Last updated: 20 June 2026
Linxwell ("we", "us", "our") provides an AI-powered booking and receptionist platform for hair and beauty businesses operating in the United Kingdom.
Contact: hello@linxwell.co.uk
This policy covers two distinct situations:
A — Salon owners and staff using the Linxwell platform. We act as the data controller for your personal data and this policy explains how we collect and use your information to provide the service.
B — Customers of a salon that uses Linxwell. The salon you booked with acts as the data controller for your personal data. Linxwell acts as a data processor, handling your information only on that salon's behalf and under their instructions.
We do not use your personal data for marketing without your explicit consent.
We share your data only where necessary to deliver our service:
We do not sell your personal data to third parties.
| Data | Retention |
|---|---|
| Account and profile data | Subscription duration + 12 months |
| Audit logs | 24 months |
| Financial and billing records | 6 years (UK legal requirement) |
| Support messages | 24 months from resolution |
| OTP security codes | Deleted immediately after use or expiry |
This section applies if you have called or booked with a salon that uses Linxwell.
We use Stripe as our payment processor. Your card details are sent directly to Stripe and are never stored on our servers. Stripe processes payment data in accordance with PCI DSS Level 1 standards. For more information, see Stripe's Privacy Policy.
If you call a salon that uses Linxwell, your call may be answered by our AI assistant ("Sarah"). The assistant will identify itself as an AI at the start of every call. It can make, reschedule, or cancel bookings and transfer your call to a human if needed. You can ask for any AI-made booking to be reviewed or reversed by contacting the salon directly.
Call transcripts and audio recordings (where applicable) are retained for a maximum of 90 days and then permanently deleted.
We send SMS messages on the salon's behalf for booking confirmations, reminders, cancellations, and deposit payment links (transactional — always sent), and for promotional offers (only with your explicit consent). Every promotional SMS includes a STOP instruction. Replying STOP immediately removes you from all marketing messages from that salon.
Health, allergy, or medical information you provide via a consultation form is classified as special category data under UK GDPR Article 9. This data is accessible only to the salon owner and manager-level staff. The salon is responsible for obtaining your explicit consent before collecting this information.
| Data | Retention |
|---|---|
| Call transcript and AI summary | 90 days, then permanently deleted |
| Call recording (audio) | 90 days, then permanently deleted |
| Customer profile (name, phone, email, notes) | Until erasure requested, or anonymised after 24 months of inactivity |
| Booking records | 6 years minimum (UK financial records law) |
| Payment transaction records | 6 years minimum |
| Marketing consent records | Duration of active customer relationship |
Some services we use to deliver the Linxwell platform are based outside the UK. All transfers to US-based services are covered by UK Standard Contractual Clauses or equivalent safeguards as required by UK GDPR.
Our database (Supabase) and workflow automation (n8n, self-hosted in the UK) do not transfer data outside the UK or EU. You can request details of the safeguards in place for any specific transfer by contacting us.
Under UK GDPR, you have the right to:
Salon customers: your rights are exercised through the salon that holds your booking. Contact the salon directly, or contact us and we will route your request to the correct party.
We will respond to all rights requests within one calendar month. You also have the right to lodge a complaint with the ICO at ico.org.uk (0303 123 1113).
We use a small number of strictly necessary cookies to make the platform work:
We do not use any advertising, tracking, or analytics cookies. We do not build profiles for advertising purposes or share cookie data with third parties for marketing.
We implement appropriate technical and organisational measures to protect personal data, including:
In the event of a personal data breach, we will notify affected parties and the ICO in accordance with our legal obligations.
Our service is not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe a child's data has been submitted to our platform, please contact us and we will delete it promptly.
We will notify salon owners 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 most recent changes were made.
For privacy enquiries, contact us at hello@linxwell.co.uk.