LinnkIQ Website Privacy Policy

1. Who We Are

Effective Date: 23 April 2026

Linnk IQ ("Linnk IQ", "we", "us" or "our") is an AI-powered recruitment and talent acquisition platform. We help employers, recruitment agencies and job seekers manage recruitment workflows, including candidate sourcing, CV and resume screening, AI-assisted candidate matching and ranking, interview scheduling, communication management and hiring process administration.

This Privacy Policy explains how we collect, use, disclose, retain and protect personal data when you visit our website, request a demo, use the Linnk IQ platform, communicate with us, or interact with recruitment services delivered through Linnk IQ.

LinnkIQ Limited is registered in England and Wales under company number 16690581. Our registered address is New City Court, 20 St Thomas Street, London, United Kingdom, SE1 9RS.

2. Scope of This Policy

This policy applies to personal data relating to website visitors, candidates, job applicants, prospective candidates, customer users, employer users, recruiters, hiring managers, suppliers and other individuals who interact with Linnk IQ.

This policy is intended for the Linnk IQ website and platform. It should be read alongside any customer agreement, data processing agreement, cookie policy, candidate notice, consent wording or recruitment-specific notice provided at the point of data collection.

3. Our Data Protection Role

Our role depends on the context in which personal data is processed:

Where Linnk IQ acts as a processor, the relevant customer is primarily responsible for providing appropriate notices, selecting lawful bases, managing data subject requests and giving lawful processing instructions. Linnk IQ will support those obligations as required by applicable law and contract.

• Customer recruitment workflows — Processor/service provider: where a customer decides why and how candidate, recruiter or hiring data is used, Linnk IQ processes that data on the customer's instructions.
• Account administration, security, billing, legal compliance and service improvement — Independent controller: Linnk IQ decides why and how data is used for its own business administration, security, compliance or platform improvement purposes.
• Website enquiries, demo requests and marketing interactions — Controller: Linnk IQ decides how to respond to enquiries, manage prospects and operate its website.
• Integrated third-party services — Role varies by service: some providers act as processors or sub-processors, while others act as independent controllers under their own terms and privacy notices.

4. Personal Data We Collect

Special category, sensitive or regulated data: recruitment information may sometimes reveal immigration status, health-related adjustments, equal opportunities data, protected characteristics, criminal record information or government-issued identity information. We only process such information where it is necessary, lawful, instructed by a customer, required for a specific recruitment or compliance purpose, or collected with appropriate consent where required.

• Candidate and applicant information: name, contact details, location, professional profile, CV or resume, work history, education, skills, qualifications, certifications, portfolio information, salary expectations, availability, interview notes, assessment results and recruitment status.
• Work authorisation and identity information: visa, permit, right-to-work, passport, identity or verification information where required for a role, onboarding, compliance or a customer process.
• Communications: email, WhatsApp, SMS, call records, call recordings and transcripts where enabled and lawful.
• AI-generated outputs: extracted skills, candidate summaries, suitability indicators, rankings, matching outputs and workflow recommendations.
• Customer, recruiter and business-user information: name, company, job title, business contact details, login credentials, account settings, role permissions, authentication information, user activity, audit logs, support requests, billing, invoicing and administration information.
• Website and technical information: IP address, browser, device, operating system, approximate location, cookie identifiers, session information, website analytics, pages viewed, referral information, security logs, API request logs, error reports, access logs and fraud-prevention information.

5. How We Collect Personal Data

• Directly from individuals through website forms, demo requests, candidate registrations, job applications, CV uploads and communications.
• From customers, recruiters, employers, recruitment agencies and hiring managers using the Linnk IQ platform.
• From third-party job boards, sourcing platforms, publicly available professional profiles and candidate databases where legally permitted.
• Through integrations with HR systems, ATS, CRM platforms, email, calendar, telephony, SMS and Meta WhatsApp Business API services.
• Automatically through cookies, logs, security tools and platform usage analytics.

6. How We Use Personal Data

• Provide, operate, secure and support the Linnk IQ website and platform.
• Source, screen, rank, match and manage candidates for recruitment opportunities.
• Schedule interviews and automate recruitment workflow steps.
• Send and manage recruitment communications by email, WhatsApp, SMS, telephone and platform messages.
• Create candidate summaries, suitability indicators, AI-assisted recommendations and recruitment workflow outputs.
• Manage customer accounts, onboarding, support, billing and service administration.
• Monitor security, investigate misuse, maintain audit logs and prevent fraud or unauthorised access.
• Improve website functionality, platform performance, product features, quality and reliability.
• Comply with legal, regulatory, tax, accounting, employment, immigration and contractual obligations.

