Last update – May 11, 2026
This online Privacy Policy (the “Policy“) describes how Knowify, Inc. and its affiliates and subsidiaries (collectively “Knowify,” “we,” “us,” or “our“) collect, use, disclose, and secure the personal information we gather about you through our website, https://knowify.com/ (the “Site“), when you use our Site, apps, and when you otherwise interact with us (collectively, the “Services“).
For purposes of this Policy, personal information means data that classifies as personal information, personal data, personally identifiable information, or similar terms under applicable data privacy and security laws and regulations. It does not include data excluded or exempted from those laws and regulations, such as aggregated, anonymized, or deidentified data. Nothing in this Policy will constitute an admission or evidence that any particular data privacy or information security law or regulation applies to Knowify generally or in any specific context.
In providing our Services, Knowify may collect personal information on behalf and as a service provider for third parties. This Policy does not govern any information we collect on behalf of third parties, and you should consult their privacy policies to become familiar with their data collection and usage practices.
By accessing, browsing, downloading, or otherwise using the Services, you confirm that you have read, understood, and agreed with this Policy. Beyond this Policy, your use of the Services is subject to our Terms of Service. If you do not agree to this Policy or our Terms of Service, you may not use the Services.
This Policy and the Terms of Service apply regardless of how the Services are accessed and will cover any technologies or devices by which we make the Services available to you.
If you have any questions or concerns about our personal information policies or practices, you can contact us in the methods described in the “Contact Us” section below.
We collect information you voluntarily provide directly to us, information that we collect automatically when you interact with the Services, and information collected from third parties. The categories of personal information that we collect and the purposes for which we collect that information are described below.
The following list describes the categories of personal information we may collect directly from you:
Account Information includes first name, last name, company name, email address, and password. We collect this information when you provide it directly to us such as when you sign up for the Services, creating an account through the Site, or fill out a form. We collect this information for providing the Services, administrative purposes, and marketing and advertising our products and services.
Chatbot Information includes any information you might provide to our chatbot. We collect this information when you provide it directly to us by interacting with the chatbot on our Site. If you engage with our chatbot, we will record the information. Please note that information related to your communications may be shared with our service provider. We collect this information for providing the Services and for administrative purposes.
Contact Information includes first name, last name, company name, telephone number, and e-mail address. We collect this information when you provide it directly to us, such as when you sign up for demonstrations or newsletters, request information about our Services, sign up for a webinar, create an account, or fill out a form. We collect this information for providing the Services, administrative purposes, and marketing and advertising our products and services.
Payment and Commercial Information includes name, address, phone number, third party payment service provider-related information, debit or credit card information, purchase and participation history, or other payment processing information. We collect this information for providing the Services and for administrative purposes.
Responses to Surveys and Questionnaires includes information you provide to us when you respond to marketing materials, promotions, contests, or other surveys. We collect this information for administrative purposes and marketing and advertising our products and services.
Social Media Information includes information that you post by sharing on a blog or another social media platform. We collect this information for administrative purposes and marketing and advertising our products and services. Please note that your comments will be visible to the public, so you should never share personal information that you would like to keep private.
User-Generated Content includes information about you included in content you upload, comment, or otherwise submit on the Services, such as your name and email address and products you may have purchased. Be aware that as a default, any information you post on the Services, including without limitation reviews, comments, and text, may be available to and searchable by all users of the Services. We collect this information for providing the Services and administrative purposes.
The purposes for which we use your personal information are described in further detail in the “How We Use Personal Information We Collect” section below.
We may send one or more cookies to your computer or other device. We may also use other similar technologies such as tracking pixels, tags, or similar tools when you visit our Services. These technologies can collect data regarding your operating system, browser type, device type, screen resolution, IP address, and other technical information, as well as navigation events and session information as you interact with our Services. This information allows us to understand how you use the Services.
Cookies. Cookies are small files created by websites, including our Services, that reside on your computer’s hard drive and that store information about your use of a particular website. When you access our Services, we use cookies and other tracking technologies to:
We set some cookies ourselves and others are set by third parties. You can manage your cookies preference as described in the “Your Privacy Options and Configurations” section below.
Types of Cookies and Their Functions. The following chart lists the different types of cookies that we and our service providers use on the Services, examples of who serves those cookies and links to the privacy notices and opt-out information of those cookie servers. Because the specific cookies we use may vary over time, as well as differ by the specific page you are browsing, the below chart is illustrative only.
| Types of Cookies | Purpose | Who Serves (for example) |
|---|---|---|
| Essential | These cookies are required for the operation of the Services and enable you to move around the Services and use its features. Disabling these cookies can negatively impact the performance of Services. | Knowify, Amazon, Google, Adobe, HubSpot, Fontawesome |
| Functionality | These cookies are used to recognize you when you return to the Services. This enables us to personalize content for you and remember your preferences. These cookies also enable your interactions with the Services such as emailing us and customer support chat. | Google, HubSpot, BugHerd |
| Analytics, Performance, and Research | These cookies, beacons, and pixels allow us to analyze activities on the Services. They can be used to improve the functioning of the Services. For example, these cookies recognize and count the number of visitors and see how they move around the Services. Analytics cookies also help us measure the performance of our advertising campaigns to help us improve them and to optimize the content on the Services for those who engage with our advertising. | Google, Crazy Egg, Leadin, Live Intent, Microsoft, LinkedIn, Meta |
| Social Networking | These cookies are used to enable you to share pages and content that you find interesting on our Services through third-party social networking and other websites. These cookies may also be used for advertising purposes. | Google, Meta, Twitter, LinkedIn |
| Advertising | These cookies and pixels are used to deliver relevant ads, track ad campaign performance, or track email marketing. | Google, Microsoft, Meta, HubSpot, LinkedIn |
Cookie Retention Period. Some cookies operate from the time you visit the Services until the end of that particular browsing session. These cookies, which are called “session cookies,” expire and are automatically deleted when you close your internet browser.
Some cookies will stay on your device between browsing sessions and will not expire or automatically delete when you close your Internet browser. These cookies are called “persistent cookies” and the length of time they will remain on your device will vary from cookie to cookie. Persistent cookies are used for a number of purposes, such as storing your preferences so that they are available for your next visit and to keep a more accurate account of how often you visit the Services, how your use of the Services may change over time, and the effectiveness of advertising efforts.
Mobile App Information. When you use our mobile app, we will collect certain information regarding your usage, the specifics of which will depend on how you use the application. We collect this information for the purposes of providing the services, analytics and research, and customer service.
Our mobile app may also use certain third party APIs, which will allow you additional functionality if you choose to use them. You should refer to the privacy policies of those third parties to determine how they may use your personal information.
We may receive additional information about you from third parties or marketing partners and combine it with other information we have about you.
When you use our mobile app, we may collect location data to support job-site, time-tracking, and scheduling features. The specific location data we collect, and the purpose for which we collect it, is described below:
Time-tracking location. When you clock in, clock out, or record time against a job in the Knowify app, the app may capture your device’s precise GPS coordinates at the moment of that event. This is used by your employer to verify that time entries are recorded at the correct job site and to associate work hours with the corresponding job.
Scheduling, dispatch, and field service. If you use scheduling, dispatch, or field service features, the app may use your current location to show nearby jobs, calculate travel time to a job site, and assist your employer with dispatching.
Background location. Where your employer has enabled the feature and you have granted the Android “Allow all the time” location permission, the app may collect location data while the app is running in the background — for example, to associate location with continuously running time entries during a workday. Background location is never collected unless both your employer has enabled the feature and you have explicitly granted background location permission on your device. You can revoke this permission at any time in your device settings.
How we use location data. Location data is used exclusively to provide the Services described above to your employer (the business that owns the Knowify account). We do not sell location data, we do not use location data for advertising, and we do not share it with third parties for their own purposes. Location data is shared only with the Knowify account owner (your employer) and with the service providers described in the “How We Disclose Personal Information We Collect” section.
