Privacy policy

This policy covers www.linkdra.com, app.linkdra.com, and every app we make available through them.

It explains what we collect, why, who we share it with, where it is processed, and what you can ask us to do about it. It forms part of our terms of service.

If you use one of our apps because your accountant, bookkeeper or agency set it up for you, they decide what goes into it and you should talk to them first — but everything below still applies to how we handle it, and you can contact us directly at any time.

We collect account details you give us, technical information about how you use the site, and — where you connect one — information from your accounting system.

We never sell personal information, and we do not share it for cross-context behavioural advertising.

We do not use your data, your clients’ data, or the content of your messages to train models offered to anyone else.

Where we connect to an accounting system, that access is read-only and you can revoke it at any moment.

Data is processed in the United States and in India. Clause 10 explains that in full.

Information you give us directly:

• Account information — name, email address, business name, and where relevant your phone number.
• Billing information. Payments are handled by our payment processor; we receive a record of the transaction and the last four digits of a card, and we never see or store full card numbers.
• Anything you send us in an enquiry form, a support message, or a call.
• Content you create in an app — message templates, notes, settings, and the contact records you add.

Information we collect automatically:

• Log data — IP address, browser type and version, pages visited, and timestamps.
• Basic product analytics about which features are used, so we know what to fix and what to build.

We do not use advertising cookies or third-party tracking pixels on this site.

Our apps send messages to your suppliers, your customers, or your clients’ suppliers and customers. To do that we handle their names, email addresses, and details of the invoices or bills that concern them. Those people are not our users and did not sign up with us.

For that information you are the controller and we are the processor. In plain terms: it is your data about your business relationships, we hold it on your behalf, and we act on your instructions rather than our own.

That means:

• We use it only to provide the app to you — to work out who to contact and to send the message you configured.
• We do not market to those people, add them to any list of ours, or contact them for our own purposes.
• We do not sell or share their information with anyone outside the service providers in clause 9.
• When you delete a record or close your account, their information goes with it, on the timeline in clause 11.

You are responsible for having a lawful basis to hold and use that information, and for making sure the messages you send are appropriate. If one of those people contacts us directly about their information, we will pass the request to you and help you answer it.

Where an app connects to QuickBooks Online or Xero, you authorise that connection yourself through their standard consent screen, and you can see exactly what you are granting before you agree.

What we read:

• Bills and invoices — amounts, due dates, reference numbers, and whether they are outstanding.
• Supplier and customer records — name and email address, so we know who to contact.
• Organisation details needed to identify which of your clients a record belongs to.

What we do with it: work out which bills or invoices need a message, draft that message, and — where the app does this and you have approved it — write a note back against the record so the history stays in your ledger.

What we do not do: change your books, create or void transactions, move money, read anything unrelated to the app’s job, or use your financial data for any purpose other than running the app for you.

Connection tokens are encrypted at rest and stored separately per organisation. You can disconnect from inside the app or from QuickBooks or Xero directly, and access stops immediately. On disconnection we delete the tokens and, on request, the data we read.

We use what we collect to:

• Run the apps, including sending the messages you have configured.
• Authenticate you, keep accounts secure, and detect misuse or abuse.
• Support you when you contact us, and investigate problems you report.
• Bill you, and keep the financial records we are required to keep.
• Send service messages about your account — changes to terms, security notices, and anything that affects what you are paying for. You cannot opt out of these while you have an account, because they are the ones you need.
• Send occasional product email about new apps or features. You can opt out of these at any time and it will not affect your account.
• Understand which features get used, in aggregate, so we build the right things.

We do not make automated decisions about you that produce legal or similarly significant effects.

Some apps draft message text automatically from the invoice or bill in question — the amount, the date, the reference, and the tone you selected.

Where that drafting uses a third-party model provider, we send only the minimum needed to produce the message, under contract terms that prohibit the provider from retaining it or using it to train their models.

We do not use your data, your clients’ data, or the content of your messages to train models offered to other customers or to anyone else.

