Knox Systems

Introduction

Welcome to Knox Systems, Inc. ("we," "our," or "us"). We are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner. This Privacy Policy outlines the types of information we collect, how we use it, and the measures we take to protect it. This policy applies to our website and any Software and Services we provide.

1. Information We Collect

1.1. Personal Information

We may collect personal information that you provide directly to us, such as:

• Contact Information: Name, email address, phone number, and company name.
• Professional Information: Job title, industry, and company details.
• Payment Information: Billing address and payment details (processed through a secure third-party payment processor).

1.2. Automatically Collected Information

When you visit our website, we may collect certain information automatically, including:

• Usage Data: Information about how you use our website, such as pages viewed, time spent on each page, and navigation paths.
• Device Information: Information about the device you use to access our website, including your IP address, browser type, operating system, and device identifiers.
• Cookies and Tracking Technologies: We use cookies and similar technologies to collect information about your interactions with our website. You can manage your cookie preferences through your browser settings. Learn more about our Cookie Policy at the end of this document.

1.3. Information About Data Processing Activities

In order to provide our Software and Services, we may collect and process information about your organization’s data processing activities, including:

• Data Categories Processed: The types of personal and sensitive data your organization collects, processes, and stores.
• Data Flow Information: Details about how data flows through your organization, including but not limited to data sources, destinations, and any third parties involved.
• Data Protection Measures: Information about the technical and organizational measures your organization has in place to protect personal data.
• Compliance Documentation: Copies of policies, procedures, and records related to your data processing activities, including but not limited to Data Protection Impact Assessments (DPIAs), data breach logs, and data subject access requests (DSARs).

2. How We Use Your Information

We use the information we collect for the following purposes:

• To Provide Software and Services: To deliver our Software and Services and respond to your inquiries.
• To Improve Our Services: To analyze website usage and improve the quality and content of our offerings.
• To Communicate with You: To send you updates, newsletters, and promotional materials, provided you have opted in to receive them.
• To Process Payment: To manage billing and payments for our services.
• To Comply with Legal Obligations: To comply with applicable laws, regulations, and legal processes.

3. How We Share Your Information

We do not and will not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• Service Providers: We may share your information with third-party service providers who perform services on our behalf, such as payment processing, data analysis, contractors, and email delivery. These providers are contractually obligated to protect your information.
• Legal Requirements: We may disclose your information if required by law, regulation, or legal process, or in response to a government request.
• Business Transfers: In the event of a merger, acquisition, or sale of all or part of our assets, your information may be transferred to the new owner.

4. Your Rights and Choices

You have certain rights regarding your personal information, including:

• Access and Correction: You can request access to your personal information and request corrections if the information is inaccurate or incomplete.
• Data Portability: You can request a copy of your personal information in a structured, commonly used, and machine-readable format.
• Opt-Out of Communications: You can opt out of receiving marketing communications from us by following the unsubscribe link in our emails or contacting us directly.
• Cookie Preferences: You can manage your cookie preferences through your browser settings. To exercise any of these rights, please contact us at privacy@knoxsystems.com.

5. Data Security

Knox is committed to safeguarding personal data against unauthorized access, use, disclosure, alteration, or destruction. Security measures, including encryption, access controls, and anonymization, are implemented where appropriate to protect personal information. Employees must report suspected data breaches immediately and adhere to the following security measures:

• Sharing: Personal data is shared only with authorized third parties under documented agreements that enforce privacy and security obligations.
• Retention: Data is retained only for as long as necessary to fulfill its intended purpose or meet legal and regulatory requirements. Documented retention schedules ensure compliance, and when data is no longer required, secure disposal methods are applied. However, no data transmission over the internet or electronic storage is completely secure, and we cannot guarantee the absolute security of your information.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

7. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or the content of these websites. We encourage you to review the privacy policies of any third-party sites you visit.

8. Children's Privacy

Our services are not directed to children under the age of 18, and we do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information from our records.

9. CCPA Notice to California Residents

If you are a California resident, you have specific rights regarding your personal information under the California Consumer Privacy Act (CCPA). This section explains those rights and how to exercise them.

9.1. Categories of Personal Information Collected

In the preceding 12 months, we may have collected the following categories of personal information:

• Identifiers: Such as your name, email address, postal address, and phone number.
• Professional or Employment-Related Information: Such as your job title, company name, and industry.
• Internet or Other Electronic Network Activity Information: Such as browsing history, search history, and interactions with our website.
• Geolocation Data: Such as your physical location when accessing our services.

9.2. Your CCPA Rights

As a California resident, you have the following rights under the CCPA:

• Right to Know: You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you in the last 12 months.
• Right to Delete: You have the right to request that we delete any personal information we have collected from you, subject to certain exceptions.
• Right to Opt-Out of Sale: You have the right to opt out of the sale of your personal information. However, we do not sell personal information to third parties.
• Right to Non-Discrimination: You have the right not to be discriminated against for exercising any of your CCPA rights.

9.3. How to Exercise Your CCPA Rights

To exercise your CCPA rights, please contact us using the contact information provided below. We may need to verify your identity before processing your request.
Contact Information:

• Email: [Your Contact Email]
• Address: [Your Company Address]
• Phone: [Your Contact Phone Number]

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on our website and updating the "Last Updated" date.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at:
Knox Systems, Inc.
1606 Headway Circle, Suite 9793
Austin, TX 78754
Email: privacy@knoxsystems.com

Last Updated: February 1, 2025