7. Lawful Bases for Processing

Where UK GDPR, EU GDPR or similar laws apply, we rely on one or more lawful bases depending on the processing activity.

• Website enquiries, demo requests and general communications — Legitimate interests and steps before entering a contract.
• Providing the platform to customers and business users — Contractual necessity and legitimate interests.
• Candidate sourcing, screening, matching and recruitment workflows — The customer-determined basis where Linnk IQ is a processor; legitimate interests or consent where Linnk IQ is a controller.
• AI-assisted screening, ranking and recommendations — Legitimate interests, consent where required, or the customer-determined basis where we are a processor, subject to human oversight where legally required.
• WhatsApp, SMS, email and telephone communications — Legitimate interests, consent where required, contract, or the customer-determined basis where we are a processor.
• Security monitoring, audit logs and fraud prevention — Legitimate interests and legal obligations.
• Legal compliance, regulatory requests and dispute management — Legal obligations and legitimate interests.
• Non-essential cookies and analytics — Consent where required.

8. AI Processing and Human Oversight

Linnk IQ uses artificial intelligence and automation to support recruitment activities. This may include CV parsing, skills extraction, candidate matching, ranking, suitability scoring, candidate summaries, interview scheduling, automated communications, chatbot interactions, call transcription, interview analysis and recruitment recommendations.

AI outputs are intended to assist recruiters and hiring teams. They should not be treated as the sole basis for a hiring, rejection, right-to-work, immigration, pay or employment decision. Customers and recruiters remain responsible for reviewing AI outputs, applying human judgement and ensuring their decisions are fair, lawful and non-discriminatory.

Where legally required, individuals may request human review of a significant automated decision affecting them. We do not intentionally use AI to make solely automated hiring decisions without appropriate human oversight where prohibited by law.

AI-generated scores, rankings or recommendations may be inaccurate, incomplete or influenced by the quality of source data. Recruiters should validate outputs before acting on them. Customers configuring the platform are responsible for ensuring their criteria, prompts, workflows and decision-making processes are lawful, proportionate and non-discriminatory.

9. Microsoft, Meta WhatsApp, Telephony and Other Integrations

Depending on customer configuration, Linnk IQ may integrate with Microsoft Azure, Microsoft Entra ID, Microsoft Graph APIs, Meta WhatsApp Business API, telephony providers, SMS providers, email services, ATS, CRM and HR platforms.

Third-party integrations may collect or process personal data under their own terms, privacy policies and security arrangements. We do not sell Microsoft, Meta, telephony or integration data, and we do not use such data for unrelated advertising purposes.

• Microsoft integrations may support single sign-on, user directory synchronisation, email workflows, calendar scheduling, meeting updates and access controls.
• Meta WhatsApp Business API integrations may support candidate and recruiter communications, notifications and workflow updates.
• Telephony integrations may support calls, call logs, recordings, transcriptions and communication analytics where enabled and lawful.

10. Sharing Personal Data

We require processors and sub-processors to handle personal data under appropriate confidentiality, security and data protection obligations. We do not sell personal data.

• Customers, employers, recruiters, recruitment agencies and hiring managers using the platform.
• Cloud hosting, infrastructure, security, analytics and technical service providers.
• Communication providers, including email, SMS, WhatsApp Business API and telephony providers.
• ATS, CRM, HR, calendar, identity, authentication and productivity platform providers.
• Professional advisers, auditors, insurers, legal advisers and corporate administration providers.
• Law enforcement, regulators, courts, government agencies or public authorities where legally required.
• Potential buyers, investors or advisers in connection with a business sale, merger, restructuring or investment transaction.

11. International Transfers

Our primary hosting infrastructure is located in India. Because Linnk IQ serves customers globally, personal data may also be accessed or processed in the United Kingdom, European Union, GCC countries, United States, India and other jurisdictions where customers, service providers or support teams operate.

Where international transfer restrictions apply, we use appropriate safeguards such as contractual protections, data processing agreements, Standard Contractual Clauses, the UK International Data Transfer Agreement or UK Addendum, transfer risk assessments, organisational security measures and any other lawful transfer mechanism required by applicable law.

A current list of material sub-processors and processing locations is maintained and made available to customers where contractually required.

12. Data Retention

We retain personal data only for as long as necessary to provide our services, comply with legal obligations, resolve disputes, enforce contractual rights and maintain security. Actual periods vary according to customer instructions, legal requirements, platform configuration and the nature of the data.

When personal data is no longer required, we will delete, anonymise or securely archive it in accordance with applicable law, customer instructions and technical capability.

