1. Introduction
LinnkIQ ("we", "our", "us") is committed to protecting your privacy and ensuring the security of your personal data.
This Privacy Policy explains how we collect, use, process, and safeguard information when you use the LinnkIQ platform ("Platform"), including integrations with Microsoft Azure, Microsoft Entra ID, and Microsoft Graph APIs.
By using the Platform, you agree to the practices described in this Privacy Policy.
2. Scope
This Privacy Policy applies to:
- Organizations using LinnkIQ (Customers)
- End users (employees, recruiters, candidates)
- Data accessed through third-party integrations, including Microsoft services
3. Roles and Responsibilities
Under applicable data protection laws, the Customer (organization) acts as the Data Controller and LinnkIQ acts as the Data Processor.
We process personal data only on behalf of and according to instructions from our customers.
4. Information We Collect
4.1 Identity and Account Information
- Full name
- Email address
- User principal name
- Job title and department
- Tenant and user identifiers
4.2 Authentication Data (SSO)
When users sign in via Microsoft:
- Tenant ID
- Authentication tokens (securely processed)
- Login activity (timestamps, IP address)
4.3 Calendar Data
When permissions are granted, LinnkIQ may access:
- Meeting details (title, description, date, time)
- Participants and attendees
- Availability information (free/busy)
- Event updates (rescheduling, cancellation)
4.4 Email Data
When authorized, LinnkIQ may access:
- Email metadata (sender, subject, timestamps)
- Email content (only where required for workflows)
- Sent and received communications
- Campaign and notification data
4.5 Usage Data
- Platform activity logs
- Feature usage
- Audit trails
4.6 Technical Data
- IP address
- Device and browser information
- API request logs
5. How We Use Information
We use collected data to:
- Authenticate users and manage access
- Provide recruitment and ATS functionalities
- Schedule and manage meetings
- Send and manage communications
- Automate workflows and processes
- Maintain security and system integrity
- Improve platform performance and reliability
6. Microsoft Integration Data Usage
LinnkIQ accesses Microsoft data via Microsoft Graph API strictly for:
- Single Sign-On (SSO) authentication
- Calendar scheduling and updates
- Email communication workflows
- User directory synchronization
- We do not use Microsoft data for advertising.
- We do not sell or share Microsoft data with third parties for unrelated purposes.
7. Legal Basis for Processing
We process personal data based on:
- Contractual necessity (to deliver services)
- Legitimate interests (system improvement, security)
- Consent (where applicable)
- Legal obligations
8. Data Sharing
We do not sell personal data. We may share data with:
- Cloud infrastructure providers
- Service providers supporting platform functionality
- Integration providers such as Microsoft
- All third parties are bound by confidentiality and data protection obligations.
9. International Data Transfers
Data may be processed in multiple regions depending on infrastructure.
Where required, we ensure appropriate safeguards, including contractual protections and compliance with applicable data protection laws.
10. Data Retention
We retain personal data:
- Only as long as necessary for service delivery
- In accordance with customer agreements
- As required by applicable laws
- Customers may request data deletion or export at any time.
11. Data Subject Rights
Depending on applicable laws, users may have the right to:
- Access their personal data
- Correct inaccurate data
- Request deletion
- Restrict or object to processing
- Request data portability
- Requests can be submitted to support@linnkiq.com.
12. Data Security
We implement industry-standard security measures, including:
- Encryption in transit and at rest
- Role-based access control (RBAC)
- Secure API authentication
- Monitoring and audit logging
13. Organizational Control and Admin Consent
When an organization grants admin consent:
- Permissions may apply across the tenant
- Administrators define the scope of access
- Users may be automatically provisioned
- Organizations are responsible for managing user permissions and access.
14. Cookies and Tracking Technologies
We use cookies and similar technologies for:
- Authentication and session management
- Performance monitoring
- Analytics
- Users can manage cookie preferences through their browser settings.
15. Data Breach Notification
In the event of a data breach:
- We will notify affected customers without undue delay
- Appropriate mitigation measures will be implemented
- We will comply with applicable legal requirements
16. Children's Privacy
The Platform is not intended for individuals under the age of 18.
We do not knowingly collect data from children.
17. Third-Party Services
The Platform integrates with third-party services, including Microsoft services.
Use of such services is subject to their respective privacy policies and terms.
18. Changes to This Privacy Policy
We may update this Privacy Policy periodically.
Updated versions will be published on this page with a revised Last Updated date.
19. Contact Information
For privacy-related inquiries or requests:
- Email: support@linnkiq.com
- Website: https://www.linnkiq.com
