Privacy Policy

1. Definitions

Care Professional. Any individual who uses Knowwn Charted to complete an assessment and build a personal profile, including nurses, clinicians, and non-clinical staff who work directly with clinical teams. Also referred to as a Recipient when receiving recognition through Send Appreciation.

Manager. Any individual who uses Knowwn to view profile-aware guidance about members of their team and to send recognition. This includes charge nurses, nurse managers, clinical leaders, and others in supervisory roles.

Organization. The employer or organizational customer that purchases and administers Knowwn for its workforce. Also referred to as an Administrator, Sender, or Purchaser depending on context.

Brand Partner. A company whose curated items are available for selection through Send Appreciation.

Visitor. An individual who interacts with knowwn.co without creating a Knowwn account.

Profile. The set of characteristics surfaced by the Knowwn Charted assessment, including profile archetype (Beacon, Wayfinder, Luminary, or Meridian) and the descriptive content that accompanies it.

Strain Data. Information about current workload, emotional, and moral strain surfaced through the assessment and through ongoing pulse checks.

Profile-Aware Guidance. The recommendations Knowwn generates for Managers about how to support a specific Care Professional, based on that Care Professional's profile and strain data.

Cookies, Web Beacons, and Similar Technologies. Small data files and identifiers placed on your device when you use our website or platform. They help us understand how the platform is used, remember your preferences, secure your session, and improve performance.

2. How Knowwn works

Knowwn helps care professionals and their leaders understand each other better. It does this through two connected products.

Knowwn Charted is an assessment that produces a personal profile. The profile names who the Care Professional is in their work, what drives them, and what sustains them. It also surfaces current strain. The Care Professional sees their full profile and strain detail. Their Manager sees the profile and strain detail along with profile-aware guidance on how to support them.

Send Appreciation is the recognition surface. Managers and Organizations use it to send specific, profile-aligned recognition. Care Professionals can build wishlists, receive recognition, and view appreciation directed at them.

Knowwn accounts are owned by the Care Professional. Care Professionals keep their account, profile history, and credentials even if they change employers. The Organization's access to a Care Professional's profile ends when the Care Professional revokes access.

3. Information We Collect

We collect personal information from four sources: directly from you, automatically as you use the platform, from your employer when they administer Knowwn for their workforce, and from third parties such as analytics providers.

The information we collect depends on who you are and how you use the platform.

Care Professionals

• Account information, including name, email address, employer, role or title, and any other information you provide during onboarding
• Assessment responses to the Knowwn Charted questionnaire
• Profile result, including archetype and descriptive content
• Strain data from the initial assessment and from ongoing pulse checks
• Wishlist selections, preferences, and items you have liked or saved in Send Appreciation
• Recognition sent and received, including any accompanying messages
• Visibility preferences, including any peer-visibility opt-outs
• Communications you send to us, including support requests and survey responses
• Usage data from your interactions with the platform

Managers

• Account information, including name, email address, employer, role, and team relationships
• Profile and strain data for members of your team, surfaced to you for the purpose of supporting them
• Recognition sent through Send Appreciation, including recipients and accompanying messages
• Communications you send to us
• Usage data from your interactions with the platform

Organizations and Administrators

• Account and contact information for the administering individual
• Billing and payment information
• Organizational configuration data
• Aggregated, non-identifying workforce data surfaced through administrator views
• Communications and contractual information
• Usage data from your interactions with the platform

Visitors

• Information you submit through contact forms, demo requests, or surveys
• Usage data from your interactions with knowwn.co, including pages viewed, links clicked, referring source, and session activity

We also receive information from your employer when they enroll you in Knowwn, such as your work email and role.

4. Assessment, Profile, and Strain Data

Because of its sensitivity, this category of data warrants specific treatment.

What it is. The Knowwn Charted assessment generates two layers of information about a Care Professional. The first is a stable profile, which describes characteristics that remain relatively constant over time. The second is current strain, which captures how a Care Professional is doing right now and changes as their working conditions change.

Who sees what.

