Privacy notice

Last updated 5 September 2026. Issued by RODMENA LIMITED.

What this service holds about you

The Knowledge Base records the identity you sign in with (your RODMENA ID subject identifier, email address, display name), the workspaces you belong to and your role in each, the documents and files you create or change, the share links you create, your notification preferences, and a record of the actions you take (an audit trail kept per workspace).

Why we hold it

To provide the service to the workspace you belong to (performance of a contract), to keep the records our clients rely on (legitimate interests), and to meet our legal obligations, including record-keeping duties that require some documents to be retained for a fixed period.

Where it is kept

Data is stored on infrastructure operated by RODMENA LIMITED and its sub-processors in the United Kingdom and the European Economic Area. Documents and files are encrypted at rest. Email is sent through RODMENA's own mail service.

How long we keep it

Documents are kept for as long as their workspace keeps them, subject to each workspace's retention policy and any legal hold. Audit records are kept for at least ninety days and at most seven years. Your account record is deleted when you ask for erasure (see below), after a seven-day cooling-off period, unless a legal hold applies.

Your rights

You may download the personal data we hold about you from your account page at any time. You may ask for your account to be erased from your account page; documents you authored remain in their workspace under a pseudonymous author reference, because they belong to the workspace's record. Questions and requests: support@rodmena.co.uk.