Last updated: 6 November 2026
Version: 1.0
1. About this policy
This policy explains how Linx collects, uses, shares and protects personal information when you visit our website, start a trial, or use the Linx CRM & POS service (the "Service"). It also explains your rights and how to contact us.
"Linx" is the name of the product and service, not a registered company. In this policy, "we", "us" and "our" refer to the person operating Linx. You can contact us at support@linxcenter.com.
2. Our two roles
We play a different role depending on the information:
- When we are in charge. For information used to manage our website, enquiries, trial registrations, subscriptions and account administration, we decide why and how the information is used. We are the "responsible party" under South Africa’s Protection of Personal Information Act (POPIA) and the "controller" under the GDPR, where those laws apply.
- When we work for you. For the information you put into Linx about your own customers, suppliers, staff and others ("Customer Data"), you decide why and how it is used. We process it on your behalf and under your instructions. We are the "operator" under POPIA and the "processor" under the GDPR, where those laws apply. Section 10 sets out our commitments.
If you are a customer of one of our business customers, contact that business first about your information in Linx, because it decides how the information is used.
3. Information we collect
| Category | Examples | Where it comes from |
|---|---|---|
| Contact form | Name, email address, optional business name and your message. No other information is recorded as part of the contact-form submission | You, through the contact form |
| Trial registration | First name, last name, email address, business name, country and whether to include demo data. Optional answers: what best describes your business (retail, services, multi-branch or franchise, other), number of branches or locations, whether you want a till and how many | You, through the start-trial form |
| Account and support details | Information you provide to manage your account or ask for help, including email correspondence | You, when you subscribe or contact support |
| Users and sign-in details | Names and email addresses of the people you add as users, their roles and an identifier that keeps them signed in. Passwords are never stored in plain text | You and your users; the Service when you sign in |
| Billing details | Plan, billing contact, invoices, payment status. Card and bank details are collected and held by our payment provider, not by us | You and our payment provider |
| Customer Data | Records, products, quotes, invoices, messages and files that you and your users enter into Linx | You and your users |
| Messages sent through Linx | The content, recipients and delivery status of emails and text messages you send | You and your users |
| Website statistics | Page visits, interactions, browser and device information, and identifiers used by Google Analytics 4 (GA4). These are separate from the information submitted through a form | GA4 on the website, with your consent |
| Service records | Limited records used to set up trials and investigate signup problems | Our signup service; retention is described in section 8 |
| Cookies | Website cookie choices and, if you agree, analytics identifiers. The application uses only an essential sign-in cookie, with no analytics or tracking cookies | The website and application; see our Cookie Policy |
The application does not carry out analytics or behavioural tracking. GA4 is our only website analytics tool. Grouped website statistics can still involve personal information.
We do not knowingly collect sensitive information (such as health, religion or biometric data) for ourselves. If you store it in Customer Data, you are responsible for having a lawful basis to do so.
4. How we use information, and why
| Purpose | What we use | Our basis |
|---|---|---|
| Create and run your trial or account, and send you your login link | Trial and account details | Performing our contract with you, or taking steps you ask for before one |
| Provide the Service, including hosting your data and sending the messages you ask us to send | Account details, Customer Data, messages | Performing our contract with you; acting on your instructions as operator or processor |
| Take payment and keep financial records | Billing details | Contract; legal obligations |
| Answer questions and give support | Contact details, account details | Steps you request before a contract; contract; our legitimate interest in answering enquiries and supporting customers |
| Keep the Service secure, set up accounts and investigate problems | Account details and service records | Our legitimate interest in running a reliable and secure service; legal obligations |
| Understand how the website is used and improve it | GA4 website statistics and analytics cookies | Your consent, which you can withdraw through Cookie settings |
| Comply with the law and protect our rights | As needed | Legal obligations; legitimate interest |
We do not sell personal information. We do not use Customer Data to advertise to you or to build profiles for third parties. We do not make decisions about you using fully automated processing that has legal or similarly significant effects.
Submitting a form does not give consent to analytics or promotional emails. You can contact us or request a trial without accepting optional analytics cookies.
5. Where your information is stored
Website and trial registration. Our website is hosted in Spain. We use your registration details to create your trial workspace. These details are temporarily stored with our website hosting provider in Spain and processed by our signup service in the Netherlands before being sent to the application hosting region assigned to your selected country. Section 8 explains how long we keep them.
Application. Your workspace and its Customer Data are hosted in the region assigned to your selected country and shown during signup. This is separate from the temporary processing of registration details described above.
Our hosting and other providers are listed in section 6. Section 7 explains when information may be accessed or processed outside your country or workspace hosting region.
6. Who we share information with
We share personal information only with the following kinds of service provider, which help us run Linx and are bound by agreements that limit how they can use it:
- Website host: IONOS, to host the website and temporary signup records in Spain.