• Website enquiries and demo requests: while active and for a reasonable period afterwards for sales, audit and follow-up.
• Customer account and business-user data: for the customer relationship and a reasonable period afterwards for contractual, audit, tax and support purposes.
• Candidate and recruitment workflow data: according to customer instructions, recruitment requirements, applicable law and agreed retention settings.
• Communications, call recordings and transcripts: only where enabled and necessary for recruitment, quality, audit, dispute or compliance purposes.
• Security, access and audit logs: for the period needed to protect the platform, investigate incidents and maintain auditability.
• Legal, tax and accounting records: for applicable statutory limitation, tax, accounting and regulatory periods.

13. Data Security

We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

No online service can be guaranteed to be completely risk-free. We work continuously to improve our controls and expect customers and users to protect their own login credentials and access permissions.

• Encryption in transit and, where appropriate, encryption at rest.
• Role-based access controls and least-privilege access principles.
• Secure authentication, audit logging and monitoring.
• Incident response procedures and security review processes.
• Vendor due diligence and security assessment processes.
• Backup, resilience and access-management controls.
• Internal policies and practices aligned with ISO 9001 and ISO 27001 standards.

14. Data Breach and Incident Notification

If we become aware of a personal data breach affecting personal data for which we act as a processor, we will notify the relevant customer without undue delay and support the customer as required by applicable law and contract. Where Linnk IQ acts as controller, we will assess whether notification to individuals or regulators is required and take appropriate mitigation steps.

15. Your Privacy Rights

Depending on your location and applicable law, you may have the following rights. Where Linnk IQ processes data on behalf of a customer, we may need to refer your request to that customer or act on its instructions. We may need to verify your identity before responding.

To exercise your rights, contact support@linnkiq.com.

• Access your personal data.
• Correct inaccurate or incomplete personal data.
• Request deletion of personal data.
• Restrict or object to processing.
• Withdraw consent where processing is based on consent.
• Request portability of your personal data.
• Request human review of significant automated decisions where legally applicable.
• Opt out of certain marketing communications.
• Lodge a complaint with a relevant data protection regulator.

16. Cookies and Similar Technologies

Our website and platform may use cookies, pixels, local storage and similar technologies.

Where required by law, we will request consent before placing non-essential cookies. Users should be able to accept, reject or manage non-essential cookies through a cookie banner or preference centre. A separate Cookie Policy should identify the cookies used, provider, purpose, duration and whether data is shared with third parties.

• Strictly necessary cookies enable core functions, login sessions, security and fraud prevention. They usually do not require consent but must be explained.
• Functional cookies remember preferences and improve user experience. Consent may be required depending on jurisdiction and configuration.
• Analytics cookies help us understand website traffic, performance and user interactions. Consent is commonly required in the UK and EU unless a limited exemption applies.
• Marketing or tracking cookies support advertising, campaign measurement or cross-site tracking where enabled. Consent is generally required before use.

17. Marketing Communications

We may send marketing communications to business contacts, prospects or users where permitted by law. Individuals may opt out at any time using the unsubscribe link in an email or by contacting us. Service, security, legal and transactional messages are not marketing and may still be sent where necessary.

18. Children's Privacy

Our services are intended for individuals aged 18 and above and for professional recruitment purposes only. We do not knowingly collect personal data from children. If we learn that a minor's personal data has been collected unintentionally, we will take appropriate steps to delete it or handle it in accordance with applicable law.

19. Third-Party Links and Services

Our website or platform may contain links to third-party websites, job boards, customer systems, social media platforms or external services. We are not responsible for those third parties' privacy practices. Users should review the relevant privacy notices and terms before using those services.

20. Regional Privacy Information

Linnk IQ may support customers and individuals in multiple jurisdictions, including the GCC, United Kingdom, European Union, United States and India. Local privacy rights and compliance requirements may differ depending on the individual, customer, processing activity and location.

Where a local supplement, customer-specific notice or candidate-specific notice applies, that document should be read alongside this Privacy Policy.

• UK and EU users may have rights under UK GDPR, EU GDPR and related ePrivacy rules.
• India-related processing may be subject to the Digital Personal Data Protection Act and related rules when in force and applicable.
• US privacy obligations may vary by state and by whether Linnk IQ acts as a business, service provider, controller or processor.
• GCC privacy obligations may vary by country and sector, including rules in the UAE, KSA, Qatar and other jurisdictions.

21. Changes to This Privacy Policy

We may update this Privacy Policy to reflect legal, regulatory, technical or operational changes. The updated version will be posted on this page with a revised Last Updated date. Where required by law, we will provide additional notice or seek consent for material changes.

22. Contact Us

If you have questions about this Privacy Policy or how your personal data is handled, contact support@linnkiq.com.

LinnkIQ Limited, New City Court, 20 St Thomas Street, London, United Kingdom, SE1 9RS. Registered in England and Wales under company number 16690581.