Privacy Policy

1. Purpose and Scope

This Privacy Policy explains how DesignedIT Inc., operating as Linkd HQ (“Linkd,” “we,” “us,” or “our”), collects, processes, stores, and protects information in connection with the Linkd website, the Linkd AI chatbot platform, and all related services, features, APIs, and integrations (collectively, the “Service”).

This policy applies only to Linkd and does not govern third-party services or websites that may be linked or integrated.

2. Roles and Data Responsibility

Customers as Controllers

Organizations that create a Linkd account (“Customers”) are the sole controllers of all content, data, and information they upload or make available through the Service (“Customer Content”). Customers determine what information is uploaded, how their chatbot is configured, and what data their end users are asked to provide.

Linkd as Processor

Linkd acts solely as a technology service provider and data processor. We process data only as instructed by Customers to deliver the Service. We do not determine the purpose or legality of Customer Content, review or validate what Customers upload, or make decisions about what information is appropriate to publish.

3. Information We Collect

Account and Administrative Information

When a Customer creates an account we collect name, business email, organization name, account settings, and subscription and billing metadata.

Usage and Technical Data

We automatically collect IP address and approximate location, device type, operating system and browser, query timestamps and performance metrics, authentication events and access logs, and error logs and security events.

Customer Content

Customers may upload documents, PDFs, spreadsheets, text, policies, procedures, URLs, and other materials to train their chatbot. Linkd does not require Customers to upload personal data, patient identifiers, or medical records. Customers are solely responsible for what they choose to upload and must ensure lawful use of all uploaded content.

Communications

Information contained in support requests, onboarding emails, and feedback submissions.

4. End-User and Patient Interaction Data

This section describes data collected when patients or website visitors interact with a Customer's deployed chatbot.

4.1 What May Be Collected

Depending on how a Customer configures their chatbot, the following data may be collected on their behalf:

• Conversation logs — questions asked and AI responses, along with timestamps. Conversation logging is off by default and must be explicitly enabled by the Customer. When enabled, our automated detection layer identifies and removes sensitive information before anything is written to storage. All conversation logs permanently delete after 30 days.
• Form submissions — information voluntarily submitted through Customer-configured forms including lead capture, intake, and custom forms. The fields collected are determined entirely by the Customer.
• Support tickets — when a human handoff is triggered, conversation context and contact information are stored as a support ticket for the Customer's team.
• Session metadata — session identifiers, source, and timestamps. IP addresses may be temporarily stored for rate limiting and abuse prevention and are never used for tracking or profiling.

4.2 How End-User Data Is Processed

Linkd processes end-user data solely as a processor acting on Customer instructions. End-user data is used only to deliver the chatbot service, generate analytics for the Customer, and fulfill Customer-configured workflows.

• End-user data is never used for advertising, marketing, profiling, or sold to third parties.
• End-user data is never used to train or improve AI models.

Conversation text is sent to OpenAI for real-time inference only. Under our agreement with OpenAI, data submitted via the API is not used for model training and is subject to a zero data retention policy.

4.3 Health Information

Patients may voluntarily share health-related information during chatbot conversations or via forms. Linkd does not solicit this information. The Customer, as data controller, is responsible for ensuring lawful collection and handling of any health information their chatbot receives.

All end-user data is encrypted at rest using AES-256 and in transit using TLS 1.3. Access is restricted to the Customer via their dashboard and authorized Linkd personnel for support purposes only.

Healthcare Customers who anticipate collecting protected health information must execute a Business Associate Agreement with Linkd. The BAA is accepted automatically at signup — no separate request is needed.

Linkd is designed with healthcare privacy best practices but compliance is a shared responsibility. Customers bear primary responsibility as data controllers.

4.4 Retention

• Conversation logs are retained for 30 days from the date of the conversation, then permanently deleted. Customers can delete individual conversations or all logs at any time via the dashboard.
• Form submissions and leads are retained while the Customer's account is active. Customers can export and delete at any time.
• Support tickets are retained while the Customer's account is active. Customers can close and delete tickets at any time.

Upon account cancellation, all conversation logs, form submissions, leads, and support tickets are permanently deleted within 30 days. Audit logs required for regulatory compliance are retained for the applicable statutory minimum period and are not subject to the 30-day deletion commitment.

4.5 End-User Rights

End users who wish to access, correct, or delete their data should contact the Customer directly. Linkd will assist Customers in fulfilling data subject requests upon instruction. If an end user cannot reach the Customer, they may contact us at contact@designedit.org and we will make reasonable efforts to route the request appropriately.

