Privacy Policy

1. Our contact details

Name: Knightox Limited

Address: 20-22 Wenlock Road, London N1 7GU

Phone: +44 7883 228 144 (WhatsApp)

Email: enquiries@knightox.com

2. Personal information we collect

We currently collect and process the following information:

• Your name and contact details including your email address
• Your age/birthday
• Your gender and ethnicity
• Your location
• Your career details including job title, business name, skills, experience and current employer
• Dietary requirements (should you attend an in-person event where food and drink is served)
• Your bank/credit card details
• IP address (used for security and abuse prevention on our website; not stored in our marketing tools for waitlist or newsletter signups)
• Photos and/or videos including your image and likeness
• If you join a city waitlist or newsletter on our website: your email address, the page or city campaign you signed up from, optional marketing attribution parameters (such as UTM tags), and a record of your marketing consent (including when and how you opted in)
• On knightox.com we record an anonymous, aggregate count of page requests (path, campaign tags, referring host, device class, and whether an advertising click id was present). We do not store IP addresses, cookie values, or any identifier that can single you out. See our Cookie Policy for what is collected and how to object.

3. How we get your personal information

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• You input your details as part of your membership registration process (including as part of the pre-membership checks)
• You share your data on our platform, including via the membership forums and direct messages with other members
• You may choose to participate in one of our events and provide us with additional information
• We automatically collect your IP address as part of you using our website and being part of our mailing list
• When you opt-in to receive emails and messages from us, including via our website waitlist or newsletter forms
• We use cookies on our website and third party platforms that may use cookies to collect data. See our Cookie Policy for details

4. How we use your personal information

We use the information that you have given us in order to:

• Do our pre-registration checks
• Onboard you as a member
• Facilitate you meeting and communicating with other members
• Inform you of events and networking opportunities
• Inform you of job opportunities
• Analyse the impact of our services
• Analyse use of our website and engagement of community members
• Access partner events and provide you with details of our partners' services and locations
• Book and record your attendance at our partner events

We also use the information to send you regular email newsletters to keep you up to date with our work and to inform you of future events. We may use your name and photo on our website to promote our community and to illustrate our events.

If you join a city waitlist or newsletter, we use your email and related signup details to send you updates about membership, events, and city launches you asked about, and to understand which campaigns or pages led to your signup.

5. Use of your own and other members' personal data

When communicating with other members via our platform please do not upload any personal data that you would not want others to know about you. Should you have meetings with other members or take photos of other members at one of our events, please do not share their name, photo, likeness or other personal data without their permission.

We provide you with the ability to communicate with other members via our platform, so please don't post any content from other members or referring to other members on any other social media platform without their permission.

6. How we share your personal data

We may share your personal data with:

• Other members of the community
• Our event partners
• Partner organisations that may provide discounts on their goods and services
• Freelancers who provide services for us (such as event planning and business development)
• IT services providers (such as Google, Klaviyo, and website hosting providers)
• Payment card processors and banks (such as Stripe)
• ID check partners (such as iDenfy)
• Professional advisers (such as our accountants and lawyers)
• HMRC and other governmental bodies
• Potential investors in our business

We allow selected third party partners to access our platform in order for them to promote their services, events and exclusive offers and to communicate with you directly. We ensure that these third parties have suitable measures in place to protect your personal data and keep it confidential.

7. Lawful bases for processing

The lawful bases we rely on for processing this information are:

• Consent: we ask for your consent before sending you marketing emails or messages, including waitlist and newsletter communications from our website. For electronic marketing we also comply with the Privacy and Electronic Communications Regulations (PECR). Where double opt-in applies, we will ask you to confirm your email before marketing begins.
• Contractual obligation: if you apply to become a member, are a member, attend one of our events, or participate in our online community, we will need to process your personal data in order to provide you with the relevant services.
• Legitimate interest: in order to carry out business development activities and to assess the effectiveness of community engagement, we may analyse how members use the platform. This does not replace consent where consent is required for marketing emails to waitlist or newsletter subscribers.
• Statistical measurement: anonymous aggregate counts of marketing-site page requests (see section 2) are processed for statistical purposes. They do not create a person profile and are not used for advertising. You can object at any time via the control on our Cookie Policy.
• Legal obligation: we may need to provide your personal data to a public body such as HMRC in order to comply with our legal obligations regarding paying tax.

