Wowledge's purpose is to empower HR teams with the know-how to assess, design, implement, and ultimately scale their HR Programs. You have entrusted us with a significant responsibility, and we are committed to upholding the highest standards in our privacy practices.
This Privacy Policy explains how Wowledge (“Wowledge,” “we,” “us,” or “our”) collects, uses, and discloses your information and content when you use our Website (the “Site,” “System,” or “Platform”) and other online products and services that link to this Privacy Policy (collectively, the “Service”). By using the Service, you consent to our collection, use, and disclosure of your personal information and content as described in this Privacy Policy.
1. Highlights of the service
Wowledge is a collaborative knowledge platform where Experts and Members (referred to as “Members” or “Users”) access, contribute to, and adapt information and tools on a wide range of HR and people-related subjects.
Members can interact with content in two primary ways:
(a) Public-facing Article Documents: These collaborative resources may be viewed, created, or edited by Users depending on their Membership type and access level. All edits made to public-facing Content are logged in the Article Document’s History page, allowing for transparent versioning and attribution (which may be displayed using either a user-selected name or anonymous ID). By default, edits made to public-facing documents may be visible to all Members.
(b) Private Workspaces: Certain Membership types—such as group or advanced memberships—include private workspace functionality. Within these private spaces, Members may upload, create, adapt, or generate Content that is not visible to other users outside of the authorized group or seat-holders associated with the group account. Contributions in these private environments are not reflected in public-facing areas of the Platform. Private workspace Content may be processed as necessary to provide the Service, operate authorized functionality, support requested features, enforce our Terms of Service, comply with applicable law, or as otherwise authorized by the Member.
This two-tier system ensures Members can collaborate in the Wowledge live areas of the Platform or work securely in private, depending on their Membership type and use case.
2. Modifications
We reserve the right to modify this Privacy Policy from time to time. If we make changes, we will notify you by revising the date at the top of this policy and, in some cases, provide you with additional notice via email. We encourage you to review this Privacy Policy periodically to stay informed about our current practices and the measures we take to ensure your privacy.
3. Collection of information
Information you provide
We collect information that you provide directly to us. For instance, we gather information about you when you sign up for our Service, create, edit, upload, adapt, or generate Content, use private workspaces or AI-enabled features, share specific types of Article Documents via social media, give us feedback about the Service, or otherwise communicate with us. The types of personal information we may collect include your email addresses, name, company, organization size, function, role, industry, and any other details you choose to provide. If you decide not to provide certain information, we may not be able to offer the Service to you, or some features of the Service may become unavailable or operate differently.
Information we collect from your Service selections
When you access or use our Service, we collect information based on your selection of Membership type, content, features, and benefits. This data helps us operate the Service effectively, tailor your experience, enforce Membership limitations, protect Platform security, detect prohibited activity, and enhance our products through analytics. This includes logging your interactions with: Program or Topic Packages, Article Documents, Bookmarks, Member Invites and seat assignments, Workspace creation and configuration (if applicable to your Membership), AI-enabled features, prompts, generated outputs, workflows, automations, and Wows Pledges.
For Memberships that include private workspaces or group functionality, we also collect metadata on workspace activity, seat-level permissions, authorized users, collaborative actions, AI-enabled interactions, workspace configuration, and feature usage within your authorized environment.
Information we collect automatically
When you access or use our Service, we automatically collect certain information to help us analyze usage, maintain security, and improve performance. This may include:
Log Information: We log data related to your use of the Service, including pages viewed, access times, browser type, device and session information, referring page, feature usage, access patterns, and security-related events. We may use this information to operate the Service, maintain security, detect unauthorized access or automated activity, and enforce our Terms of Service.
Approximate Location Information: We may infer your general geographic location based on your IP address, typically at the city or region level. This helps us understand usage patterns and improve our Services regionally.
Cookies and Other Tracking Technologies: We utilize various technologies to collect usage data, including: (a) cookies, which are small data files stored on your device to enhance functionality and personalize your experience; (b) web beacons (also known as tracking pixels), which are tiny electronic images used to track your interactions with web pages or emails. These technologies help us understand which areas of the Platform are most frequently used, evaluate feature performance, and measure engagement with communications (such as email open rates). For more information on how we use cookies and how to manage your preferences, please refer to the “Your choices” section below.