• The Care Professional sees their own complete profile and strain detail at any time.
• The Care Professional's direct Manager sees the profile, the strain detail, and profile-aware guidance on how to support that Care Professional.
• Other Care Professionals connected through the platform may see a Care Professional's profile, subject to that Care Professional's visibility preferences. Care Professionals can manage who among their connections sees their profile through account settings.
• Organizations and administrators see aggregated, non-identifying workforce data. They do not see individual profile or strain detail outside the Manager view described above.

Profile classification. Each Care Professional is placed into one of four profile archetypes: Beacon, Wayfinder, Luminary, or Meridian. This classification is generated based on assessment responses and is used to inform profile content and Manager guidance. It is not used by Knowwn to make decisions about employment, compensation, or any other consequential matter on behalf of any employer. Care Professionals can request information about the basis for their classification at any time by contacting us at privacy@knowwn.co.

Profile portability. Care Professionals own their Knowwn account and the profile data within it. Account access continues even after a Care Professional leaves an Organization, provided the Care Professional retains their credentials.

5. How We Use Information

We use information to operate Knowwn, including to:

• Provide and personalize the Knowwn Charted and Send Appreciation experiences
• Generate profiles, profile content, and profile-aware guidance
• Surface strain data and pulse check trends
• Facilitate recognition sends, fulfillment, and delivery
• Communicate with you about your account, your team, transactions, and product updates
• Provide customer support and respond to your inquiries
• Maintain, secure, and improve the platform
• Detect and prevent fraud, abuse, and unauthorized access
• Conduct analytics and research to inform product development, working from aggregated or de-identified data where possible
• Send marketing communications about Knowwn and related services, subject to your preferences
• Comply with legal obligations and respond to lawful requests
• Protect our rights and the rights of our users
• Support business transactions including mergers, acquisitions, financings, and reorganizations

We may combine information from different sources to provide a more accurate and useful experience. Where we use information for purposes that go beyond what is described here, we will inform you and, where required, obtain your consent.

6. How We Share Information

We share personal information in the following circumstances.

With your Organization. If you use Knowwn through your employer, we share your account information, profile, strain detail, and recognition activity with your Organization to the extent described in this notice and in our agreement with your Organization. Your Manager and members of your team see the information described in Section 4.

With Brand Partners. When you receive recognition that involves a curated item, we share the information necessary to fulfill and deliver that item, including a shipping address and your name. We share the minimum information needed to complete the transaction.

With service providers. We work with vendors who provide services on our behalf, including cloud hosting and infrastructure providers, email delivery services, payment processors, shipping and fulfillment providers, analytics providers, customer support tools, and security and fraud prevention services. These providers process information under our direction and consistent with this notice and applicable law.

With professional advisors and authorities. We share information with our legal, accounting, and other professional advisors when needed for them to do their work. We share with regulators, law enforcement, and government agencies when required by law, when responding to legal process, or when we believe in good faith that disclosure is necessary to protect our rights or the safety of others.

In connection with business transactions. If Knowwn is involved in a merger, acquisition, financing, reorganization, or sale of assets, personal information may be shared with the parties involved in that transaction, subject to confidentiality protections.

With your consent or at your direction. We share information in any other situation where you have consented or directed us to do so.

We do not sell personal information for money. As described in Section 7, certain advertising technologies on knowwn.co may involve sharing limited information with third parties in ways that are treated as "sharing" or "sale" under some US state laws. You can opt out as described in Section 12.

7. Cookies, Analytics, and Tracking

We and our service providers use cookies, web beacons, scripts, and similar technologies on knowwn.co and within the Knowwn platform.

We currently use:

• Strictly necessary technologies required for the site and platform to function, including session management and security
• Analytics technologies including Google Analytics, which helps us understand how the site is used and how to improve it
• Advertising and marketing technologies including the LinkedIn Insight Tag, which supports our marketing efforts and may involve sharing limited information with LinkedIn for advertising purposes

You can control cookies through your browser settings and through the cookie banner on knowwn.co where available. Disabling some cookies may affect functionality.

We honor Global Privacy Control signals where required by applicable law. We do not currently respond to Do Not Track browser signals.

