsi.com, and other sites we own and operate.

1. Information we collect

Log data

When you visit our website, our servers may automatically log the standard data provided by your web browser. It may include your computer’s Internet Protocol (IP) address, your browser type and version, the pages you visit, the time and date of your visit, the time spent on each page, and other details.

Device data

We may also collect data about the device you’re using to access our website. This data may include the device type, operating system, unique device identifiers, device settings, and geo-location data. What we collect can depend on the individual settings of your device and software. We recommend checking the policies of your device manufacturer or software provider to learn what information they make available to us.

Personal information

We may ask for personal information, such as your:

  • Name
  • Email
  • Phone/mobile number
  • Website
  • address
  • Payment information

Business data

Business data refers to data that accumulates over the normal course of operation on our platform. This may include transaction records, stored files, user profiles, analytics data and other metrics, as well as other types of information, created or generated, as users interact with our services.

2. Legal bases for processing

We will process your personal information lawfully, fairly and in a transparent manner. We collect and process information about you only where we have legal bases for doing so.

These legal bases depend on the services you use and how you use them, meaning we collect and use your information only where:

it’s necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract (for example, when we provide a service you request from us); it satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development, to market and promote our services, and to protect our legal rights and interests; you give us consent to do so for a specific purpose (for example, you might consent to us sending you our newsletter); or we need to process your data to comply with a legal obligation.

Where you consent to our use of information about you for a specific purpose, you have the right to change your mind at any time (but this will not affect any processing that has already taken place).

We don’t keep personal information for longer than is necessary. While we retain this information, we will protect it within commercially acceptable means to prevent loss and theft, as well as unauthorised access, disclosure, copying, use or modification. That said, we advise that no method of electronic transmission or storage is 100% secure and cannot guarantee absolute data security. If necessary, we may retain your personal information for our compliance with a legal obligation or in order to protect your vital interests or the vital interests of another natural person.

3. Collection and use of information

We may collect, hold, use and disclose information for the following purposes and personal information will not be further processed in a manner that is incompatible with these purposes:

to provide you with our platform's core features;to process any transactional or ongoing payments;to enable you to access and use our website, associated applications and associated social media platforms;to contact and communicate with you;for internal record keeping and administrative purposes;for analytics, market research and business development, including to operate and improve our website, associated applications and associated social media platforms; andto comply with our legal obligations and resolve any disputes that we may have.

4. Disclosure of personal information to third parties

We may disclose personal information to:

third party service providers for the purpose of enabling them to provide their services, including (without limitation) IT service providers, data storage, hosting and server providers, analytics, error loggers, debt collectors, maintenance or problem-solving providers, professional advisors and payment systems operators;our employees, contractors and/or related entities;courts, tribunals, regulatory authorities and law enforcement officers, as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights; andthird parties to collect and process data.

We will not share your data with marketers or advertiers. We self-host an email marketing platform for the purposes of sales and content marketing.

5. International transfers of personal information

The personal information we collect is stored and processed in the European Union and/or United States, or where we or our partners, affiliates and third-party providers maintain facilities. By providing us with your personal information, you consent to the disclosure to these overseas third parties.

We will ensure that any transfer of personal information from countries in the European Economic Area (EEA) to countries outside the EEA will be protected by appropriate safeguards, for example by using standard data protection clauses approved by the European Commission, or the use of binding corporate rules or other legally accepted means.

Where we transfer personal information from a non-EEA country to another country, you acknowledge that third parties in other jurisdictions may not be subject to similar data protection laws to the ones in our jurisdiction. There are risks if any such third party engages in any act or practice that would contravene the data privacy laws in our jurisdiction and this might mean that you will not be able to seek redress under our jurisdiction’s privacy laws.

6. Your rights and controlling your personal information

Choice and consent

By providing personal information to us, you consent to us collecting, holding, using and disclosing your personal information in accordance with this privacy policy. If you are under 16 years of age, you must have, and warrant to the extent permitted by law to us, that you have your parent or legal guardian’s permission to access and use the website and they (your parents or guardian) have consented to you providing us with your personal information. You do not have to provide personal information to us, however, if you do not, it may affect your use of this website or the products and/or services offered on or through it.

Information from third parties

If we receive personal information about you from a third party, we will protect it as set out in this privacy policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us.

Restrict

You may choose to restrict the collection or use of your personal information. If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting us using the details below. If you ask us to restrict or limit how we process your personal information, we will let you know how the restriction affects your use of our website or products and services.

Access and data portability

You may request details of the personal information that we hold about you. You may request a copy of the personal information we hold about you. Where possible, we will provide this information in CSV format or other easily readable machine format. You may request that we erase the personal information we hold about you at any time. You may also request that we transfer this personal information to another third party.

Correction

If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to correct any information found to be inaccurate, incomplete, misleading or out of date.

Notification of data breaches

We will comply laws applicable to us in respect of any data breach. Basically, we will let you know if anything might affect you.

Complaints

If you believe that we have breached a relevant data protection law and wish to make a complaint, please contact us using the details below and provide us with full details of the alleged breach. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint. You also have the right to contact a regulatory body or data protection authority in relation to your complaint.

Unsubscribe

To unsubscribe from our e-mail database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication.

7. Cookies

We use “cookies” to collect information about you and your activity across our site. A cookie is a small piece of data that our website stores on your computer, and accesses each time you visit, so we can understand how you use our site. This helps us serve you content based on preferences you have specified. Please refer to our Cookie Policy for more information.

8. Business transfers

If we or our assets are acquired, or in the unlikely event that we go out of business or enter bankruptcy, we would include data among the assets transferred to any parties who acquire us. You acknowledge that such transfers may occur, and that any parties who acquire us may continue to use your personal information according to this policy.

9. Limits of our policy

Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and policies of those sites, and cannot accept responsibility or liability for their respective privacy practices.

10. Changes to this policy

At our discretion, we may change our privacy policy to reflect current acceptable practices. We will take reasonable steps to let users know about changes via our website. Your continued use of this site after any changes to this policy will be regarded as acceptance of our practices around privacy and personal information.

If we make a significant change to this privacy policy, for example changing a lawful basis on which we process your personal information, we will ask you to re-consent to the amended privacy policy.

Stupid Systems LLC Data Controller

Andrew Lovett-Barron [email protected]

Stupid Systems LLC Data Protection Officer

Andrew Lovett-Barron [email protected]

This policy is effective as of 1 February 2019.