Legal

Privacy Policy

Last updated: May 20, 2026·Effective date: May 20, 2026

1. Introduction

Welcome to Kbixy ("Kbixy," "we," "us," or "our"). We operate the Kbixy knowledge base platform available at https://kbixy.com and through customer subdomains such as yourcompany.kbixy.com (collectively, the "Service").

This Privacy Policy explains how we collect, use, share, and protect information about you when you use the Service. By using Kbixy, you agree to the practices described below. If you have questions about this policy, contact us at support@kbixy.com.

2. Information We Collect

2.1 Information You Provide

  • Account information: name, email address, password, profile picture, company name
  • Workspace data: company subdomain, custom domain, branding assets (logo, colors), menu items
  • Content: articles, drafts, comments, tags, categories, file attachments, screen recordings, video uploads, and transcripts
  • Team data: invited members' names, emails, and assigned roles (Admin, Editor, Viewer)
  • Billing information: payment method details, billing address, and tax ID, processed securely through our payment provider (we do not store full card numbers on our servers)
  • Support communications: messages you send to us via email or contact forms

2.2 Information Collected Automatically

  • Usage data: pages viewed, features used, articles searched, AI credits consumed, video transcription minutes used
  • Device and log data: IP address, browser type, device type, operating system, referring URLs, timestamps
  • Cookies and similar technologies: session cookies, authentication tokens, and analytics identifiers (see Section 8)

2.3 Information from Third Parties

  • Authentication providers: if you sign in via a third-party service, we receive basic profile information you authorize them to share
  • Payment processors: transaction confirmations and limited billing metadata

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the Service
  • Create and manage your account and workspace
  • Process payments and manage subscriptions
  • Generate AI-powered content (drafts, summaries, tags, transcripts) using sub-processors
  • Send transactional emails (account confirmations, billing receipts, security alerts)
  • Send product updates and marketing communications (you can opt out anytime)
  • Detect, prevent, and respond to fraud, abuse, and security incidents
  • Comply with legal obligations
  • Analyze aggregate usage to improve features and performance

We do not sell your personal information. We do not use your content to train public AI models.

4. AI Processing and Sub-processors

Kbixy uses third-party AI services to power features such as article drafting, summarization, semantic search, and video transcription. When you use these features, relevant content is securely transmitted to our AI sub-processors for processing.

Current AI sub-processors include:

  • OpenAI (drafting, summarization, semantic search)
  • AssemblyAI or OpenAI Whisper (video transcription)

Our sub-processors are contractually prohibited from using your content to train their public models. Content sent for AI processing is not retained by sub-processors beyond what is required to deliver the result.

5. How We Share Information

We share information only as described below:

  • With your team members: content you publish in your workspace is visible to team members based on the visibility settings you choose (Public, Private, Protected)
  • With service providers: hosting (AWS), payment processing, email delivery, AI processing, and analytics providers, all bound by confidentiality and data protection obligations
  • For legal reasons: to comply with valid legal requests, enforce our Terms of Service, or protect rights, safety, and property
  • In a business transfer: if Kbixy is acquired, merged, or sold, your information may be transferred to the new entity, subject to this Privacy Policy

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

6. Data Storage and Security

Your data is stored on Amazon Web Services (AWS) infrastructure in encrypted form. We use industry-standard practices to protect your information:

  • Encryption in transit: TLS 1.2 or higher for all network traffic
  • Encryption at rest: AES-256 encryption for stored data and uploaded files
  • Tenant isolation: each company's data is logically separated within our database
  • Access controls: role-based permissions and audit logging for our team

No system is 100% secure. While we work hard to protect your data, we cannot guarantee absolute security. If we become aware of a data breach affecting your information, we will notify you in accordance with applicable law.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. Specifically:

  • Active account data: retained while your subscription is active
  • Cancelled accounts: workspace data is retained for 30 days after cancellation, then permanently deleted unless you request earlier deletion
  • Billing records: retained for 7 years to comply with tax and accounting obligations
  • Backups: encrypted backups may persist for up to 90 days after deletion

You can request deletion of your data at any time by emailing support@kbixy.com.

8. Cookies and Tracking

We use cookies and similar technologies to:

  • Keep you signed in (essential cookies)
  • Remember your preferences
  • Analyze how the Service is used (analytics cookies)
  • Prevent fraud and abuse (security cookies)

You can control cookies through your browser settings. Disabling essential cookies may prevent the Service from working properly.

9. Your Rights

Depending on where you live, you may have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate or incomplete data
  • Delete your personal data ("right to be forgotten")
  • Export your data in a portable format
  • Restrict or object to certain processing
  • Withdraw consent for marketing communications
  • Lodge a complaint with a data protection authority

For EU/UK residents (GDPR)

You have full rights under the General Data Protection Regulation. Our legal basis for processing is contract performance, legitimate interests, and your consent.

For California residents (CCPA/CPRA)

You have the right to know, delete, correct, and opt out of the "sale" or "sharing" of personal information. We do not sell or share your personal information for cross-context behavioral advertising.

To exercise any of these rights, email support@kbixy.com. We will respond within 30 days.

10. Children's Privacy

The Service is not intended for individuals under 16 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact support@kbixy.com and we will delete it.

11. International Data Transfers

Kbixy is operated from the United States. If you access the Service from outside the U.S., your information may be transferred to, stored, and processed in the U.S. or other countries where our service providers operate.

For transfers from the EU/UK, we rely on Standard Contractual Clauses (SCCs) or other lawful transfer mechanisms.

12. Third-Party Links

The Service may link to third-party websites or services. We are not responsible for the privacy practices of those third parties. Review their privacy policies before providing any information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect. The "Last updated" date at the top reflects the most recent revision.

14. Contact Us

For questions, concerns, or to exercise your privacy rights, contact us at:

Kbixy
2851 NE 183rd Street
Aventura, FL 33160
United States
Email: support@kbixy.com