5. How We Use Information

Linkd uses information strictly to operate and deliver the Service, authenticate users and enforce permissions, process Customer Content to generate responses, maintain security and availability, monitor performance and prevent abuse, and comply with legal obligations. Linkd does not use Customer Content for advertising or resale.

6. AI and Model Use

Customer Content is never used to train, fine-tune, or improve AI models. Customer Content is processed only to generate responses within the Customer's configured chatbot. Any analytics used to improve the Service are aggregated and de-identified before use.

7. Subprocessors and Disclosure

Information may be disclosed to infrastructure and service providers under contractual confidentiality obligations, to Customers accessing their own data, to comply with lawful legal obligations, and in connection with mergers or acquisitions. We do not sell personal information.

Our current subprocessors are listed at linkdhq.com/subprocessors. We will notify customers at least 30 days before engaging new subprocessors that handle Customer Content.

Data flow — Customer → Linkd → Google Cloud (storage) → OpenAI (inference, ephemeral) → Response returned. At no point is Customer Content stored by OpenAI or used for any purpose other than generating responses.

8. Data Retention and Deletion

• Active accounts — Customer Content retained while subscription is active.
• Cancelled accounts — 30-day grace period for data export, then permanent deletion of all Customer Content, conversation logs, form submissions, leads, and support tickets.
• Deletion method — secure deletion via Google Cloud infrastructure.
• Conversation logs — permanently deleted 30 days from conversation date via Firestore TTL policy.
• Authentication logs — retained for 1 year.
• Error logs — retained for 90 days.
• Performance metrics — aggregated and anonymized after 90 days.
• Backups — 30-day rolling retention. Deleted data purged from backups within 30 days.

Right to Deletion

Customers and end users can request deletion via self-service in the dashboard under Settings, by emailing contact@designedit.org with subject “Data Deletion Request,” or automatically 30 days after subscription cancellation.

Upon completion we provide written confirmation of what was deleted and any residual data with its retention period.

9. Security

Linkd implements administrative, technical, and organizational safeguards including encryption at rest (AES-256) and in transit (TLS 1.3), role-based access controls, tenant isolation, rate limiting, automated monitoring, and incident response procedures. For full details see our Security page.

10. Individual Privacy Rights

Depending on your jurisdiction you may have the right to access, correct, delete, restrict, port, or object to processing of your personal data. Response time for all requests is 30 days.

To exercise any right, email contact@designedit.org with subject “Privacy Rights Request” and include your name, email, organization if applicable, and the right you are exercising.

If you believe we have violated your privacy rights, contact us first at contact@designedit.org. You may also file a complaint with your local supervisory authority — Office of the Privacy Commissioner of Canada at priv.gc.ca, your local EU Data Protection Authority, the ICO at ico.org.uk for UK matters, or your US State Attorney General.

11. Compliance Documentation

Business Associate Agreement (BAA)

Accepted automatically at signup for all plans. Covers US HIPAA, Ontario PHIPA, Canadian PIPEDA, UK GDPR, and Quebec Law 25. Available at linkdhq.com/baa.

Data Processing Agreement (DPA)

Available for customers subject to GDPR, UK GDPR, PIPEDA, or other international privacy regulations. Includes Standard Contractual Clauses for EU transfers and UK IDTA for UK transfers. Available at linkdhq.com/dpa. To request a countersigned copy, email contact@designedit.org with subject “DPA Request.”

12. International Data Transfers

All customer data is stored in Google Cloud US regions by default. Canadian customers are covered under PIPEDA adequacy. UK customers are covered under UK IDTA clauses incorporated into our DPA. EU customers are covered under Standard Contractual Clauses.

When data must cross borders we use Standard Contractual Clauses, adequacy decisions where applicable, Data Processing Agreements with explicit transfer terms, and encryption in transit.

13. Breach Notification

If a breach affects your Customer Content or personal data, we will notify you within 24 hours of confirming the breach with full details of what happened, what data was affected, steps taken to contain and remediate, and recommended actions. We provide updates every 48 hours until resolved.

Regulatory notification timelines — HIPAA (US): HHS within 60 days if 500 or more individuals affected. PHIPA (Ontario): Information and Privacy Commissioner without undue delay. GDPR (EU): Supervisory authority within 72 hours. UK GDPR: ICO within 72 hours. PIPEDA (Canada): Privacy Commissioner if real risk of significant harm. Quebec Law 25: CAI within 72 hours.

Security incidents to date — 0.

14. Policy Updates

We may update this Privacy Policy from time to time. For material changes we will notify active customers by email at least 30 days before changes take effect. The version and effective date are shown at the top of this document.

Privacy questions — contact@designedit.org