Privacy Policy

1. Kortex Commits To Your Privacy

Kortex Enterprises, LLC d/b/a Kortex ("Company," "we," or "us") respects your privacy and is committed to protecting it through our compliance with this policy.

This policy describes the types of information we may collect from you or that you may provide when you visit our website kortex.co (the “Website”), use our desktop or mobile application, as the case may be (the “App”) and more generally, use any of our services (the "Service", which include the Website and App), and our practices for collecting, using, maintaining, protecting, and disclosing that information.

This policy applies to information we collect:

• On or through the Service.
• In email, text, and other electronic messages between you and the Service and/or the Company.

It does not apply to information collected by:

• Us offline or through any other means, including on any other website operated by the Company or any third party; or
• Any third party, including through any application or content (including advertising) that may link to or be accessible from or on the Service.

Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Service. By accessing or using this Service, you agree to this privacy policy. This policy may change from time to time, see Changes to Our Privacy Policy. Your continued use of this Service after we make changes is deemed to be acceptance of those changes, so please check the policy periodically for updates. 

This Privacy Policy does not apply to “Your Content” processed, stored, or hosted by our customers using the Service in connection with a Kortex account. See the Terms of Service governing access to your account and for more information about how we handle content and how our customers can control their content through the Service. This Privacy Policy also does not apply to any products, services, websites, or content that are offered by third parties or those who have their own privacy notice.

2. Information We Collect and How We Collect It

We collect information when you provide it to us, when you use our Service, and when other sources provide it to us, as further described below.

Information You Provide To Us

• Account Creation: When you create an account or otherwise use the Services, we collect information such as your name, email address, password, role within your team or enterprise, and an optional profile photo.
• Your Communications with Us: We collect information from you such as email address, phone number, or mailing address when you request information about our Service, register for our newsletter, request customer or technical support, or otherwise communicate with us. We also collect the contents of messages or attachments that you may send to us, as well as other information you choose to provide, and that may be associated with your communications.
• Payment Information: When you purchase a subscription to our Service, you will need to provide payment information (e.g., financial account details, shipping information) to process your subscription. We use third-party payment providers to process payments on our Service. We may receive information associated with your payment information, such as billing address and transaction information, but we do not directly store payment information on the Services. Payment information is stored and processed by our payment providers on our behalf.
• Surveys: We may contact you to participate in surveys. If you decide to participate, you may be asked to provide certain information which may include contact information and other information about you.
• Interactive Features: We may offer interactive features such as forums, blogs, chat and messaging services, and social media pages. We and others who use our Website or Service may collect the information you submit or make available through these interactive features. Any content you provide via the public sections of these features will be considered “public” and is not subject to the privacy protections referenced herein. By using these interactive features, you understand that the information provided by you may be viewed and used by third parties for their own purposes.
• Events and Conferences: We may attend events and conferences where we collect contact information from individuals who interact with or express an interest in the Services.
• Job Applications: We may post job openings and opportunities on the Website or Service. If you reply to one of these postings by submitting your application, CV and/or cover letter to us, we will collect and use your information to assess your qualifications.

You also may provide information to be published or displayed (hereinafter, “Posted”) on public areas of the Service, or transmitted to other users of the Service or third parties (collectively, “User Contributions”). See the Terms of Use for how we treat User Contributions. Your User Contributions are posted on and transmitted to others at your own risk. We cannot control the actions of other users of the Service with whom you may choose to share your User Contributions. Therefore, we cannot and do not guarantee that your User Contributions will not be viewed by unauthorized persons.

Information Collected Automatically

• Automatic Data Collection: As you navigate through and interact with our Service, we may use automatic data collection technologies to collect certain information about your equipment, browsing actions, and patterns, including: Log and Usage Data. Log and usage data is service-related, diagnostic, usage and performance information our servers automatically collect when you access or use our Service and which we record in log files. This log data may include your IP address, device information, browser type and settings and information about your activity in the Service (such as the date/time stamps associated with your usage, pages and files viewed, searches and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called 'crash dumps') and hardware settings).
• Cookies, Pixel Tags/Web Beacons, and Analytics Information: We, as well as third parties that provide content or other functionality on the Service, may use cookies, pixel tags, local storage, and other technologies (“Technologies”) to automatically collect information through our Service. Technologies are essentially small data files placed on your devices that allow us and our partners to record certain pieces of information whenever you visit or interact with our Services.
• Analytics: We may also use third-party service providers to collect and process analytics and other information on our Service. These third-party service providers may use Technologies to collect and store analytics and other information. They have their own privacy policies addressing how they use the analytics and other information and we do not have access to, nor control over, third parties’ use of cookies or other tracking technologies.

