Who we are, and what we keep.

Who we are

Kaplink Limited, registered in England and Wales, company number 15772434. We decide how your information is used. Contact: hello@kap.link.

What we keep

When you email us: your name, email address and whatever you tell us about your business. When we talk: our notes of the conversation, and a recording only if you agree to one.

Why

To reply to you and, if you want, to talk about working together. Our lawful basis is our legitimate interest in answering you, and taking steps you ask for before any contract.

How long

Up to two years after our last contact, then we delete it, unless we start working together, when we keep what the law requires.

Who helps us

Our email and records run on Google Workspace and Notion, a recording (only with your agreement) is made with Plaud, and this website runs on Vercel, which keeps short server logs such as IP addresses. Some of these providers may process data outside the UK under recognised safeguards. We never sell your information or use it for advertising.

The tools

The week counter, the rota check, the review drafter and the dough planner all run in your browser. Nothing you type in them leaves your device. The week counter saves only if you tick Keep on this device, and Clear removes it; the other three save nothing at all. Prompts you paste into, or open in, ChatGPT, Claude, Gemini or Grok go to that company under its own terms, not to us. On the prompt pages, the Open buttons send only our fixed prompt. On your admin week card, they send the card you made, including your hours, to the app you choose. Nothing is sent to us.

Your rights

You can ask to see, correct or delete what we hold, or object to how we use it, by emailing hello@kap.link. If you are unhappy with our answer, you can complain to the Information Commissioner’s Office at ico.org.uk.

Last updated 7 October 2026.