Axiom Privacy Notice

Axiom is a client data portal operated by LinkRide Technologies LTD, a company registered in Scotland (company number SC872736), registered office 2/3, 48 West George Street, Glasgow, United Kingdom, G2 1BP. This notice covers Axiom. The LinkRide privacy policy covers the carpool app and this website.

Two different roles, and why it matters

Your account— the email you sign in with, your name, your role, your organisation’s profile and branding. Axiom is the data controller for this: we decide what it is for, and this notice explains it.

The data you upload — your spreadsheets, and everything derived from them. Your organisation is the controller and Axiom is your processor. We hold and process it only on your instructions, we do not decide what it is for, we do not use it for anything of our own, and we return or delete it when you ask. If your files contain personal data about your own customers or staff, responsibility for having a lawful basis to hold it stays with you.

What we collect

• Account: your email address, your name if you give one, a hashed password, your role, and session records so you stay signed in.
• Organisation profile: company name, industry, logo, colour scheme, contact addresses for reminders and report deliveries, and which plan you are on.
• Uploaded data: the files themselves, every version you have uploaded, and the dashboards, reports and exports generated from them.
• Activity: an audit record of uploads, plan changes, report approvals and profile edits — who did what, and when.
• Email: a copy of every message we send you, so both you and our staff can see what was sent.

Who else sees it

Axiom staff can see client accounts, plans, and the reports they review before sending — that review is the product, and it is done by a person. Staff do not use client data for anything else, and every access is logged.

Axiom is multi-tenant, and separation between clients is enforced in the code rather than trusted to care: every query carries the organisation it is for, and there is a test suite whose only job is to assert that one client cannot reach another’s data.

Our processors are Google Cloud (hosting and the database) and Resend (email delivery). Where either processes data outside the UK, they are contractually required to protect it to the UK GDPR standard.

LinkRide data in Axiom

If your organisation runs a closed community on the LinkRide carpool app, Axiom can show the trips completed within it as a locked data category: date, start and end, seats filled, distance, and the amounts contributed, alongside totals for trips, miles, money shared and CO₂ saved.

That data does not name anyone. You are told how many verified members your community has and nothing about who they are — no names, no ratings, and nothing tying a particular trip to a particular person. The people using LinkRide are told this happens in the LinkRide privacy policy, and can leave the community if they would rather their trips were not counted.

How long we keep it

• Uploaded data and its versions: indefinitely, until you replace or delete it, or until your organisation is offboarded — which deletes the organisation and all of its data.
• Accounts and audit records: for as long as the account exists, and audit records for a reasonable period after so we can answer questions about what happened.
• Invoicing records: six years after the tax year they fall in, because HMRC requires it.

Your rights

You can ask us to access, correct, delete, restrict or export your account data, or object to how we use it. For data your organisation uploaded, ask your own organisation first — they are the controller, and we act on their instructions. Email support@linkride.co.uk and we will respond within one month.

If you are not satisfied, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Security

Passwords are hashed with argon2 and never stored or sent in readable form. Sessions use HttpOnly cookies. Uploads are size-capped and content-checked, and logos are re-encoded server-side rather than served back as you sent them. We do not build our own encryption.

Changes

When this notice changes we update the date at the top, and we will tell you directly if a change materially affects what we do with your data.

Contact

LinkRide Technologies LTD, 2/3, 48 West George Street, Glasgow, United Kingdom, G2 1BP. support@linkride.co.uk