Privacy Policy

Our Commitment

My Military HQ is a platform operated by Knowology LLC for the Community of Keller Williams agents with military connections and their affiliated professionals. Knowology LLC is the data controller responsible for personal data processed through this platform. We collect only the minimum data necessary to operate and improve the platform for our members.

We do not sell or rent your personal data. Period. We share it only with the service providers named below, to run the platform, and never for marketing or advertising.

We also do not use your data to train AI models. Period.

What We Collect

Account Information

When you sign in with Google, we receive your name, email address, and profile photo from Google. We use this to authenticate you and to create your member profile. If your profile is publicly listed, described below, your name and profile photo appear on that public page. Sponsors sign in with an email address and a password instead, and we receive only that email address.

We also receive membership and billing information about you from Keller Williams, which handles membership signup and billing. We use it only to confirm your membership and connect it to your account.

Profile Information

Information you voluntarily add to your profile - such as your city, state, military affiliation, specialties, and contact details - is visible to other authenticated members on the Network and Map pages.

Other members also see your peer review ratings, your referral counts and leaderboard places, your recruiting credits, and badges for your join date, certifications, Mission Ready standard, Founding Member status and any leadership role. The Governance page lists board seats and the leaders placed in each state. When someone leaves you a peer review, you are told who left it.

When a member opens your contact details, we record who opened them and when. Our administrators can see that record.

Your Roster

My Roster is private to you. If you turn on "Show agents when I add them to my roster", each agent you mark On my roster can see that you added them, with your name, photo, city and state and a link to your profile. Your notes and your other statuses are never shown, and turning the switch off hides you again at once. My Roster also lists the agents who added you and chose to show it, with a count of those who keep theirs private. When you and another agent have both added each other and both have the switch on, each of you sees that the other added you.

Leaders You Are Placed With

If you are placed with an Ambassador or State Representative, that leader sees your name, city and state, when you joined, the certifications you have earned, your progress through orientation and Daily Missions, and the day you were last on the platform. Your email address and phone number are not shown there. That leader can also record the date they last contacted you and one short note, which only that leader and our administrators can read.

What Our Administrators Can See

Our administrators are the Knowology LLC team that runs the platform. Ambassadors, State Representatives and other member leaders are not administrators, and see only what this policy describes for them.

Our administrators can see every account's details, including contact details, sign-in method and last sign-in, payment records, introductions, leadership placements and progress through orientation and Daily Missions, so they can run the platform and support members. They also use a list of members whose membership has lapsed, to contact them about it.

Profiles That Are Listed Publicly

A small number of member profiles are published as Operator pages. If you have a published Operator page, that page is public and can be found by search engines.

A public page shows your name, your profile photo, your city and state, the markets and states you cover, your military affiliation and branch, your specialties, and the certifications you have earned.

Your email address and phone number are never published, except on an Operator page, which shows the business contact details you give us for it. Someone who finds you through a public page sends a request through a form on the page, and we pass it to you. We do not sell these requests and we do not route them to anyone else.

Your invite link opens a page showing your name, photo, city and state to whoever has the link. It is hidden from search engines.

Our agent search helps families and clients find a military-connected agent. When it opens to the public, members who choose a public listing appear in it: the listing shows the same details as a public page, can appear on the search's map, and can be found by search engines.

Anonymous Usage Analytics

We measure how the platform is used with two cookieless tools provided by our hosting company, Vercel: Web Analytics and Speed Insights. Between them they record:

• Pages visited, and the page that referred you to them
• Approximate location derived from your IP address, no more precise than city level
• Device type, browser, and operating system
• How quickly pages loaded and responded for you

Neither tool sets a cookie, neither stores a persistent identifier for you, and neither follows you to other websites. This data is used exclusively to understand how members use the platform so we can make it better. We do not track individual clicks, record your screen, or capture keystrokes.

Our public leadership page also keeps one count of its own: each time the page opens on a link to one of its leaders, that leader's count for the day goes up by one. The count stores nothing about the visitor: no cookie, no IP address and no device details.

In September 2026 we removed the separate product analytics tool this platform previously loaded on every page, including pages you can reach without signing in. Nothing replaced it.

What We Do NOT Do

• We do not sell or rent your data, or share it for marketing or advertising
• We do not use your profile content, platform activity, or communications to train artificial intelligence or machine learning models
• We do not record your screen or session activity
• We do not capture form inputs or keystrokes
• We do not track you across other websites
• We do not use advertising cookies or pixels
• We do not build advertising profiles

How We Use Your Data

Knowology LLC uses your data solely to:

• Authenticate your access to the platform
• Confirm your membership and connect it to your account
• Display your profile to other Community members
• Show the Ambassador or State Representative you are placed with how far you are through orientation, certifications and Daily Missions, and the day you were last on the platform, so they can welcome you and help you along
• Let that leader record when they last contacted you, with a short note
• Show the agents you mark On my roster that you added them, if you turn that on
• Display your public page, if your profile is listed publicly, to anyone looking for a military-connected agent
• Power the agent search, network, and referral map features
• Show other members your peer review ratings, referral counts and recruiting credits
• Let our administrators manage accounts and memberships and support members
• Improve the platform based on anonymous, aggregated usage patterns
• Pass on requests for an introduction that visitors send through your public page
• Send you emails about your membership and your access to the platform, such as your welcome email or a reminder to help you get started

Your data is never sold to third parties. It is never used for advertising. It exists only to serve you and the Community.