You can withdraw marketing consent at any time by using the unsubscribe link in our emails or by contacting dataprotection@knightox.com.

8. How we store your personal information

Your information is securely stored within our platform. We employ industry standard security measures and ensure that all of our devices have secure passwords and two factor authentication measures applied.

We ensure that our employees, freelancers and events providers fully understand their obligations to keep your personal data secure and confidential and that they have signed contracts with suitable confidentiality and data processing provisions.

9. Data retention

• Financial and contractual data: we keep your personal data in relation to financial and contractual matters for a period of 6 years to comply with our potential legal and reporting requirements.
• Business development and marketing (members): we keep your personal data for the duration of your membership and up to 6 months afterwards, after which time we will automatically delete or destroy it.
• Waitlist and newsletter subscribers (non-members): we keep your email and related signup details while you remain subscribed, or for up to 24 months after your last meaningful engagement with our emails (such as an open or click), whichever ends sooner. If you unsubscribe or ask us to erase your data, we will stop marketing to you and delete or suppress your details in line with our obligations (suppression records may be retained so we do not email you again by mistake).
• Membership administration: we keep your personal data for the duration of your membership and up to 6 months afterwards, after which time we will automatically delete or destroy it.

If your application to become a member is unsuccessful, we will keep it on record for 6 months after we notify you of your rejection, should you wish to apply again within that timeframe.

10. Your data protection rights

Under data protection law, you have rights including:

• Right of access - you have the right to ask us for copies of your personal information.
• Right to rectification - you have the right to ask us to rectify personal information you think is inaccurate or to complete information you think is incomplete.
• Right to erasure - you have the right to ask us to erase your personal information in certain circumstances.
• Right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Right to object to processing - you have the right to object to the processing of your personal information in certain circumstances.
• Right to data portability - you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

You can object to aggregate site statistics on our Cookie Policy. That choice is free and takes effect immediately.

Please contact us via email at dataprotection@knightox.com or via WhatsApp on +44 7883 228 144 if you wish to make a request.

11. Profiling and personalisation

As part of our commitment to providing a more relevant and engaging experience, we may use profiling to personalise content, recommendations, and marketing messages. This involves analysing member behaviour and interactions - such as event attendance, venue preferences, and responses to previous offers - to create a more tailored experience.

For members, our legal basis for this kind of personalisation may be legitimate interests (Article 6(1)(f) UK GDPR), namely to improve engagement and member satisfaction. For waitlist and newsletter subscribers who are not members, marketing emails and any related personalisation are based on your consent.

Your rights: You have an absolute right to object at any time to the use of your personal data for direct marketing, including profiling linked to such marketing. Every marketing email we send includes a simple opt-out link.

12. Use of Klaviyo

We use Klaviyo, a U.S.-based marketing automation platform, as a processor to manage waitlist and newsletter subscriptions, record marketing consent, and send direct marketing communications. When you sign up on our website we send Klaviyo your email address, consent details, and limited signup context (such as city campaign and attribution tags). We do not send your IP address to Klaviyo for these forms.

As Klaviyo is located in the United States, personal data may be transferred outside the UK. To ensure adequate protection during such transfers, Klaviyo has implemented Standard Contractual Clauses (SCCs) and is self-certified under the Data Privacy Framework (DPF).

13. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us via email at dataprotection@knightox.com or via WhatsApp on +44 7883 228 144.

You can also complain to the ICO if you are unhappy with how we have used your data: