Last updated: 1 August 2025

This Privacy Policy explains how Link (“we”, “our”, or “us”) collects, uses, and protects your personal data when you interact with our website or use our software platform (the “Service”). By accessing the Service or submitting your information to us, you agree to the terms described below. If you do not agree with this Policy, we advise you not to use the Service.

1. Scope of the Policy

This Policy applies to all personal data processed by Link in the context of providing our recruitment software to hospitality businesses. It governs data collected from visitors to our website (link-hospitality.com) and from registered users who access the dashboard or other functionalities within the Link Software.

This Policy does not apply to job applicants who submit their details via the Link application widget on client websites. Those individuals are covered under a separate candidate-facing privacy policy.

2. Data Controller Responsibility

Link acts as the data controller for the processing of personal data described in this Policy. As controller, we determine the purposes and means by which your personal data is handled and are responsible for ensuring compliance with applicable privacy laws, including the GDPR, UK GDPR, and relevant U.S. regulations.

In some cases, where we process candidate data strictly on behalf of our clients, Link acts as a data processor and the client is the data controller. In such situations, the client’s privacy policy applies.

3. Personal Data We Collect

We may collect and process personal data including your name, business email address, job title, company name, contact number, login credentials, IP address, device information, communication logs, user activity within the dashboard, billing and subscription details, and any data you provide through our contact forms, support channels, or in the course of using the Service.

We may also collect certain usage and technical data automatically via cookies or similar technologies when you visit our website or access the dashboard.

4. Purposes of Processing

Your personal data is processed to enable access to the Service, maintain user accounts, manage subscriptions, provide customer support, respond to inquiries, send relevant communications, issue invoices, detect misuse, and fulfill legal obligations.

Data may also be used to monitor engagement, analyze platform usage, improve product functionality, and ensure the security and integrity of our systems.

5. Legal Grounds

We process your personal data based on one or more of the following legal grounds:

• Your consent, where you have explicitly given it (e.g. newsletter opt-ins)

• The necessity to perform a contract or take steps prior to entering into a contract with you or the company you represent

• Our legitimate interest in maintaining relationships, securing our platform, and developing our business

• Legal obligations under applicable commercial, tax, or data protection laws

You may withdraw consent at any time where that is the lawful basis for processing.

6. Retention of Data

We retain your personal data only as long as necessary to fulfil the purposes for which it was collected. Typically, data related to active users and clients is retained throughout the contractual relationship and for up to twelve months following its end. Certain information, such as invoicing or payment records, may be retained longer if required by accounting or tax legislation.

Upon termination of a subscription, account data may be deleted or anonymised after a thirty-day grace period, unless otherwise agreed.

7. Data Sharing

Your data may be shared with trusted service providers who support the delivery and maintenance of the Service, including IT infrastructure providers, payment processors, customer support systems, CRM tools, and analytics platforms. These parties only process your data under our instructions and are contractually obligated to maintain confidentiality and security.

We may also disclose personal data if legally required, in the context of legal proceedings, to protect our rights, or as part of a corporate restructuring, acquisition, or merger, provided such transfer respects applicable privacy obligations.

8. International Transfers

Your data may be processed outside your country of residence, including in jurisdictions that do not provide the same level of data protection as the EU or UK. In such cases, we ensure adequate safeguards are in place, including standard contractual clauses approved by the European Commission or equivalent frameworks such as the EU–U.S. Data Privacy Framework.

We are committed to ensuring your data remains protected and handled with care, regardless of where it is processed.

9. Security Measures

Link applies industry-standard security measures to protect personal data. These include encrypted data transmission, password hashing, role-based access controls, and internal protocols for access management and system monitoring. While no system is entirely immune to breaches, we take all reasonable steps to prevent unauthorized access and ensure the integrity of your data.

In the event of a data incident that may impact your personal information, we will inform you in accordance with applicable data breach notification laws.

10. Your Rights

You have the right to access, rectify, or erase your personal data, restrict or object to its processing, and in certain cases, request portability of the data you provided to us. If processing is based on your consent, you may withdraw it at any time.

To exercise your rights, you may contact us at info@link-hospitality.com. We may request additional verification to confirm your identity before acting on such requests.

If you believe your rights have been violated, you may lodge a complaint with the relevant supervisory authority in your country.

11. Cookies and Analytics

Our website and software may use cookies and similar technologies to enable functionality, track usage patterns, and improve performance. You can manage your cookie preferences through your browser settings or the cookie banner displayed on our site. More information is available in our Cookie Policy.

12. Policy Updates

We may update this Privacy Policy from time to time to reflect legal, technical, or operational changes. Material changes will be communicated in advance through the dashboard or email. The latest version is always available on our website, and the revision date is stated at the top of this document.

Continued use of the Service after updates take effect constitutes acceptance of the revised Policy.

13. Contact

If you have any questions or concerns about this Privacy Policy or our handling of your personal data, please contact: info@link-hospitality.com