This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes. It also helps us to improve our Service and to deliver a better and more personalized service.

3. How We Use Your Information

We use information that we collect about you or that you provide to us, including any personal information:

• To facilitate account creation and logon process. If you choose to link your account with us to a third-party account, we use the information you allowed us to collect from those third parties to facilitate account creation and logon process for the performance of the contract. See How We Handle Your Social Logins for further information.
• To present our Service and its contents to you, including through our newsletter and marketing emails.
• To post testimonials on our Service that may contain personal information. Prior to posting a testimonial, we will obtain your consent to use your name and the content of the testimonial. If you wish to update, or delete your testimonial, please contact us at support@kortex.co.
• To request feedback and to contact you about your use of our Service.
• To enable user-to-user communications with each user's consent.
• To manage user accounts and keep them in working order.
• To send administrative information to you.
• To protect our Service (for example, for fraud monitoring and prevention).
• To enforce our terms, conditions, and policies for business purposes, to comply with legal and regulatory requirements or in connection with our contract, including for billing and collection.
• To respond to legal requests and prevent harm. If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond.
• To fulfill and manage your orders, payments, and returns made through the Service, including, but not limited to, notices about your subscription, including expiration and renewal notices.
• To deliver and facilitate delivery of services to the user.
• To respond to user inquiries/offer support to users.
• For other business purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and evaluating and improving our Service, products, marketing, and your experience.
• To enhance your experience.
• In any other way we may describe when you provide the information.
• For any other purpose with your consent.

4. Disclosure of Your Information

We may disclose aggregated information about our users, and information that does not identify any individual, without restriction. 

We may disclose personal information that we collect or you provide as described in this privacy policy:

• To contractors, service providers, and other third parties we use to support our business.
• To a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Kortex’s assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal information held by Kortex about our Service users is among the assets transferred.
• To fulfill the purpose for which you provide it.
• For any other purpose disclosed by us when you provide the information.
• With your consent.

We may also disclose your personal information:

• To comply with any court order, law, or legal process, including to respond to any government or regulatory request.
• To enforce or apply our Terms of Use and other agreements, including for billing and collection purposes.
• If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of Kortex, our customers, or others.

We do not sell personal information. We do not use the information we collect or receive to show third party advertisements, promotions or messages.

When you share personal information (for example, by posting comments, contributions or other content to the Service) or otherwise interact with public areas of the Service, such personal information may be viewed by all users and may be publicly made available outside the Service in perpetuity. If you interact with other users of our Service and register for our Service through a social network, your contacts on the social network will see your name, profile photo, and descriptions of your activity. Similarly, other users will be able to view descriptions of your activity, communicate with you within our Service, and view your profile.

5. Subprocessors With Whom We Share Your Information

We share your information with the following third party subprocessors. We have categorized each party so that you may easily understand the purpose of our data collection and processing practices.

Cloud Computing and Storage Services

• AWS

Functionality and Infrastructure Optimization

• Datadog
• OpenAI
• Anthropic
• Google Gemini

Web and Mobile Analytics

• Datadog
• Google
• FirstPromoter

Payment Processing 

• Stripe

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6. How We Handle Your Social Logins

The Service offers you the ability to register and login using your third-party social media account details. Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, profile picture as well as other information you choose to make public on such social media platform.

We will use the information we receive only for the purposes that are described in this privacy notice or that are otherwise made clear to you on the Service. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their sites and apps.

7. How Long We Keep Your Information

We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

8. Choices About How We Use and Disclose Your Information

We strive to provide you with choices regarding the personal information you provide to us. We have created mechanisms to provide you with the following control over your information: 

• Tracking Technologies and Advertising. You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. If you disable or refuse cookies, please note that some parts of the Service may then be inaccessible or not function properly.
• Promotional Offers from the Company. If you do not wish to have your email address used by the Company to promote our Service, you can opt-out by checking the relevant box located on the form on which we collect your data (the account registration form) or at any other time by logging into the Service and adjusting your user preferences in your account profile by checking or unchecking the relevant boxes. If we have sent you a promotional email, you may send us a return email asking to be omitted from future email distributions. This opt-out does not apply to information provided to the Company as a result of a product purchase, warranty registration, product service experience or other transactions.
• AI Feature. If you elect to use the Service’s AI Feature, as defined and more fully explained in the Service Terms of Use, you are opting to share Your Content with a third party AI technology provider, as set forth in the AI Policy (see Terms of Use and AI Policy therein).