4. Use of information
We may use the information we collect about you for purposes including, but not limited to:
(i) Providing, delivering, maintaining, and improving the Service, including performance testing, troubleshooting, private workspace functionality, and AI-enabled features; (ii) sending technical communications, such as updates, confirmations, support messages, and security alerts; (iii) monitoring and analyzing usage trends, feature engagement, user behavior, workspace activity, and AI-enabled interactions to improve and personalize the Service experience; (iv) detecting, investigating, and preventing potential violations of our Terms of Service or Privacy Policy, including unauthorized access, automated extraction, credential sharing, misuse of Content, or other harmful or unlawful activity; and (v) combining information from external sources (such as analytics or support tools) to better understand your needs and enhance service delivery.
We only use personal information where it is necessary to operate the Service, fulfill contractual obligations, improve the Platform, or comply with legal obligations.
5. Storage of information
The information you provide to Wowledge is stored on secure servers operated by Google Cloud. We take commercially reasonable measures to protect your information from loss, theft, misuse, and unauthorized access, disclosure, alteration, or destruction, but we cannot guarantee that our system and security mechanisms are infallible.
We seek to minimize the data we retain. Your personal information is stored only as long as necessary to accomplish the purposes described in this Privacy Policy.
If you close your account via “Account Settings,” any public-facing contributions (e.g., edits to Article Documents) made prior to that point will remain visible as part of the shared content history, including their associated History entries.
In contrast, any content you create, upload, adapt, or generate within a private workspace (available through certain Membership types) will remain securely stored and accessible only to authorized users associated with that workspace, except as necessary to provide the Service, operate authorized functionality, enforce our Terms of Service, comply with applicable law, or as otherwise authorized by you. Upon account closure or expiration of your Membership, private workspace content may be retained until the end of your billing term and can be exported as a text file during that time, after which it may be deleted in accordance with our data retention policy.
Please note that Google Cloud and other third-party service providers used to store this information may maintain their own data backup and retention policies.
Subscription and payment information
We use a third-party service provider to manage credit card processing, and your credit card information is transmitted directly to the third-party service, Stripe. This third-party processing service may have their own data backup and retention policies (please refer to https://stripe.com/privacy).
6. Sharing of information
We may share information as described below or elsewhere in this Privacy Policy, including aggregated, de-identified, non-personal, or personal information where appropriate and consistent with this Privacy Policy:
With service providers, contractors, infrastructure providers, analytics providers, payment processors, communications tools, support tools, AI or automation providers, and other vendors that process information on our behalf to operate, secure, support, and improve the Service. These providers are permitted to use the information only as necessary to provide services to Wowledge or as otherwise allowed by applicable law and their agreements with us.
With other Members of the Service, when you contribute or edit public-facing Article Documents. These contributions (text, images, or website links) become part of the shared knowledge base and may be visible to all Members. Attribution may be displayed in accordance with your selected settings (e.g., name, image, or anonymous ID).
We may also share information (which may at times include personal information) about you in the following circumstances:
To comply with legal obligations: In response to a valid legal request, if we believe disclosure is required by applicable law, regulation, or legal process.
To address misuse or unlawful content: If the content you submit (e.g., text, image, or website link) is reasonably believed to be illegal or used to encourage unlawful activity, we may disclose your identity and related information to appropriate authorities.
To protect rights, safety, and Platform integrity: If necessary, we may disclose information to protect the rights, property, safety, security, intellectual property, or Platform integrity of Wowledge, our Members, or others, including to investigate or address suspected violations of our Terms of Service.
With your consent or at your direction: For example, if you explicitly authorize sharing or if we notify you at the time of data collection that information will be shared in a particular way.
Note on private workspaces: If your Membership includes access to a private workspace, content uploaded, created, adapted, or generated within that space is not shared with other Members outside your authorized workspace group. It is visible only to you and other seat holders designated under your account, unless you explicitly share or publish it in a public-facing area. However, private workspace Content may be processed by Wowledge and its service providers as necessary to provide the Service, operate authorized functionality, support requested features, enforce our Terms of Service, comply with applicable law, or as otherwise authorized by you.
If you choose to include personal information in a public Article Document, it may be visible to other Wowledge Members. We recommend avoiding the inclusion of personally identifiable information in public Content unless necessary. Additionally, if you or another Member shares a Wowledge Article Document or other Content via third-party platforms, tools, AI systems, browser extensions, integrations, or communication channels, those third parties’ privacy policies and terms will govern further data handling, and Wowledge cannot control their actions.
