Privacy Policy

LINKBIT LTD ("LINKBIT", "we", "our", or "us") is committed to handling your personal information responsibly, transparently, and in full compliance with UK law. This policy explains what data we collect, why we collect it, how we use it, and what your rights are.

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LINKBIT LTD is registered in Northern Ireland (Company No. NI728345) and operates in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We collect the personal information necessary to deliver and maintain our services, including:

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• Identity & Contact Details: Your name, job title, email address, and phone number.

• Organisation Information: Company or charity registration details, social media profiles, and any mission or content information you share with us during onboarding.

• Financial & Billing Data: Payment details, bank transfer records, and usage data relating to Voice Infrastructure services.

• Technical Data: IP addresses, Project IDs, and system access logs generated through your use of our managed platforms.

We collect information through the following channels:

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• Enquiry and onboarding forms submitted via our website

• Project applications, discovery sessions, and direct correspondence

• Automated logs generated by your managed website or voice system

• Email communications and Microsoft Teams interactions

We use your personal information only for the purposes directly related to your service with us:

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• To build, configure, and manage your website, Microsoft 365 environment, and voice infrastructure

• To manage contract renewals, billing, and service continuity

• To monitor for security threats and maintain the integrity of your systems

• To meet our legal obligations, including emergency call routing requirements under UK telecommunications regulations

We process your personal data under the following lawful bases:

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• Contractual Necessity: To deliver the services you have engaged us to provide.

• Legitimate Interest: To maintain the security and performance of our managed infrastructure.

• Legal Obligation: To comply with UK law, including telecommunications and data protection regulations.

• Consent: Where you have explicitly opted in to specific communications such as our newsletter or beta service access.

All data held by LINKBIT is stored in encrypted environments. We apply VPN protection, secure cloud storage, and mandatory multi-factor authentication (MFA) across our systems. Access to client data is strictly limited to authorised LINKBIT personnel involved in the direct management of your service.

• Active clients: Data is retained for the duration of your contract with LINKBIT.

• Post-project records: Retained for 12 months following the end of a project to support continuity and dispute resolution.

• Enquiry data: Retained for 6 months from the date of contact.

• Deletion requests: Upon written request, personal data is removed from our primary systems within 90 days, subject to any legal retention requirements.

We do not sell or rent your personal data to any third party. To deliver our services, we work with trusted technology partners including Microsoft. Some data may be processed outside the UK as part of these services. Where this occurs, we ensure appropriate safeguards are in place — including Standard Contractual Clauses (SCCs) — to maintain full UK GDPR compliance.

For clients using our Voice Infrastructure service, we process call metadata required for billing and network routing. We do not monitor or record the content of private calls unless a compliant call recording service has been specifically configured as part of your plan. Emergency call functionality requires the processing of accurate location data, which is shared exclusively with emergency services when a call is initiated.

Under UK GDPR, you have the right to:

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• Access the personal data we hold about you

• Request correction of inaccurate data

• Request deletion of your data

• Object to or restrict how we process your data

• Withdraw consent where processing is based on consent
   

To exercise any of these rights, contact us at support@linkbit.co.uk. We will respond within 30 days.

If you have a concern about how we handle your data and we are unable to resolve it directly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.

We review this policy periodically and will update it when necessary to reflect changes in our services or legal requirements. We will notify active clients of any material changes. The current version is always available on our website.


LINKBIT LTD | Company No. NI728345 | support@linkbit.co.uk | www.linkbit.co.uk Belfast,

Northern Ireland | © 2026 LINKBIT LTD. All rights reserved.