We do not control third parties’ collection or use of your information to serve interest-based advertising. However, these third parties may provide you with ways to choose not to have your information collected or used in this way. You can opt-out of receiving targeted ads from members of the Network Advertising Initiative (“NAI”) on the NAI’s website.

California residents may have additional personal information rights and choices. Please see Your California Privacy Rights for more information.

Nevada residents who wish to exercise their sale opt-out rights under Nevada Revised Statutes Chapter 603A may submit a request to this designated address: support@kortex.co. However, please know we do not currently sell data triggering that statute’s opt-out requirements.

Accessing and Correcting Your Information

You can review and change your personal information by logging into the Service and visiting your account profile page.

You may also send us an email at support@kortex.co to request access to, correct or delete any personal information that you have provided to us. We cannot delete your personal information except by also deleting your user account. We may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect. Further, some types of personal information cannot be deleted except by also deleting your user account.

If you delete your User Contributions from the Service, copies of your User Contributions may remain viewable in cached and archived pages or might have been copied or stored by other Service users. Proper access and use of information provided on the Service, including User Contributions, is governed by our Terms of Use.

9. Data Security

Kortex takes a privacy-first approach to ensure that your data is secure. Protections include and are not limited to encrypted storage in-flight and at rest, secure software development and quality assurance practices, and robust sharing access controls. Moreover, we work with industry leaders such as AWS and Stripe to build a reliable and resilient system so that users can trust that Kortex will be available when they need it. All information provided to us are stored securely behind firewalls and industry-standard security protocols.

The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Service, you are responsible for keeping this password confidential. Any transmission of personal information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Service, including but not limited to in our document sharing platform.

The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Service, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. 

At Kortex our team is dedicated to developing and implementing data privacy processes and safeguards that meet industry standards and best practices. We conduct ongoing training for our teams to ensure that they are up to speed with developments in legislation and essential privacy and security practices. Every Kortex employee and contractor signs up to non-disclosure terms to maintain the confidentiality and security of your data. Kortex also holds any vendors that handle personal data to the same data management, security, and privacy practices and standards to which we hold ourselves.

10. Changes to Our Privacy Policy

It is our policy to post any changes we make to our privacy policy on this page. If we make material changes to how we treat our users’ personal information, we will notify you by email to the email address specified in your account and/or through a notice on the Service home page. The date the privacy policy was last revised is identified at the top of the page. You are responsible for ensuring we have an up-to-date active and deliverable email address for you, and for periodically visiting our Service and this privacy policy to check for any changes.

11. Contact Information

To ask questions or comment about this privacy policy and our privacy practices, contact us at: support@kortex.co or via telephone at: (423) 509-2223. 

12. Children Under the Age of 18

We do not provide the service for use by people under the age of 18 or applicable age of majority in your region.

13. Your California Privacy Rights

The California Consumer Privacy Act (“CCPA”) provides consumers (California residents) with specific rights regarding their personal information. This section describes your CCPA rights and explains how to exercise those rights.

California’s “Shine the Light” law (Civil Code Section § 1798.83) permits users of our App that are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, please send an email to support@kortex.co or write to us at: Kortex 896 State St., Unit #613, Dover, DE 19901.

14. Right to Know and Data Portability

You have the right to request that we disclose certain information to you about our collection and use of your personal information over the past 12 months (the "right to know"). Once we receive your request and confirm your identity (see Exercising Your Rights to Know or Delete), we will disclose to you:

• The categories of personal information we collected about you.
• The categories of sources for the personal information we collected about you.
• Our business or commercial purpose for collecting or selling that personal information.
• The categories of third parties with whom we share that personal information.
• If we sold or disclosed your personal information for a business purpose, two separate lists disclosing:
  • sales, identifying the personal information categories that each category of recipient purchased; and
  • disclosures for a business purpose, identifying the personal information categories that each category of recipient obtained.
• The specific pieces of personal information we collected about you (also called a data portability request).

