Privacy Policy

OpenKM USA LLC. ("OpenKM," "we," "us," or "our") may collect information you provide, including your name, business email, telephone number, company, title, country, selected plan, number of users, project requirements, messages, support or sales communications, and information submitted through forms or assistants.

We may also collect technical information such as IP address, browser and device type, referring page, pages visited, timestamps, approximate location derived from IP, security events, and cookie or local-storage preferences. We do not ask you to submit sensitive production documents through general website forms.

We use personal information to respond to inquiries; provide demonstrations, proposals, subscriptions, support, and professional services; administer accounts; calculate plan estimates; process requests; communicate about our business relationship; secure and improve the Website; prevent fraud and misuse; comply with law; and maintain business records.

Where required, we rely on consent. We may also process information to take requested pre-contract steps, perform a contract, meet legal obligations, and pursue legitimate interests such as business communications, service improvement, and security.

We use essential browser storage and similar technologies to operate the Website, remember language and cookie choices, protect forms, and maintain session-related preferences. With your consent, we use Google Analytics 4 to understand visits, traffic sources, page use, and interactions so we can improve the Website and evaluate commercial performance. Google Analytics is not loaded when you reject analytics cookies.

We do not enable advertising storage or ad personalization through this implementation. You may accept, reject, or later change your analytics choice using the Cookie Preferences control available on the Website.

We may disclose information to affiliates, authorized distributors or implementation partners when needed to address your location or request; and to vendors that provide hosting, communications, email, security, customer relationship management, analytics, payments, OCR, AI, or other business services. These recipients may process information only for authorized purposes and subject to applicable contractual or legal safeguards.

We may also disclose information when required by law, to protect rights or safety, in connection with a corporate transaction, or with your direction or consent. We do not sell personal information for money. We do not share personal information for cross-context behavioral advertising through this Website as of the effective date.

Website inquiries may describe OCR or AI requirements, but you should not submit confidential documents through general forms. When a customer purchases OCR, AI, hosting, or related services, processing of customer content is governed by the applicable agreement, configuration, provider terms, and any data processing addendum.

If a customer supplies its own AI provider account, that provider’s privacy, retention, security, usage limits, and charges apply. Configuration, prompt design, RAG, extraction, classification, testing, and optimization are not automatically included unless stated in writing.

We use reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information. No Internet transmission or system is completely secure, and we cannot guarantee absolute security. You are responsible for protecting your credentials and using appropriate channels for sensitive information.

We retain personal information for as long as reasonably necessary for the purposes described, including active business relationships, sales follow-up, contractual performance, security, dispute resolution, and legal or accounting requirements. Retention for hosted customer content is governed by the applicable service agreement and plan.

You may request access, correction, deletion, restriction, objection, portability, or withdrawal of consent where applicable. You may also opt out of non-essential marketing communications using the unsubscribe method provided or by contacting us. We may verify your identity and retain information where required or permitted by law.

Residents of certain U.S. states and other jurisdictions may have additional rights. OpenKM will not unlawfully discriminate against you for exercising an applicable privacy right. An authorized agent may submit a request where permitted, subject to verification of authority and identity.

OpenKM and its providers may process information in the United States and other countries where they operate. Those countries may have different privacy laws. Where required, we use appropriate contractual or legal safeguards for international transfers.

Account credentials are personal to the authorized user and must be kept confidential. Contact us promptly if you suspect unauthorized access. OpenKM will not ask you to disclose a password by email or through a general website form.

Our Website may contain links to third-party websites. Their privacy practices are governed by their own notices, and OpenKM is not responsible for their content or handling of information.

The Website and OpenKM business services are not directed to children under 13, and we do not knowingly collect their personal information through the Website. If you believe a child provided information, contact us so we can review and take appropriate action.

We may update this Policy to reflect operational, legal, or technical changes. We will post the updated version and effective date on this page. Material changes may be communicated through additional notice where appropriate.

To ask a question or exercise a privacy right, email contact@openkm.us. Please use the subject “Privacy Request” and specify your relationship with OpenKM and the right you wish to exercise.