Your control. You can grant or revoke location permissions at any time through your device settings (Settings → Apps → Knowify → Permissions → Location). If you revoke location permission, location-dependent features will stop working, but the rest of the app will continue to function.
We use your personal information for a variety of business purposes, including to provide our Services, for administrative purposes, and to market our products and Services, as described below.
We use your information to fulfill our contract with you and provide you with our Services, such as:
We use your information for various administrative purposes, such as:
We may use personal information to tailor and provide you with content and advertisements. We may provide you with these materials as permitted by applicable law. Some of the ways we market to you include email campaigns, custom audiences advertising, and “interest-based” or “personalized advertising,” including through cross-device tracking.
If you have any questions about our marketing practices or if you would like to opt out of the use of your personal information for marketing purposes, you may contact us at any time as set forth in “Contact Us” section below.
We may use personal information for other purposes that are clearly disclosed to you at the time you provide personal information or with your consent.
We may collect, use, or disclose personal information for a variety of business purposes, including the following:
Business Partners and Affiliates. We may collect personal information from and disclose personal information with our business partners and affiliates, including legal advisors and financial advisors, co-branded partners, and other third parties. We may combine that information with other information we collect about you, but we will always use the information as described in this Policy. We may also disclose personal information to our affiliates, subsidiaries, joint ventures or other companies under common control.
Business Transactions or Mergers. We reserve the right to disclose your personal information to third parties as part of any potential business or asset sale, merger, acquisition, investment, round of funding, or similar type of transaction. Additionally, if we are entering into a corporate transaction with a third party, we may receive personal information in connection with the diligence. If we close a transaction, the third party may transfer personal information, which we would use as described in this Policy.
Bankruptcy or Insolvency. In the event of bankruptcy, insolvency, or dissolution proceedings, we may disclose your personal information with third parties as part of the sale or reorganization process.
Service Providers. We use service providers to perform various functions on our behalf. We may also receive personal information from service providers.
Marketing Partners. We may use certain cookies or pixels that collect personal information so that it can be used in connection with the marketing efforts of third parties. In those instances, your personal information may be used for third parties to serve unsolicited information, services, or products to you.
Depending on the device(s) you use to access the Services, you may be able to select certain privacy choices or configuration, which are further described below:
Email Communications. If you receive an unwanted email from us, you can use the unsubscribe link found at the bottom of the email to opt out of receiving future emails. Note that you will continue to receive transaction-related emails regarding products or Services you have requested. We may also send you certain non-promotional communications regarding us and our Services, and you will not be able to opt out of those communications (e.g., communications regarding our Services or updates to our Terms of Use or this Privacy Policy).
Mobile Devices. We may send you push notifications through our mobile application. You may opt out from receiving these push notifications by changing the settings on your mobile device.
Do Not Track (“DNT”). DNT is a privacy preference that users can set in certain web browsers. Please note that we do not respond to or honor DNT signals. At this time, our Site responds to the Global Privacy Control.
Cookies and Personalized Advertising. You may stop or restrict the placement of cookies and tracking technologies on your device or remove them by adjusting your preferences as your browser or device permits. However, if you adjust your preferences, our Services may not work properly. Please note that cookie-based opt-outs are not effective on mobile applications. However, you may opt out of personalized advertisements on some mobile applications by following the instructions provided by Android or iOS. You can find out more about cookies and how to manage them by visiting https://ico.org.uk/for-the-public/online/cookies/.