15. Right to Delete 

You have the right to request that we delete any of your personal information that we collected from you and retained, subject to certain exceptions (the “right to delete”). Once we receive your request and confirm your identity (see Exercising Your Rights to Know or Delete), we will review your request to see if an exception allowing us to retain the information applies. We may deny your deletion request if retaining the information is necessary for us or our service provider(s) to: 

• Complete the transaction for which we collected the personal information, provide a good or service that you requested, take actions reasonably anticipated within the context of our ongoing business relationship with you, fulfill the terms of a written warranty or product recall conducted in accordance with federal law, or otherwise perform our contract with you.
• Detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity, or prosecute those responsible for such activities.
• Debug products to identify and repair errors that impair existing intended functionality.
• Exercise free speech, ensure the right of another consumer to exercise their free speech rights, or exercise another right provided for by law.
• Comply with the California Electronic Communications Privacy Act (Cal. Penal Code § 1546 et. seq.).
• Engage in public or peer-reviewed scientific, historical, or statistical research in the public interest that adheres to all other applicable ethics and privacy laws, when the information's deletion may likely render impossible or seriously impair the research's achievement, if you previously provided informed consent.
• Enable solely internal uses that are reasonably aligned with consumer expectations based on your relationship with us.
• Comply with a legal obligation.
• Make other internal and lawful uses of that information that are compatible with the context in which you provided it.

We will delete or de-identify personal information not subject to one of these exceptions from our records and will direct our service providers to take similar action. 

16. Exercising Your Rights to Know or Delete

To exercise your rights to know or delete described above, please submit a request by either: 

• Emailing us at: support@kortex.co
• Calling us at: (423) 509-2223

Only you, or someone legally authorized to act on your behalf, may make a request to know or delete related to your personal information. 

You may only submit a request to know twice within a 12-month period. Your request to know or delete must:

• Provide sufficient information that allows us to reasonably verify you are the person about whom we collected personal information or an authorized representative, which may include confirming recent purchases or online activity in the Service.
• Describe your request with sufficient detail that allows us to properly understand, evaluate, and respond to it.

We cannot respond to your request or provide you with personal information if we cannot verify your identity or authority to make the request and confirm the personal information relates to you. 

You do not need to create an account with us to submit a request to know or delete. However, we do consider requests made through your password protected account sufficiently verified when the request relates to personal information associated with that specific account.

We will only use personal information provided in the request to verify the requestor's identity or authority to make it. 

For instructions on exercising your sale opt-out or opt-in rights, see Personal Information Sales Opt-Out and Opt-In Rights.

17. Response Timing and Format

We will confirm receipt of your request within ten (10) business days. If you do not receive confirmation within the 10-day timeframe, please email support@kortex.co.

We endeavor to substantively respond to a verifiable consumer request within forty-five (45) days of its receipt. If we require more time (up to another 45 days), we will inform you of the reason and extension period in writing.

If you have an account with us, we will deliver our written response to that account. If you do not have an account with us, we will deliver our written response by mail or electronically, at your option. 

Any disclosures we provide will only cover the 12-month period preceding our receipt of your request. The response we provide will also explain the reasons we cannot comply with a request, if applicable. For data portability requests, we will select a format to provide your personal information that is readily useable and should allow you to transmit the information from one entity to another entity without hindrance.

We do not charge a fee to process or respond to your verifiable consumer request unless it is excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing your request. 

18. Personal Information Sales Opt-Out and Opt-In Rights

We do not sell any personal information. 

Non-Discrimination. We will not discriminate against you for exercising any of your CCPA rights. Unless permitted by the CCPA, we will not:

• Deny you goods or services.
• Charge you different prices or rates for goods or services, including through granting discounts or other benefits, or imposing penalties.
• Provide you a different level or quality of goods or services.
• Suggest that you may receive a different price or rate for goods or services or a different level or quality of goods or services.

However, we may offer you certain financial incentives permitted by the CCPA that can result in different prices, rates, or quality levels. Any CCPA-permitted financial incentive we offer will reasonably relate to your personal information's value and contain written terms that describe the program's material aspects. Participation in a financial incentive program requires your prior opt-in consent, which you may revoke at any time.