Privacy Policy

How LynkCrew collects, uses, and protects your information.

Last updated: June 2026

1. Overview

LynkPilot, Inc. ("LynkCrew," "we," "us," or "our") operates an HR platform used by business operators, franchisors, and their teams. This Privacy Policy explains what personal, employee, and business information we collect, how we use and protect it, and the rights and choices available to you. It applies to the LynkCrew web application, API, and any related services (collectively, the "Service").

By using the Service, you agree to the collection and use of information as described in this policy. If you do not agree, please discontinue use of the Service.

2. Information We Collect

2.1 Account and Identity Data

When you create an account or are invited to join an organization on LynkCrew, we collect:

  • Full name and email address
  • Job title and role within your organization
  • Password (stored as a secure hash via our authentication provider; we never see plaintext passwords)
  • Profile photo (if provided)
  • IP address and browser/device information at login

2.2 Employee and Business Data

LynkCrew stores employee and business information your organization enters into the platform in order to run its HR operations, including:

  • Employee directory records (names, contact information, home address, phone, date of birth)
  • Employment details (job title, department, location, manager, hire date, status)
  • Compensation and pay-related records
  • Time off and PTO requests, approvals, and balances
  • Onboarding tasks, documents, and checklists
  • Performance review records and notes
  • Org chart structure and reporting relationships
  • Sensitive identifiers such as the last four digits of a government ID, where entered
  • Documents and uploaded files

This data belongs to your organization. We process it on your behalf solely to provide the Service. We do not use your organization's employee or business data for any other purpose. LynkCrew can run as a standalone HR product or embedded inside LynkPilot; in either case it operates on the same organization data.

2.3 Third-Party Integration Data

If you choose to connect a third-party service to LynkCrew, we access data from that account only as needed to provide the connected feature. The specific data we access depends on the integration and typically includes:

  • Basic account and company profile information
  • Records relevant to the connected HR or operational workflow
  • Data needed to keep employee records reconciled across systems

We use integration data solely to provide the connected features within LynkCrew. We do not sell, rent, share, or use integration data for advertising or any purpose beyond operating the Service for your organization. You may disconnect an integration at any time from the Settings page, which will revoke our access to that data going forward.

2.4 Usage and Technical Data

We collect standard technical and usage data to operate and improve the platform:

  • Pages visited, features used, and actions taken within the platform
  • Browser type, operating system, and device information
  • Server logs including timestamps and request metadata
  • Error reports and performance metrics

We do not sell this data or use it for advertising. Usage data is used only to maintain, secure, and improve the Service.

2.5 Communications Data

If you contact us by email or through the platform, we retain the content of those communications and your contact details in order to respond and maintain records of our interactions.

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the LynkCrew platform
  • Authenticate users and enforce role-based access controls
  • Manage your team's directory, org chart, time off, onboarding, and review records
  • Send transactional communications (invitations, notifications, time-off alerts, billing receipts)
  • Diagnose technical errors and maintain platform reliability
  • Improve existing features and develop new capabilities
  • Comply with applicable legal obligations
  • Enforce our Terms of Service and protect the security of the platform

We do not use your data for behavioral advertising, do not sell your data to third parties, and do not build advertising profiles from your information.

4. How We Share Your Information

We do not sell or rent your personal, employee, or business data. We share information only in the following limited circumstances:

4.1 Service Providers

We use trusted third-party service providers to operate the platform. These providers have access only to the data necessary to perform their function and are contractually prohibited from using it for other purposes. Our current infrastructure providers include:

  • our hosting provider — hosting and serverless infrastructure
  • our database provider — managed PostgreSQL database
  • our authentication provider — user authentication and identity management
  • Resend — transactional email delivery
  • Upstash — Redis-based job queuing and rate limiting
  • Stripe — payment processing and billing
  • Cloudflare R2 — file and document storage
  • Sentry — error monitoring and diagnostics

4.2 Legal Requirements

We may disclose information if required to do so by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of LynkCrew, our users, or the public.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction. We will notify you via email or prominent notice on the platform before your information is transferred and becomes subject to a different privacy policy.

5. Data Storage and Security

All data is stored in the United States on infrastructure provided by our hosting provider and our database provider. We implement industry-standard security measures including:

  • TLS encryption for all data in transit
  • Encryption at rest for database storage, with additional field-level encryption for sensitive employee identifiers
  • Row-level security policies isolating each organization's data
  • Role-based access controls limiting who can view sensitive employee records within the platform
  • Access to production systems restricted to authorized personnel only
  • Regular security reviews and dependency updates

No method of transmission or storage is 100% secure. While we take reasonable precautions, we cannot guarantee absolute security. If you become aware of any security vulnerability or incident, please contact us immediately at support@lynkpilot.com.

6. Data Retention

We retain your data for as long as your organization maintains an active account with LynkCrew. If your account is terminated or closed:

  • Your data will be retained for 30 days following termination to allow for data export requests
  • After 30 days, your organization's data will be scheduled for deletion from active systems
  • Backups may retain data for up to 90 days after deletion from active systems
  • Some data may be retained longer if required by applicable law or for legitimate business purposes such as fraud prevention

You may request an export of your organization's data at any time by contacting us at support@lynkpilot.com.

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal data:

  • Access — request a copy of the personal data we hold about you
  • Correction — request correction of inaccurate or incomplete data
  • Deletion — request deletion of your personal data, subject to legal retention requirements
  • Portability — request your data in a structured, machine-readable format
  • Objection — object to certain types of processing where we rely on legitimate interests
  • Restriction — request that we restrict processing of your data in certain circumstances

To exercise any of these rights, contact us at support@lynkpilot.com. We will respond within 30 days. Note that some rights apply only to personal data and not to employee or business data entered by your organization, which is governed by your agreement with LynkCrew. Where your employer is the controller of your employee record, we will direct certain requests to your organization's administrator.

7.1 Disconnecting Integrations

You may revoke LynkCrew's access to any connected third-party account at any time by navigating to Settings → Integrations and disconnecting the integration. Disconnecting will prevent further data access; previously synced data may remain in LynkCrew until deleted.

8. Cookies and Tracking

LynkCrew uses cookies and similar technologies for authentication session management and security purposes. We do not use third-party advertising cookies or tracking pixels. Authentication cookies are essential for the platform to function and cannot be disabled while using the Service.

9. Children's Privacy

LynkCrew is a business platform intended for use by adults operating commercial enterprises. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has provided us with personal information, please contact us and we will delete it promptly.

10. International Users

LynkCrew is operated from the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States. By using the Service, you consent to this transfer.

11. Changes to This Policy

We may update this Privacy Policy as the platform evolves or as legal requirements change. We will notify account administrators of material changes by email at least 14 days before they take effect. The "Last Updated" date at the top of this page reflects when the policy was last revised. Continued use of the platform after the effective date constitutes acceptance of the updated policy.

12. Contact

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

LynkPilot, Inc.
Email: support@lynkpilot.com
Website: https://lynkpilot.com