Privacy Policy

Information we handle

We handle account and organisation details, such as names, email addresses, membership and permissions; quality records, documents and files supplied to LinQMS; authentication and connection records; audit history and technical logs; and support correspondence. Records and documents may contain personal information supplied by your organisation.

Audit records may retain content submitted in draft changes, alongside the actor, affected record and action.

Why we use information

We use information to operate LinQMS: authenticate users, apply permissions, manage quality records and documents, preserve audit history, deliver transactional emails, run requested reports and background tasks, and provide support.

We do not use tenant data for marketing, user tracking or analytics, fraud detection, or model training. Reports requested by a tenant are part of the quality management service.

Service providers and access

LinQMS uses the following providers for the information needed to deliver their service functions:

• Supabase: authentication, database and file storage.
• Vercel: application hosting and request handling.
• Resend: transactional email delivery.
• Trigger.dev: background conversion, certification and service tasks.

Tenant records are held in a shared database and isolated through tenant-scoped permissions and row-level security. Each tenant does not have a separate database.

Optional ChatGPT connection

When you authorise and use a connection, OpenAI / ChatGPT can receive permitted record fields, document content and PDF previews returned by LinQMS. Use the connection only where your organisation permits this sharing. Your current LinQMS role permissions and authorised connection scope apply to each request.

OpenAI / ChatGPT is a separate service. Its applicable account terms and privacy settings govern information received there, including any use for model training.

Retention and disconnecting

We retain service records and relevant history for operating LinQMS and your organisation’s recordkeeping. Historical quality records and audit history may need to remain available after a draft changes or a connection is revoked.

Revoking a connection in your company’s AI connections blocks further access through it. It does not delete LinQMS records, connection history or audits, or information already returned to ChatGPT. Use the relevant service’s controls for information held there.

Privacy requests and contact

Depending on applicable law and circumstances, you may have rights to access, correct or erase personal information, restrict or object to processing, or receive portable data. These rights may be subject to conditions and recordkeeping requirements.

For information managed by your organisation, contact its administrator or privacy contact. For questions about this notice, rights requests or retention and deletion requests, email support@linqms.com so we can help route your request.