UPDATED SEPTEMBER 28, 2026
Privacy & Data Protection
What Links collects in your workplace and how we handle it
TABLE OF CONTENTS
Our Role
Links is a workplace platform that connects meeting rooms, desks, pods, kiosks, room panels and sensors with your calendars and people. When an organisation uses Links, that organisation decides which data is processed and for what purpose. It acts as the controller, and Links processes the data on its behalf as a processor.
Links acts as a controller only for the data needed to run our own relationship with you: account administration, billing, support and communication about the service.
Definitions
Data Gathered from the Workplace Environment
Links devices and connected sensors collect data about spaces, not about people. This includes:
This data is used to show real-time availability, release unused bookings, and produce utilisation and energy reports for the organisation.
Data Gathered from the Users
Links gathers only the personal data needed to provide the service, such as name, work email, the organisation and role a user belongs to, login timestamps, and how the Links web dashboard and mobile app are used.
Calendar connection
Room panels and kiosks show upcoming reservations for their space. Access to the organisation's Microsoft 365 or Google Workspace calendar is required to create and display reservations for rooms, desks and pods. Links reads the reservation details it needs (organiser, time, title if the organisation allows it, and attendees) and keeps reservation metadata after the meeting has ended for utilisation analytics. The retention period is set per organisation, and reservation content can be removed while aggregated statistics are kept.
Visitors and identification
When an organisation uses visitor registration, Links processes the visitor's name, contact details, host and visit time. When NFC cards or QR codes are used for check-in, Links stores a reference to the card or code, not a copy of the card itself.
Optional analytics
Product analytics on our website and apps run only after you give consent, and you can withdraw consent at any time. Session recording is not used.
Links does not sell personal data and does not use customer data for advertising. You can always find the up-to-date terms in our Terms of Service and Privacy Policy.
Handling of Data
Data, intellectual property and other confidential information of our customers are the basis of the trust placed in Links. We have an established information security management system certified to ISO 27001, and an AI management system certified to ISO 42001. We apply technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These cover the storage, deletion and access control of personal data.
Retention and Deletion
We keep personal data only as long as it is needed for the purpose it was collected for, or as long as the law requires. Organisations can configure how long reservation data is kept. The history visible in the product under a subscription plan is separate from how long the data is stored.
When an organisation ends its use of Links, or a user's account is deleted, the related personal data is deleted or anonymised, except where we are legally required to keep it (for example billing records). If a user is the only owner of a workspace, ownership must be transferred before the account is deleted, so that shared company data is not lost.
Your Rights
Under GDPR and KVKK you have the right to access, correct, delete, restrict or object to the processing of your personal data, and to receive a copy of it in a portable format. You can withdraw consent at any time where processing is based on consent.
If you use Links through your employer or another organisation, please contact that organisation first, as it decides how your data is processed. We will support it in answering your request.
To exercise your rights or ask a question about privacy, contact [email protected]. You also have the right to lodge a complaint with your local data protection authority, or in Türkiye with the Personal Data Protection Authority (KVKK).