8. How We Protect Information

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction. These include encryption in transit, access controls, monitoring, and vendor security assessments.

No security program is perfect. If a security incident affecting your personal information occurs, we will notify you and any required authorities consistent with applicable law.

You play a role in security too. Keep your account credentials confidential and notify us promptly if you believe your account has been compromised.

9. Data Retention

We retain personal information for as long as we need it to provide the platform, comply with our legal obligations, resolve disputes, and enforce our agreements.

• Care Professional accounts and profile data remain active for as long as the Care Professional maintains their account. Assessment responses, profile data, strain history, and pulse check data are retained for the life of the account.
• Recognition history is retained for the life of the relevant account and for a reasonable period afterward to support reporting and dispute resolution.
• Account data is deleted upon request in accordance with the rights described in Section 10, subject to any legal retention obligations we may have.
• Aggregated and de-identified data may be retained indefinitely for analytics and research purposes.

When an Organization ends its relationship with Knowwn, that Organization loses access to its data on the platform. Care Professionals retain their individual accounts as described in Section 4.

10. Your Rights and Choices

You have rights with respect to your personal information. The specific rights available depend on where you live.

Regardless of where you live, you can:

• Access the personal information we hold about you
• Correct inaccurate information
• Request deletion of your personal information, subject to limited exceptions
• Receive a copy of your personal information in a portable format
• Withdraw consent where we rely on consent
• Opt out of marketing communications by following the unsubscribe link in any marketing email or by contacting us
• Manage cookie and tracking preferences as described in Section 7

To exercise any of these rights, contact us at privacy@knowwn.co. We will respond within the timeframes required by applicable law.

We may need to verify your identity before fulfilling a request. We will not discriminate against you for exercising these rights.

11. Notice for California Residents

If you are a California resident, additional rights and disclosures apply under the California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA/CPRA).

Categories of personal information collected. In the past twelve months we have collected the categories of personal information described in Section 3, including identifiers, professional or employment-related information, internet activity information, and inferences (in the form of profile classifications and strain assessments).

Sensitive personal information. Some information we collect, including assessment responses related to strain, may be treated as sensitive personal information under California law. We use this information only to provide the platform and for the purposes described in this notice. We do not use sensitive personal information for purposes that require offering a right to limit under CPRA.

Sale and sharing. We do not sell personal information for money. However, our use of advertising technologies such as the LinkedIn Insight Tag may constitute "sharing" of personal information for cross-context behavioral advertising purposes under California law. You have the right to opt out of this sharing. You can opt out by adjusting cookie preferences on knowwn.co, by enabling Global Privacy Control in your browser, or by contacting us at privacy@knowwn.co.

Your California rights.

• Right to know what personal information we collect and how we use it
• Right to access and receive a copy of your personal information
• Right to correct inaccurate personal information
• Right to delete personal information, subject to certain exceptions
• Right to opt out of the sale or sharing of personal information
• Right to limit use of sensitive personal information in certain circumstances
• Right to non-discrimination for exercising these rights

To exercise these rights, contact us at privacy@knowwn.co. You may also designate an authorized agent to make a request on your behalf.

12. International Data Transfers

Knowwn is based in the United States. If you are located outside of the U.S. and provide information to Knowwn, that information may be transferred to and processed in the U.S. We take steps to ensure that any cross-border transfers are subject to appropriate safeguards consistent with applicable law.

13. Children's Privacy

Knowwn is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided personal information to us, contact us at privacy@knowwn.co and we will take appropriate action.

14. Updates to This Notice

We may update this Privacy Notice from time to time to reflect changes in our practices, our services, or applicable law. When we do, we will revise the Effective Date at the top of this notice. For material changes, we will provide additional notice, such as by email or through the platform. We encourage you to review this notice periodically.

15. Contact Us

If you have questions or concerns about this Privacy Notice or our privacy practices, contact us at:

Knowwn (operated by Caroo Inc., a Delaware corporation, doing business as Knowwn)
General inquiries: support@knowwn.co
Privacy and data matters: privacy@knowwn.co

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