Residents in Australia, Canada and Europe are entitled to various privacy rights. The chart below explains these rights, although some exceptions may apply:
| Consumer Right | Explanation |
|---|---|
| Right to Know/Access | You may have the right to confirm whether we are processing your personal information, the right to know specific pieces of personal information we have collected about you, to know the categories of personal information we are processing or have processed, and the right to access that data. You also have the right to know the third parties to whom we have disclosed your personal information. |
| Right of Correction | You may have the right to correct inaccuracies in your personal information, taking into account the nature of the personal information and the purposes of the processing of the personal information. |
| Right of Deletion | You may have the right to delete your personal information provided by you or obtained about you. |
| Right to Restrict or Object | You may have the right to object to the processing of your personal information that is based on legitimate interests or your consent. |
| Right of Portability | You may have the right to obtain your personal information in a portable and—to the extent technically feasible—readily usable format that allows you to transmit the data to another entity without hindrance. |
| Right to Withdraw Your Consent | You may have the right to withdraw your consent to our processing of your personal information. Please note that your withdrawal will only take effect for future processing, and will not affect the lawfulness of processing before the withdrawal. |
| Right to Opt-out | You may have the right to opt-out of the processing of your personal information for the purposes of: Targeted advertising or sharing; The sale of personal information; and/or Profiling in furtherance of decisions that produce legal or similarly significant effects concerning you. At this time, we do not engage in decision-making based solely on automated processing, including profiling, which produces legal effects concerning you or which significantly affects you. |
| Right to Non-Discrimination | You may have the right not to receive discriminatory treatment for exercising the privacy rights conferred by law. We will not discriminate against you because you exercised any of your privacy rights, including, but not limited to, by: denying goods or services to you; charging different prices or rates for goods or services, including through the use of discounts or other benefits or imposing penalties; providing a different level of quality of goods or services to you; or suggesting that you will receive a different price or rate for goods or services or a different level or quality of goods or services. |
| Right to Appeal Your Decision | You may have the right to appeal our decision if we decline to process your request. If applicable laws grant you an appeal right and you would like to appeal our decision with respect to your request, you may do so by informing us of this and providing us with information supporting your appeal. |
| Right to Lodge a Complaint | Depending on where you live, you may have a right to lodge a complaint with a competent supervisory authority if you believe our processing of your personal information violates applicable law. Links to the relevant supervisory authorities are below:
Australia’s Office of the Information Commissioner (OAIC) |
Sensitive Data. We will process sensitive data (as the term or its equivalent is defined by applicable privacy laws) in accordance with any applicable privacy laws. In some instances, that means we will not collect sensitive data without first obtaining your consent or providing you with the right to opt out.
Verification. To ensure the protection of your personal information, we may need to verify that the individual submitting a request is the consumer to whom the request relates prior to processing the request, or an authorized agent. To verify a consumer’s identity, we may request up to three pieces of personal information about you to compare against our records when you make a request.
Making a verifiable consumer request does not require you to create an account with us. However, we may require that you access a previously existing account where necessary to submit the request.
We will only use personal information provided in your request to verify your identity and will delete any information you provide after processing the request. We reserve the right to take additional steps as necessary to verify the identity of consumers where we have reason to believe a request is fraudulent.
You may choose a person or business that you authorize to act on your behalf to submit your requests (“Authorized Agent“). If you choose to use an Authorized Agent, we require that you provide the Authorized Agent with written permission to allow them to submit your request and that you verify your identity directly with us. Failure to do so may result in us denying your request.
Our processing of your personal information is supported by the following legal bases:
For Performance of a Contract. We may process your information where required to provide you with our Services. For example, we may need to process your information to respond to your inquiries or requests.
When We Have a Legitimate Interest. We may process your information where we or a third party have a legitimate interest in processing your information. Those legitimate interests include, but are not limited to, fraud prevention, network security, identifying usage trends, determining the effectiveness of promotional campaigns, expanding our business activities, and improving the Services and the content and functionality of our Services.
With Your Consent. We may process your information where you have consented to certain processing of your information.
For Compliance with Our Legal Obligations. We may process your information where we have a legal obligation to do so. For example, we may process your information to comply with tax, labor, and accounting obligations.