7. Other websites or links
The Service contains links to other websites in the form of “Referenced articles and tools” and “Related products, services and providers” within Article Documents that have been uploaded by Members. We are not responsible for the privacy practices or the content of such third-party websites.
8. How we respond to subpoenas from courts
If a court, government authority, regulator, or other legally authorized party requests us to disclose your identity, account information, User Content, workspace information, or other information, we may be required to do so as necessary. If we receive a subpoena or court order requesting the disclosure of your information, we will attempt to contact you, if possible, before disclosing any details, giving you time to contest the subpoena in court. In the United States, for instance, you may be able to challenge the subpoena on the grounds of infringing your First Amendment right to speak anonymously.
9. Out-of-state and international members
Wowledge is operated from the State of Texas, United States of America (“USA”), and the information we collect is governed by the laws of Texas and applicable federal laws of the USA.
By accessing or using the Service, or by providing information to us, you expressly consent to the transfer, processing, and storage of your information in the USA and other jurisdictions where Wowledge or its service providers operate. This includes countries that may not provide the same level of data protection as the laws of your country of residence.
Wowledge may engage third-party service providers (e.g., hosting, analytics, or communications providers) located in the USA and other countries. In such cases, data shared in accordance with this Privacy Policy may be accessible by overseas recipients who are subject to contractual obligations or safeguards consistent with applicable data protection standards.
Regardless of your geographic location, your use of the Service is governed by the laws of the State of Texas, USA. Wowledge makes no representation that the Service is lawful or available for use outside of the USA. If you access the Service from outside the USA, you do so at your own initiative and risk and are responsible for complying with all local laws, regulations, and data governance requirements.
If you are a resident of the European Union, United Kingdom, or any other jurisdiction with cross-border data transfer restrictions, please note that your information may be transferred to and processed in countries that may not offer the same level of data protection as your home jurisdiction. By using the Service, you acknowledge and consent to this transfer in accordance with this Privacy Policy.
10. Analytics and service providers
We use Google Analytics and may use other analytics, infrastructure, communications, support, security, AI, automation, and service providers to operate, secure, understand, and improve the Service. Analytics providers may use cookies, web beacons, and other technologies to collect information about your use of the Service, including your IP address, activity on the Site, and conversion information. This information may be used by us and our analytics providers to analyze and track data, determine the popularity of certain features, and better understand your online activity. Website visitors who do not want their visit data reported by Google Analytics can install the Google Analytics opt-out browser add-on. This add-on instructs the Google Analytics JavaScript running on websites (ga.js, analytics.js, and dc.js) to prohibit sending visit information to Google Analytics. Additionally, visitors that have installed the opt-out browser add-on are not exposed to Content Experiments. If you want to opt-out of Analytics for the web, visit the Google Analytics opt-out page and install the add-on for your browser (https://tools.google.com/dlpage/gaoptout).
11. Your choices
Attribution
Your Member Account at Wowledge.com is private and only you can see your “Account Profile” and how you pledge your preference on Article Documents. However, the Wows you earn while contributing on an Article Document and your Membership Status are publicly displayed in the main page of the document if you are a “Top Creator” of that specific Article Document. Other public information associated with your activity is included in the History pages of each Article Document you contribute to or edit and you elect whether to display your actual name or a randomly assigned User ID for proper attribution of your contributions. You can also elect to upload an image to be displayed next to your profile name or User ID in the main page of an Article Document if you are a Top Creator for that Article Document. Displaying your profile name and no image is the default setting when first creating a Member Account, which you can manage as part of your Account Profile in Account Settings electing to change to your User ID if desired.
Account Information
If you wish to close your account, you might do so at any time via “Account Settings” when signed into the Service. Note that we may retain certain information as required by law or for legitimate business purposes as may be necessary to fulfill the purposes identified in this Privacy Policy. We may also retain cached or archived copies of information about you for a certain period of time.
Cookies
Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your web browser to remove or reject browser cookies. Removing or rejecting browser cookies does not necessarily affect third-party flash cookies used in connection with the Service. To delete or disable flash cookies visit www.adobe.com/products/flashplayer/security for more information. Please note that if you choose to remove or reject cookies, this could affect the availability and functionality of the Service.
Contact information
Questions about this Privacy Policy or any privacy issues should be sent using the
contact us form.
Wowledge, LLC
5900 Balcones Drive,
STE 12735
Austin, TX 78731
United States
