Legal
Privacy policy
What we collect, why, how long we keep it, and how to make us delete it.
Draft — review required before launch
This text is written against what the system actually does, and every company-specific detail is left as a {{PLACEHOLDER}} to be filled in. It has not been reviewed by a lawyer, and DPDP and GDPR exposure here is real. Do not publish it as-is.
Last updated 16 August 2026
On this page
At a glance
- We wear two hats: controller for our customers' own account data, processor for the people our customers talk to through Linkubit.
- Data is kept indefinitely by default, but erasure on request always works — and every erasure is audit-logged.
- The only thing that survives erasure is a one-way hash of an opt-out, so unsubscribes stay honoured after deletion.
- All customer data lives in AWS Mumbai (ap-south-1); tenant isolation is enforced by the database itself, not by application code.
- Reply STOP to any message to stop marketing immediately — it works in any language we support.
1. Who we are
Linkubit is operated by {{LEGAL_ENTITY_NAME}}, registered at {{REGISTERED_ADDRESS}}. In this policy “we” means that company and “you” means whoever is reading — which may be a customer of ours, or a person one of our customers is in contact with. Section 3 explains why that distinction matters.
2. Two very different roles
Linkubit is a platform our customers use to talk to their customers. That puts us in two roles at once, and your rights differ depending on which one applies.
| When | Our role | Who to contact |
|---|---|---|
| You use Linkubit as a customer — your account, your billing | Controller. We decide what to collect and why | Us, directly |
| A business uses Linkubit to message you, and their record of you sits in our system | Processor. We hold the data on their instructions and do not decide what happens to it | That business first. We will help them, and you can still reach us directly |
3. What we collect
If you are our customer
- Name, work email and organisation, held by our identity provider
- Configuration you create — qualification fields, lifecycle stages, rules, templates, workflows
- Usage counts: messages sent and received, agent turns, model tokens, documents ingested
- Operational logs, each tagged with a correlation identifier
If a business contacts you through Linkubit
- The addresses they can reach you on — email, phone number, WhatsApp identifier — normalised and stored once per channel
- Messages exchanged, in both directions, and their delivery state
- Your consent record per channel and purpose, including the basis it was given under and when
- Activity that business recorded about you: campaign sends, link clicks, ad clicks, form submissions, meetings
- Information you supplied in conversation — for a freight company that might be shipping volumes, for a property consultancy a budget
We do not buy contact data, and we do not sell it. Where a customer enriches their prospect lists, they bring their own provider key and that provider's terms apply to them, not to us.
4. Voice notes and translation
Voice notes sent on WhatsApp are transcribed so a person can read them, and messages may be translated between supported languages. Both are done by Google's Gemini models as our subprocessor. Audio is processed for that purpose and is not used to train anyone's models.
5. How long we keep it
By default, indefinitely. We are not going to pretend otherwise: the value of a customer history increases with its length, and deleting it on a timer would degrade the product. Customers can set a retention period on their account, and erasure on request always works regardless.
6. Erasure, and the one thing that survives it
When a contact is erased, we destroy the person: the contact record, every address we could reach them on, their consent history, their conversations, their messages and their activity.
Billing references are nulled rather than deleted, so usage totals already invoiced do not change retrospectively. Every erasure is recorded in an audit log with who requested it and when.
7. Your rights
Under India's Digital Personal Data Protection Act, and under the GDPR where it applies, you can ask for access to your data, correction of it, erasure of it, and withdrawal of any consent you gave.
The fastest routes are a data request for access, correction or erasure, and message preferences to stop marketing without deleting anything. Replying STOP to any message also works, in any language we support, and takes effect immediately.
Our grievance officer under the DPDP Act is {{GRIEVANCE_OFFICER_NAME}}, reachable at {{GRIEVANCE_OFFICER_EMAIL}}. We respond within {{RESPONSE_SLA_DAYS}} days. If you are not satisfied you may complain to the Data Protection Board of India.
8. Where your data lives
In Amazon Web Services' Mumbai region (ap-south-1), for every customer regardless of where they are. Some subprocessors — our identity provider, our model provider, our hosting for this website — operate elsewhere; the full list is on the subprocessors page.
9. How it is protected
- Tenant isolation is enforced by the database, not by application code. Every row carries its owner, row-level security policies are enabled and forced, and the application connects with a role that cannot bypass them. A bug in our code cannot show one customer another's data.
- Encrypted in transit and at rest
- Credentials for connected accounts are held in a secrets manager; the application stores only a reference
- Identities are only ever merged on an exact match — email, phone number, or a signed link token. We never guess that two people are the same person, and every merge is reversible
11. Changes
Material changes will be announced in the product before they take effect. The date at the top of this page is when it last changed.
12. Contact
{{PRIVACY_EMAIL}} · {{REGISTERED_ADDRESS}}