The specific legal bases corresponding to the purposes for which we process your personal information is set forth in the chart below:
| Purpose of Processing | Performance of a Contract | Our Legitimate Interests | Your Consent | Compliance with Our Legal Obligations |
|---|---|---|---|---|
| To Provide Our Services | ✔ | ✔ | ✔ | |
| For Administrative Purposes | ✔ | ✔ | ✔ | |
| For Marketing and Advertising Our Services | ✔ | ✔ |
Knowify offers an optional Model Context Protocol (“MCP”) connector that allows users to interact with their Knowify data through third-party AI assistants such as Anthropic’s Claude or OpenAI’s ChatGPT. This section describes how the connector handles information. Use of the connector is optional and requires you to authenticate and authorize the connection from within the AI assistant.
What the connector does. When you enable the connector and issue a request in a supported AI assistant, the AI assistant sends the portion of your request relevant to Knowify (for example, a question about a project, invoice, or time entry) to Knowify’s MCP server. Knowify authenticates the request against your Knowify account, retrieves or modifies the data needed to fulfill the request, and returns the result to the AI assistant, which then presents it to you.
What data is transmitted. The connector transmits only the information required to authenticate your session and to perform the specific action you requested. This typically includes your authentication token, the tool or action being invoked, and the parameters of that action (for example, a job name or date range). Knowify receives only what the AI assistant sends as part of the tool call — we do not receive your broader conversation, prompts unrelated to Knowify, or content from other connectors or tools you may have enabled.
What Knowify returns. Responses contain only the Knowify data needed to answer your request, subject to your existing permissions within Knowify. The connector cannot return data that your Knowify user role would not otherwise permit you to access.
Logging and retention. Knowify logs connector requests for security, auditing, troubleshooting, and abuse-prevention purposes. These logs include metadata such as timestamps, the tool invoked, the authenticated user, and request or error status. We do not retain the content of AI assistant conversations, and we do not use connector request data to train AI or machine-learning models. Connector request logs are retained for 12 months and are then deleted, except where a longer retention period is required by law or necessary to resolve an active security or support matter.
Third-party AI providers. The AI assistant you use with the connector (for example, Anthropic’s Claude or OpenAI’s ChatGPT) is operated by a third party under its own terms and privacy policy. Knowify does not control how the AI provider handles your prompts, conversation history, or outputs. You should review the AI provider’s privacy policy before connecting. Knowify’s role is limited to responding to authorized requests the AI assistant sends to our MCP server.
Sharing. Data handled by the connector is not shared with third parties beyond the service providers already described in this Privacy Policy, and is never shared with the AI provider beyond the responses required to fulfill your request.
Your control. You can disconnect the MCP connector at any time from within the AI assistant’s settings, which revokes its access to your Knowify account. You can also contact support at knowify.com to request deletion of connector-related records, subject to the limitations described in the “Changing or deleting your information” section above.
Administrator controls. If your organization administers your Knowify account, your administrator may enable, restrict, or disable use of the connector for users in the organization.
Knowify is the controller for all personal information subject to this Privacy Policy. We process personal information on our servers in the United States of America, which does not have an adequacy decision, and may do so in other countries. If you use our Services or otherwise provide us with information from outside of the United States, you expressly consent to the transfer of your data to the United States, the processing of your data in the United States, and the storage of your data in the United States.
Personal information about you provided while in another country, including Australia, Canada, an EEA member state, or Switzerland, may be transferred to the United States. Applicable data protection laws may permit such transfers when necessary for the performance of a contract between you and us, if we obtain your explicit consent to such transfer, or if it is in our legitimate interest to transfer the personal information. The laws in the United States may not be as protective as the applicable data protection laws in the laws of other jurisdictions where you may be located. If we transfer personal information to a country with cross-border transfer obligations, we will provide an appropriate safeguard, such as using standard contractual clauses.
For more information, please contact us using the information provided in the “Contact Us” section below.
We retain personal information only for as long as it is necessary to accomplish the purpose for which it was collected, or for longer periods where required by law, to protect you, other people, and us from fraud, abuse, or unauthorized access, to protect our legal rights, or to meet certain business requirements.
The table below summarizes the retention periods that apply to the principal categories of data we process. Where a specific record falls under more than one category, the longest applicable period applies.
| Category of Data | Retention Period |
|---|---|
| Business account data created or uploaded in the app, including time entries, expenses, photos, documents, schedules, job records, and the location data associated with those records | Retained for the duration of the business’s active Knowify subscription. After the subscription is cancelled, this data is retained for up to 24 months, then permanently deleted, except where a longer period is required by law or to resolve an active legal, security, or support matter. |
| End-user (employee) profile data, including name, email address, and login credentials | Retained for as long as your user account is active under your employer’s Knowify subscription. Removed within 24 months after your employer deactivates your user account, except where a longer period is required by law. |
| Mobile app diagnostic, crash, and usage logs | Retained for up to 180 days. |
| Marketing communications and website cookie data | Retained for up to 24 months, or until you opt out or withdraw consent, whichever is sooner. |
| MCP Connector request logs | Retained for 24 months (as described in the “Knowify MCP Connector and AI Integrations” section above). |
| Records required for tax, accounting, or other legal compliance | Retained for the period required by applicable law (typically up to 7 years). |
We will delete your personal information when it is no longer necessary for the purpose for which it was collected, or upon a valid request, subject to the exceptions described in this Policy and applicable law.
Knowify is a workforce management platform that is purchased by businesses and used by their employees. The records created in the app — including time entries, expenses, documents, photos, schedules, and the location data associated with those records — belong to the business that owns the Knowify account (the “Account Owner”), not to the individual end users who entered them. This affects how data deletion requests are handled, and how you should proceed depends on whether you are an end user (employee) or an Account Owner.
Local data on your device. You can delete all Knowify data stored locally on your device at any time by uninstalling the app from your phone (Settings → Apps → Knowify → Uninstall). Uninstalling removes the app and any locally cached data from your device.
Data stored in your employer’s Knowify account. Time entries, expenses, documents, location records, and other work records you create in the app are owned by your employer. We are not permitted to delete those records at the request of an individual end user. To request deletion of this data, please contact your employer or your Knowify account administrator. Your employer can delete the data directly within Knowify, or instruct us to do so.
Your user profile. To remove your name, email address, and login credentials, ask your account administrator to deactivate your user account, or contact us using the methods below. We will remove your profile within 90 days, subject to legal retention requirements.
Deleting individual records. You can delete individual records (time entries, jobs, employees, documents, etc.) directly inside Knowify using the in-app controls.
Deleting your entire account. To delete your entire Knowify account and all associated data, contact us using the methods below. After we verify the request, we will delete the account and its data within 30 days, except where a longer retention period is required by law.
You can request data deletion at any time, without logging into the app, by any of the following methods:
We will acknowledge your request within 30 days. If we are unable to fully delete the requested data — for example, because the data is owned by a business Account Owner, or because retention is required by law or by an active legal, security, or support matter — we will explain the reason in our response and tell you what we are able to do.
The security of your personal information is important to us. We take various reasonable organizational, administrative, and technical measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. If required by law to do so, we will notify you and/or the relevant supervisory authority in the event of a data breach.
However, we cannot and do not guarantee complete security, as it does not exist on the internet.
Our Services may contain links to third-party websites. When we provide links, we do so only as a convenience and we are not responsible for any content of any third-party website or any links contained within. It is important to note that this Policy only applies to our Services. We are not responsible and assume no responsibility for any personal information collected, stored, or used by any third party as a result of you visiting third-party websites. We also advise that you carefully read the privacy notice of any third-party websites you choose to visit.
Our Services are not directed at children (as defined under applicable law), and we do not knowingly collect or otherwise process personal information from children. If you learn that a child has provided us with personal information, then you may alert us at knowify at knowify.com.
This Policy may change from time to time. If we need to change this Policy at some point in the future, we will post any changes on this page. If we make a significant or material change to this Policy we will notify you as required by applicable law. You should check these terms when you use the Services. Your continued use of the Services constitutes acceptance of the most current version of this Policy.
If you have any questions about this Privacy Policy, please email at knowify at knowify.com or via phone at (212) 233-3230.