You review and approve messages before they send, except where you have deliberately configured a sequence to send on schedule — and in that case you set the content and the timing in advance.

Where data protection law requires us to identify a legal basis, we rely on:

• Performance of a contract — to provide the apps you have signed up for and to bill you.
• Legitimate interests — to secure the service, prevent abuse, and improve what we build, balanced against your interests.
• Consent — for optional product email, which you can withdraw at any time.
• Legal obligation — to keep financial records and to respond to lawful requests.

For information about your suppliers and customers, you determine the legal basis and we act on your instructions, as set out in clause 4.

We share information only with service providers who help us run the service, under contracts that require them to protect it and to use it only for what we have asked:

• Hosting and infrastructure providers.
• Our payment processor, for billing.
• Our email delivery provider, where an app sends through us rather than through your own mailbox.
• Our CRM and support tools, for enquiries and support conversations.
• Product analytics, for aggregate usage.
• Model providers used for message drafting, under the restrictions in clause 7.

We will also disclose information where we are legally required to, or to establish or defend legal claims. If we are compelled to disclose your data we will tell you unless we are legally prohibited from doing so.

If our business is sold or merged, information may transfer to the buyer, who would remain bound by this policy or one at least as protective. We would tell you before that happened.

We do not sell personal information, and we do not share it for cross-context behavioural advertising, as those terms are used under US state privacy laws. We have never done so.

Data is stored and processed primarily on infrastructure located in the United States.

Our team is based in India. Staff who support the product access data from there, under contractual confidentiality obligations, role-based access controls, and logging of administrative access. Some of our service providers also operate in other countries.

We are telling you this plainly because it is the sort of thing that matters when you are deciding whether to connect a client’s ledger, and because you would find it out during due diligence anyway. Where transfers of personal data out of the EEA or UK require a safeguard, we use Standard Contractual Clauses.

If your own professional or regulatory obligations restrict where client data may be processed, check that against this before connecting an account, and ask us if anything is unclear.

We keep your account data for as long as your account is open.

When you close your account, your data remains available for export for at least 30 days, and we delete it within 90 days of closure.

Records of messages sent through your account are kept while the account is open so you have an accurate history, and are deleted with the rest of your data.

We keep billing and transaction records for as long as tax and accounting law requires, which is typically seven years, even after an account closes.

Backups are on a rolling cycle and deleted data disappears from them within 90 days.

Data is encrypted in transit. Credentials for connected accounting systems are encrypted at rest and held separately for each organisation.

Access to production data is limited to staff who need it, is role-based, and is logged.

No system is perfectly secure and we will not claim otherwise. If a breach affects your personal information we will tell you and the relevant regulator within the timeframes the law requires, and we will tell you what happened rather than the minimum we can get away with.

Wherever you are, you can ask us to:

• Give you a copy of the personal information we hold about you.
• Correct it if it is wrong.
• Delete it, subject to records we are legally required to keep.
• Stop sending you product email.
• Export your data in a portable format.

If you are in California, you additionally have the rights to know, delete, correct, and to opt out of sale or sharing — and as stated in clause 9 we do not sell or share personal information, so there is nothing to opt out of. We will not discriminate against you for exercising any right.

If you are in the EEA or UK, you also have the right to object to processing based on legitimate interests, to request restriction, and to complain to your data protection authority.

Ask through our contact page and we will respond within 30 days. We do not charge for this and we will not require you to create an account to make a request.

Our apps are for businesses and are not directed at anyone under 18. We do not knowingly collect personal information from children. If you believe a child has given us information, tell us and we will delete it.

We may update this policy. Where a change materially affects how we handle your information, we will give at least 30 days’ notice by email before it takes effect.

The date at the top of this page always shows when it was last changed.

For any question about this policy, or to make a request about your data, use our contact page and mark it for the attention of privacy.

If you are a supplier or customer who received a message sent through one of our apps and you want to know why, contact the business that sent it — they hold the relationship and the record. If you cannot reach them, contact us and we will help.