Privacy Policy

1. Scope of this policy

This policy covers two things: (a) our public marketing website at thebusinesswiki.com, including the “Request a Demo” form, and (b) the TheBusinessWiki product itself — the authenticated application your organization’s account gives you access to. If your organization (a “tenant”) has a separate written agreement with us that addresses data protection, that agreement governs to the extent it conflicts with this policy.

2. Our role: controller vs. processor

TheBusinessWiki is business-to-business software: most people who use the product do so as an employee or contractor of one of our customers (a “tenant”), not as an individual signing up directly. For content your organization uploads or creates in the product — documents, proposals, pitches, meeting notes and recordings, tasks, and similar records (“Customer Data”) — we act as a data processor on behalf of your organization, which remains the data controller and is responsible for its own legal basis for collecting and using that data. Requests to access, correct, or delete Customer Data should generally go through your organization’s administrator, who can also reach us directly.

For information collected directly through our public website (for example, the demo-request form) and for account-level information tied to your own login, we act as the data controller.

3. Information we collect

Account & profile information

Name, work email address, role/title, and organizational assignments (team, project, group memberships) needed to authenticate you and apply the correct access permissions within your tenant.

Content you or your organization create

Documents and files you upload; extracted and authored knowledge (“Intelligence Units”); opportunities, projects, proposals, pitches, and case studies; tasks and calendar/meeting data, including uploaded meeting recordings and notes where your organization chooses to use that feature; comments, reviews, and approvals; and any other content your organization enters into the product. Files are stored using an object-storage service (S3-compatible), scoped to your tenant.

Usage, activity & log data

We keep activity and audit logs of actions taken in the product (for example, who viewed, created, or approved a record, and when) to support security, troubleshooting, and the audit-trail features the product itself provides to your organization’s administrators.

Public website & demo-request information

If you submit our “Request a Demo” form, we collect the name, company, email address, and message you provide, solely to respond to your inquiry. We do not sell or share this information with third parties for their own marketing purposes.

Cookies

The product uses a small number of essential, first-party session cookies to keep you signed in and protect your session (httpOnly, same-site cookies used only for authentication) — not third-party advertising or cross-site tracking cookies. Our public marketing pages do not use analytics or advertising cookies.

4. How we use information

We use the information described above to: provide, operate, and secure the product; authenticate users and enforce your organization’s access controls; power search, extraction, drafting, and other AI-assisted features (see Section 5); maintain audit trails your organization’s administrators can review; respond to support and demo requests; diagnose and fix technical problems; and comply with legal obligations. We do not use Customer Data to build advertising profiles, and we do not sell personal information.

5. AI-assisted features & third-party AI providers

Several features (for example, document extraction, semantic search, drafting assistance, and the in-product assistant) send relevant content to third-party AI model providers — currently Anthropic, OpenAI, and Google (Gemini) — to generate a response. We configure our use of these providers’ standard commercial APIs, which, consistent with their published API terms, process submitted data only to return a result to that request and do not use it to train their general-purpose models. AI-assisted output can be imperfect; features that write or summarize content are designed for your review before you rely on or share the result.

6. How we share information

We share information only in these circumstances:

• With subprocessors who help us run the service — such as cloud hosting, object storage, email delivery, and the AI providers described in Section 5 — bound by confidentiality and data-protection obligations appropriate to the service they provide.
• Within your own tenant, according to the roles and permissions your organization configures (this is core to how the product works).
• If required by law, legal process, or to protect the rights, safety, or property of TheBusinessWiki, our customers, or others.
• In connection with a merger, acquisition, or sale of assets, with continued protection under an equivalent privacy commitment.

We do not sell personal information or Customer Data.

7. Data security

The product is built as a multi-tenant application with tenant-scoped data isolation, role-based access control (RBAC), and audit logging of significant actions. Access to the product requires authentication, and administrative and sensitive actions are gated by permission checks enforced on the server. No method of transmission or storage is 100% secure, but we design and operate the system to reduce risk and to give your organization’s administrators visibility and control over who can access what.

8. Data retention & deletion

We retain account and Customer Data for as long as your organization’s account is active, or as needed to provide the service, and generally delete or anonymize it within a reasonable period after your organization’s account is closed, subject to any legal, security, or backup-retention requirements. Demo-request form submissions are retained only as long as needed to respond to and follow up on the inquiry.

9. Your rights & choices

Depending on your location, you may have rights to access, correct, export, or delete personal information, or to object to or restrict certain processing. Because most product data is controlled by your organization (see Section 2), the fastest path for Customer Data is usually your organization’s administrator. For anything we control directly — including your own account profile or a demo-request submission — contact us at privacy@thebusinesswiki.com and we will respond within a reasonable time.

10. International data transfers

We and the subprocessors described in Section 6 may process and store information in countries other than your own. Where required, we use appropriate safeguards for such transfers consistent with applicable data-protection law.

11. Children’s privacy

TheBusinessWiki is a business tool intended for use by working professionals and is not directed to, and does not knowingly collect personal information from, children under 16.

12. Changes to this policy

We may update this policy from time to time. We will revise the “Last updated” date above when we do, and where changes are material we will provide additional notice as appropriate.

13. Contact us

Questions about this policy or how we handle information can be sent to privacy@thebusinesswiki.com.