1. Who we are
Known Entity.ai is a trading brand of WorkSpot Ltd, a company registered in England and Wales under company number 12913890. For the purposes of UK GDPR and the Data Protection Act 2018, WorkSpot Ltd is the data controller for personal information collected through this website and through direct interactions with prospects and clients.
If you have any question about this policy or about how we handle your personal information, contact us at hello@knownentity.ai.
2. What information we collect
We only collect information that is necessary for the purposes set out below. The categories of personal data we may hold are:
- Identity and contact data: name, job title, employer, work email address, business phone number.
- Enquiry data: the content of any enquiry you send us, including the company name you ask us to check, anything you mention in the message field of our forms, or details you share by email, WhatsApp, or on a discovery call.
- Technical data: IP address, browser type and version, device type, operating system, and the pages you visit on our site. Collected through cookies and analytics tools (see section 6).
- Marketing data: your preferences for receiving marketing from us and your communication preferences.
- Service delivery data: for clients, this includes any business information shared during an engagement that may contain personal data, such as the names and roles of stakeholders mentioned in audits or briefings.
We do not knowingly collect data from anyone under 18 and we do not target this site at minors.
3. How we use it
We use personal information to:
- Respond to enquiries and book discovery calls.
- Run the free AI Authority Snapshot we offer to prospects.
- Deliver the services we have been engaged to deliver.
- Send relevant follow-up communications about our work and content, where you have indicated you would like to hear from us.
- Improve our website and the services we offer.
- Comply with our legal and accounting obligations.
4. Legal basis for processing
Under UK GDPR we rely on the following lawful bases:
- Legitimate interests: for responding to your enquiries, delivering the services you ask for, and contacting business prospects with relevant information about our work. We have balanced our interests against your rights and consider this processing fair and proportionate.
- Consent: for any marketing emails we send you, and for non-essential cookies. You can withdraw consent at any time.
- Contract: for delivering services under an agreed engagement.
- Legal obligation: for keeping records required by law, such as financial records.
5. Who we share it with
We do not sell personal data to anyone. We share it only with carefully selected service providers we use to operate the business:
- HubSpot for customer relationship management, form submissions and meeting scheduling.
- Google for analytics, document collaboration and email infrastructure.
- Netlify and Cloudflare for website hosting and content delivery.
- Microsoft for productivity software where used.
- Professional advisers such as accountants and lawyers, where strictly necessary.
All of these providers process personal data on our behalf under contract and apply appropriate technical and organisational safeguards. We may also share information where required by law or to protect our legal rights.
6. Cookies and tracking
We use cookies and similar technologies on this site for three reasons:
- Strictly necessary cookies that make the site work, including session cookies set by our hosting provider.
- Analytics cookies set by Google Analytics (Measurement ID G-5QDGN36GNG) that help us understand how visitors use the site, in aggregate.
- HubSpot cookies that allow our forms and meeting links to function correctly and that connect a form submission to your prior visits to the site.
Most browsers let you refuse or delete cookies through their settings. Doing so may prevent some site features from working properly. We do not use advertising cookies, and we do not run third-party advertising on this site.
7. How long we keep it
We keep personal data only as long as we need it for the purposes set out above. As a guide:
- Enquiry and prospect data: up to 24 months from last meaningful contact, then deleted unless you have become a client.
- Client data: for the duration of the engagement and for seven years afterwards, to meet UK financial record-keeping requirements.
- Marketing data: until you unsubscribe or ask us to stop, plus a short suppression period to ensure we do not contact you again.
- Analytics data: aggregated and pseudonymised after 14 months.
8. Your rights
Under UK GDPR you have the right to:
- Ask for a copy of the personal data we hold about you (subject access).
- Ask us to correct anything that is inaccurate.
- Ask us to delete your data, where there is no good reason for us to keep it.
- Object to our processing on grounds of legitimate interests.
- Restrict our processing in certain circumstances.
- Ask for a copy of your data in a portable format.
- Withdraw consent at any time, where we are relying on consent.
To exercise any of these rights, email hello@knownentity.ai. We will respond within one month. You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk if you are unhappy with how we have handled your data.
9. How we protect it
We use a combination of technical and organisational measures to protect personal data, including encrypted connections (HTTPS), access controls, two-factor authentication on key systems, and a small team that handles data on a need-to-know basis. No system is perfectly secure, but we take this seriously and review our practices regularly.
10. International transfers
Some of our service providers (notably Google, HubSpot and Microsoft) may transfer data outside the United Kingdom. Where this happens, we rely on the UK's adequacy regulations or on Standard Contractual Clauses approved by the UK Information Commissioner. The level of protection in either case is equivalent to that provided under UK GDPR.
11. Changes to this policy
We may update this policy from time to time. The date at the top of the page shows when it was last revised. Material changes will be highlighted on the homepage or notified by email where appropriate.
For any privacy-related question or request, contact us at:
- Email: hello@knownentity.ai
- Post: WorkSpot Ltd, Lechoix, The Bayle, Folkestone CT20 1SQ, United Kingdom