- Signup service host: Google Cloud, to process trial registrations in the Netherlands.
- Application host: Amazon Web Services, to host your workspace in its assigned region.
- Payment processor: Stripe, to take payment for your subscription, and (if you link your own Stripe account at the till) to process card payments on your behalf under your own account.
- Messaging providers: SMS delivery providers and email delivery providers, to deliver the messages you ask us to send and to receive delivery reports.
- Website analytics: Google Analytics 4, to measure website use with your consent. It does not run in the application. See Google’s Privacy Policy.
- Professional advisers: lawyers, accountants and insurers, where needed.
We may also share information if the law requires it, to respond to valid legal requests, to protect the rights, property or safety of Linx, our customers or others, or in connection with a merger, sale or reorganisation. In that case we will tell you and the new owner will have to honour this policy.
7. International access and transfers
Your trial registration is processed in Spain, the Netherlands and your selected application hosting region. Depending on where you are, this may involve transferring information to another country. Google Analytics and providers of email, SMS and payment services may also process information outside your country or workspace hosting region.
Remote support or administration may involve access from another country, even when your workspace remains hosted in its assigned region.
8. How long we keep information
| Information | How long |
|---|---|
| Trial accounts that do not become paid | Your account is paused when the trial ends and your data is kept for 30 days. After that it is deleted |
| Active accounts | While your account is active |
| Customer Data after you cancel | Your account is paused for 30 days, during which you can choose a plan again. After that it is deleted. Retention is also covered in the Terms |
| Contact messages and support emails | One year |
| Website signup transfer records | Normally removed immediately after our signup service accepts them. Failed transfers are scheduled for deletion after seven days |
| Signup-service contact details | For completed or expired requests, normally deleted seven days after the service accepts the registration |
Signup cases that need investigation may be kept longer. Limited records used to run the service and any backup copies follow separate retention schedules, so deleting a signup record does not necessarily remove every copy at the same time.
When we no longer need information, we delete or anonymise it.
9. How we protect information
We take security seriously. Our measures include:
- Encrypted connections to our website and the Service.
- Passwords are never stored in plain text. All keys and credentials are stored encrypted.
- A separate database for each business.
- Databases are not accessible from the internet.
- Access controls and roles, so people see only what they need.
- Hosting with a major cloud provider in your region.
The database safeguards above apply to the application; the website and signup service use separate systems. No system is perfectly secure. If we become aware of a breach of personal information that affects you, we will tell you and the relevant authority as the law requires.
10. Our commitments when we process Customer Data for you
Where we act as your operator or processor, we will:
- Process Customer Data only to provide the Service and on your documented instructions, unless the law requires otherwise.
- Make sure our staff who can access it are bound by confidentiality.
- Keep it secure, as described in section 9.
- Use only sub-processors that are bound by terms that protect it, and keep you informed of changes to them on request.
- Help you respond to requests from people exercising their rights, and with security, breach notification and impact assessments, to the extent the law requires.
- Tell you without undue delay if we become aware of a breach affecting Customer Data.
- Delete or return Customer Data when your account ends, as set out in section 8 and the Terms.
You are responsible for having a lawful basis to put personal information into Linx, for the accuracy of what you enter, and for honouring requests from the people it is about. This includes your obligations on marketing messages, consent and opt-outs when you send emails and texts. Linx adds an unsubscribe link to broadcasts and keeps a suppression list, but you remain responsible for your messages.
11. Your rights
Depending on where you live, you may have the right to:
- ask whether we hold personal information about you and get a copy;
- ask us to correct or delete it;
- object to, or ask us to restrict, how we use it;
- receive it in a portable format;
- withdraw consent at any time, without affecting what was done before;
- not be subject to decisions made only by automated means; and
- complain to the authority that regulates privacy where you live, such as South Africa’s Information Regulator or your local supervisory authority in the EU or UK.
To make a request, email support@linxcenter.com. We may need to verify your identity. We respond within the period required by applicable law and explain any lawful extension.
If your information is in Linx because one of our business customers put it there, we will pass your request to that business.
12. Marketing emails
Contact-form and trial-registration details are used to handle your enquiry or provide the trial, not to enrol you automatically in promotional mailing lists. If we offer product news, we will ask for separate consent and provide a way to unsubscribe. Service messages, such as login links, trial setup updates and billing notices, are separate from promotional emails.
13. Children
Linx is for businesses. It is not intended for children, and we do not knowingly collect personal information from anyone under 18.
14. Links to other sites
Our website may link to other websites. We are not responsible for their privacy practices.
15. Changes to this policy
We may update this policy. We will update the date and version at the top and, for important changes, tell you by email or in the Service before they take effect.
16. Contact us
Linx
Email: support@linxcenter.com