Third-Party Services

Knowology LLC uses a small number of third-party services to operate the platform. Each of these services processes only the data necessary for its function:

• Google OAuth - for authentication and account creation
• Supabase - for secure database hosting, authentication infrastructure, and transactional email
• Vercel - for application hosting, and for the cookieless usage and performance measurement described above
• Cloudflare Turnstile - to tell a person from a bot on the public "Request an introduction" form. It loads only once you interact with that form
• Synthesia - to host the training and welcome videos embedded in the platform
• Resend - to deliver the emails the platform sends: sign-in links, your welcome email, notices about this policy, and the introduction email when you request an introduction through a public agent page
• Maxio (Chargify) - for membership checkout and billing, if you subscribe. Payment details are entered on their pages, not ours, and we never receive or store your card details
• Google Calendar - for optional calendar integration features (only if you connect it)
• OpenStreetMap (Nominatim) - to look up the places you add to your profile, so they can be placed on the map. Your browser sends it the place you type, which also shows it your IP address, and our server sends it places already saved on profiles when we place them
• Fourthwall - for the community gear store in HQ. Your browser loads the product photos from Fourthwall, and a purchase is made on Fourthwall's own store
• JotForm - hosts the Community Intake Form linked from HQ, so what you enter there goes to JotForm
• Google Workspace - for our support mailbox, support@knowology.ai
• GitHub - hosts our code, our internal task tracking and the automated checks that watch the platform. Their alerts and records can include a member's name and email address
• Anthropic - provides the AI assistant our team uses to build and support the platform. It may read member records while doing that work, and does not train its models on them

Each of these providers operates under its own privacy policy. We do not share your personal data with any third party for marketing, advertising, or resale purposes.

Cookies

This platform sets two kinds of cookie:

• Authentication cookies - to keep you signed in securely, and to confirm it is you when you add another Google account to yours
• A referral cookie - when you follow a member's invite link, it remembers which member invited you for up to 30 days, so they get credit if you join. It holds only that member's profile address, and is removed once your account is set up

We set no analytics cookies, no advertising cookies, no social media tracking pixels and no third-party marketing tools. The usage and performance measurement described above is cookieless. Because none of our cookies tracks you or is used for advertising, there is no cookie consent banner to show you.

Your browser also keeps one setting on your device: the latest What's New update you have seen, so the platform can show you what is new. It is not sent to us.

Do Not Track and Global Privacy Control

Some browsers can send a Do Not Track (DNT) or Global Privacy Control (GPC) signal. These signals exist to stop websites tracking you across other sites and selling or sharing what they learn.

We do not do either of those things to anybody, whether or not they send the signal. We do not track you across other websites, we do not build advertising profiles, and we never sell or share personal information. So we do not change our behaviour when we receive a DNT or GPC signal, for the same reason a shop with no CCTV does not turn the cameras off: there is nothing running for the signal to stop.

Data Storage & Security

Your account and profile data is stored securely in a cloud-hosted database with access controls that restrict data visibility to authorized systems and users. Analytics data is processed separately from your personal information. Our database and application are hosted in the United States.

Data Retention

Knowology LLC retains your personal data for as long as your account is active and as needed to operate the platform. After account deletion or termination:

• Profile content and personal data are deleted or anonymized within 60 days of account closure, except where retention is required by law
• Subscription and billing records are retained for the period required by applicable tax and financial recordkeeping laws (typically seven years in the United States)
• Data may persist in encrypted backup systems for up to 90 days after deletion before being overwritten
• Anonymous usage analytics that cannot be tied back to you may be retained indefinitely in aggregated form

If your membership lapses, your account is switched off rather than closed, and your profile, certifications and history are kept so you can pick up where you left off.

If you wish to have your data deleted sooner than the standard retention window, or deleted after your membership lapses, contact us at the email below and we will honor your request to the extent permitted by law.

Data Breach Notification

Knowology LLC uses reasonable administrative, technical, and physical safeguards to protect personal data. In the event of a data breach that affects your personal information, we will notify you in accordance with applicable law, including any required timeline and content requirements. Notifications will be delivered via the email address associated with your account.

Your Rights

You have the right to:

• Access the personal data we hold about you
• Update or correct your profile information at any time
• Request deletion of your account and associated data
• Request a copy of your data in a portable format
• Opt out of non-essential data processing where such rights are available under applicable law

Additional rights may apply depending on your state of residence, including under the California Consumer Privacy Act (CCPA) and similar state privacy laws. We will not discriminate against you for exercising any of these rights.

To exercise any of these rights, contact us at the email below. We will respond to verified requests within the timeframes required by applicable law.

Children's Privacy

The My Military HQ platform is intended for adult real estate professionals. We do not knowingly collect personal information from anyone under the age of 18. If we learn that we have collected personal information from a minor, we will delete that information promptly. If you believe a minor has provided us with personal information, please contact us at the email below.

International Users

The My Military HQ platform is intended for use by members located in the United States. Your account data is stored on servers in the United States, and some of the service providers named above may also process it outside the United States. If you access the platform from outside the United States, you do so at your own discretion and are responsible for compliance with any local data protection laws.

Changes to This Policy

Knowology LLC may update this Privacy Policy from time to time. For material changes, we will provide at least thirty (30) days' notice before the changes take effect, and members will be required to review and re-acknowledge the updated policy before continuing to access the platform. The "Last updated" date at the top of this policy reflects the most recent revision.

Contact

Questions about this policy or your data? You can reach Knowology LLC at:

Email: support@knowology.ai

Data Controller: Knowology LLC
2195 E Tomahawk Drive, Gilbert, AZ 85298