Privacy Policy

Knowledge Hats, LLC (“Knowledge Hats,” “we,” “us,” or “our”) provides business advisory, implementation, managed services, and a configurable business technology platform known as Knowledge Hats Business Hub (collectively, our “Services”). This Privacy Policy describes how we collect, use, share, protect, and retain personal information when acting on our own behalf.

This Policy applies to our websites and pages linking to it, including knowledgehats.com, our lead forms, consultation booking, digital contact-exchange experiences, business communications, and our direct customer and prospect relationships. It does not replace the privacy notice of a business client that uses a separate Business Hub Workspace. See Section 3.

Depending on how you interact with us, we may collect the following categories of information:

• Identity and business information: names, business names, roles, email addresses, telephone numbers, and contact details.
• Inquiry and relationship information: survey and contact-form responses, appointment requests, communications, service interests, referrals, and preferences.
• Account and transaction information: user and administrative details, agreements, subscriptions, billing contacts, invoices, payment status, and transaction identifiers.
• Communications and service content: email, text messages, chat interactions, support requests, and, where enabled and lawful, call recordings, transcripts, and AI-generated summaries.
• Website and device information: IP addresses, device/browser data, site interactions, referring pages, source/UTM information, cookies, and analytics identifiers when the relevant technologies are active.
• Information from other sources: authorized referrals, integrations, platforms, and other sources where collection and use are permitted.

Please do not submit sensitive personal information, payment-card security details, medical records, or other confidential information through general inquiry forms or ordinary messaging channels unless we have provided an appropriate secure process.

Knowledge Hats may provide technology access, configuration, consulting, automation, communication, and support services to independent client businesses. A client generally determines the purposes and permitted uses of the personal information collected from its own customers, prospects, and personnel. In that context, Knowledge Hats generally acts as a service provider or processor on the client’s behalf, subject to applicable agreements and law.

Each client is responsible for providing its own appropriate notices, obtaining required consents, and managing its customer relationships. If your inquiry concerns data held by a business client, please contact that business directly. We assist clients with relevant requests as required by our agreements and applicable law.

We do not use personal information in a client’s workspace for unrelated Knowledge Hats marketing without appropriate authorization and a lawful basis.

We use personal information as reasonably necessary to:

• Respond to inquiries; deliver consultations, assessments, services, and customer support.
• Arrange appointments, exchange professional contact information, and manage business relationships.
• Provide, configure, administer, troubleshoot, secure, and improve our platforms and services.
• Handle contracts, billing, subscriptions, payment records, and other business administration.
• Send service notices and permitted marketing communications, consistent with applicable consent and opt-out requirements.
• Understand website performance, source attribution, and service effectiveness; prevent abuse and protect systems.
• Comply with law, enforce agreements, resolve disputes, and protect rights and safety.

Where applicable law requires consent or another particular legal basis for processing, we will rely on an appropriate basis.

We may use the contact details you provide to respond to your request, communicate about appointments or a business relationship, and provide services. Marketing email or text messages are sent only as permitted by applicable law and your choices. You may unsubscribe from marketing email using its unsubscribe link; where supported, reply STOP to stop SMS messages or HELP for assistance. Message and data rates may apply. Message frequency and program terms are described at the point of opt-in where required.

We do not sell or share mobile numbers, SMS opt-in data, or SMS consent with third parties or affiliates for their own marketing or promotional purposes. We may provide necessary information to vendors supporting our communications services, subject to appropriate restrictions. SMS opt-in is not a condition of purchase except where legally permitted for a service intrinsically requiring messaging.

Communications sent by a client through its own Business Hub Workspace are subject to that client’s notice, sender identity, and applicable consent rules.

Our services and client implementations may use AI-assisted chat, voice reception, automated follow-up, classification, transcription, or summaries. When these capabilities are enabled, information exchanged may be processed by technology providers assisting with the requested function.

Not every interaction is recorded. When a call is recorded or transcribed, the responsible business must provide any notices and obtain any consent required by applicable law. AI output can contain errors and may be reviewed or corrected by authorized people. Avoid disclosing sensitive information through these channels unless a suitable secure process has been provided.

We may disclose personal information to vendors and contractors that help us provide our services, such as website and cloud hosting, CRM, messaging and telephone systems, email delivery, payment processing, analytics, AI services, and professional advisors. We share information appropriate to the relevant service and subject to applicable agreements and law.

We may also disclose information at your direction, when required by law or legal process, to protect rights or security, or in connection with a legitimate business transaction subject to applicable requirements.

The categories above describe potential service-provider functions; they do not mean every provider or capability is active or receives every category of data.

Knowledge Hats uses third-party payment processing services, including Stripe for payment flows where Stripe is enabled. In those flows, the processor handles payment-method details under its own privacy terms. We receive transaction, customer, billing, payment-status, subscription, refund, and dispute information necessary to administer purchases and records. We do not ordinarily receive full card numbers or card security codes from processor-hosted checkouts.

Stripe’s privacy notice is available at https://stripe.com/privacy. Independent client businesses may use different payment arrangements and their own applicable disclosures.

Our websites may use essential cookies and, where configured, analytics, source attribution, and similar technologies to make the site work and understand how visitors use it. Some third-party features may set their own cookies. You can manage cookies through your browser, although disabling some may affect site functions.

Where legally required for a particular activity, we will provide applicable consent or opt-out controls. The controls available depend on the site and technologies actually in use. We will honor legally applicable privacy choices and signals to the extent required by law and supported by our implemented controls.

We use reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information and services. These include access management and use of service providers, but no system or transmission method can be guaranteed completely secure.

We retain personal information for as long as reasonably needed for the purposes described in this Policy, including service delivery, business records, legal compliance, and dispute resolution. We then delete, deidentify, or otherwise manage it as appropriate. Client workspace data retention, exports, and deletion may depend on client instructions, contracts, platform capabilities, and applicable law.

Depending on your location and applicable laws, you may have rights to request access, correction, deletion, a copy of information, or certain opt-outs, and in some cases to appeal a decision. Rights may have exceptions and may require verification of identity or authority.

To make a privacy request about information Knowledge Hats controls, email privacypolicy@knowledgehatshq.com. If your request concerns another business’s customer data in its Business Hub Workspace, contact that business first; we will assist it where appropriate.

You can withdraw consent when consent is the applicable basis for processing, subject to lawful processing that occurred before withdrawal. Marketing preferences can also be changed using unsubscribe or STOP mechanisms where available.

Our business services are not directed to children under 13, and we do not knowingly solicit personal information directly from children under 13 through our own sites and services. If you believe a child has supplied information directly to us, contact us.

Our service providers and authorized personnel may process information in other states or countries. We use any additional safeguards required by applicable law for relevant transfers.

We may update this Privacy Policy to reflect changes to our services, practices, technology, or legal requirements. We will publish the updated Policy with a revised effective date and provide further notice when required.