Applicant Privacy Policy

Who We Are

MATRIXX Software, Inc., 18764 Cox Avenue, Saratoga, CA 95070 (“MATRIXX”, “we”, “us” or “our”) values the trust of its applicants and is committed to protecting their personal information. This Applicant Privacy Policy (“Policy“) applies to all our applicants (“applicants” or “you“) and describes how we collect and use your personal data in connection with the recruitment process.

MATRIXX will be the data controller of your personal data. In addition, where processing of personal data is undertaken by associated companies of MATRIXX for their own independent purposes, these associated companies may also be controllers of your personal data. Current associated companies are:

  • MATRIXX Software, Europe Ltd., Carrick House, Lypiatt Road, Cheltenham, Gloucestershire, England, GL50 2QJ;
  • MATRIXX Software Asia Pacific SDN. BHD., 30-3, Jalan Kuchai Maju 10, Kuchai Entrepreneurs Park, Off Jalan Kuchai Lama, 58200 Kuala Lumpur, Malaysia;
  • MATRIXX Software Australia PTY LTD, Level 14, 440 Collins Street, Melbourne, VIC 3000, Australia;
  • MATRIXX Software New Zealand Limited, Level 4, 253 Queen Street, Auckland, Central Auckland, 1010, New Zealand;
  • MATRIXX Software Singapore PTE. LTD., 12 Tannery Road, #10-01 HB Centre 1, Singapore 347722;
  • MATRIXX Software FZ-LLC, Dubai Internet City, Building 15, G-03, DIC, Dubai, UAE;
  • MXSOFT Philippines, Inc., 30/F Burgundy Corporate Tower, 252 Sen Gil Puyat Avenue, Pio Del Pilar, City of Makati NCR, Fourth District Philippines 1230; and
  • MATRIXX Software Japan G.K., SS Building 8F, 4-2, Nishi-Shinbashi 3-chome, Minato-ku, Tokyo, Japan.

We encourage you to carefully read this Policy, together with any other privacy policy or policy we may provide on specific occasions.

What Personal Data Do We Collect?

MATRIXX collects and processes your personal data for the purposes described in this Policy. “Personal data” means any information describing or relating to an identified or identifiable individual. An identifiable individual is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that individual.

To the extent permitted by applicable laws, MATRIXX will collect the following types of personal data from or about applicants:

General Categories of Personal Data

  • Personal details –personal (contact) details such as your name and first name(s), address, email address, telephone number or other contact information, degree/title, date of birth and gender.
  • Recruitment or selection data –any personal data contained in your CV, resumes and application form, references, record of interview or interview notes, and selection and verification records, previous (job) experience and references,professional certifications, special skills including (driver) licenses, language skills, memberships of committees or other bodies and education history.
  • Any other personal data –which you choose to disclose to MATRIXX during the course of your application process.

Special Categories of Personal Data
In general, no special categories of personal data are processed by MATRIXX, unless you voluntarily provided us with such data as part of your application procedure (via your CV, letter of motivation or during the job interview). Depending on the job you apply for, we may deem it necessary to conduct a background check on you where authorized by applicable laws.

Purposes And Legal Basis For Which We Use Personal Data

We collect and use this personal data for your application process with us. More specifically, we use your data for the following purposes on the following legal bases:

General Personal Data

  • Necessary for the performance of a contract/entering into a contract – for the performance and administration of the application process, the processing is necessary for security and access control and our application procedure, e.g., checking references. Moreover, we process your personal data to handle requests, complaints or questions from you.
  • Legitimate interest – we may use the aforementioned personal data for security, development and management of our business operations and the screening procedure. In addition, we use your personal data to make strategic decisions we deem necessary and to contact you in case of any future vacancies. We do so where legitimate interests pursued by MATRIXX are not overridden by the interests or fundamental rights and freedoms of our applicants.
  • Necessary for compliance with legal obligations – for complying with applicable laws and regulations, compliance with requests from governmental agencies or judicial services and other employment laws and regulations applicable to us and to exercise and defend (potential) legal claims.

For Customers

  • For the performance of our agreement with you – We collect personal data for the purpose of providing the Services, in order to manage and handle your purchase orders, for the purpose of identifying and communicating with you and to respond to your requests or inquiry, i.e. to deal with the tickets you have logged. We also use the personal data to administer promotional offers or other promotional events or actions. MATRIXX uses the personal data in order to inform you about technical issues, or to notify you in the event of an incident.
  • For our legitimate interests as a business when those interests are not overridden by your interests, fundamental rights or freedoms – Our legitimate interests to analyse the use the Services. We use this information to improve our Services and to give you a better experience (e.g., we analyse which Services you use and how you use these Services). This way we can continually improve our Services offering in order to preserve our business operations or grow our business, understanding how our Customers use our Service is an important part of this.
  • Necessary for compliance with a legal obligation – We may also enrich your personal data to ensure the security of our Services; to prevent fraud, hacking, cheats and spamming; and to facilitate our response to legal processes (e.g., a court order, warrant or subpoena).

Who We Share Your Personal Data With

We may share personal data of our applicants with:

  • Authorized employees of MATRIXX, but on a strict need-to-know basis only and employees who are involved in the application process
  • Other MATRIXX entities, for the purposes listed under ‘Purposes and legal bases for which we use personal data’, we may share your personal data on a need to know basis with our colleagues from our associated companies.
  • Service Providers. We may engage third party vendors, agents, service providers, and affiliated entities to provide services to us on our behalf, such as support for IT services. In providing their services, they may access, receive, maintain or otherwise process personal data on our behalf. Consistent with applicable legal requirements, we take commercially reasonable steps to require third parties to adequately safeguard your personal data and only process it in accordance with our instructions.
  • Third parties in case of legal requirement. We may also disclose your personal data if we believe we are required to do so by law, or that doing so is reasonably necessary to comply with legal processes (e.g. tax authorities), when we believe necessary or appropriate to disclose personal data to law enforcement authorities, such as to investigate actual or suspected fraud or violations of law, breaches of security, or breaches of this Policy, to respond to any claims against us and, to protect the rights, property, or personal safety of MATRIXX, our customers, or the public.


We will take reasonable steps to ensure that your personal data is properly secured using appropriate technical, physical, and organizational measures, so that it is protected against unauthorized or unlawful use, alteration, unauthorized access or disclosure, accidental or wrongful destruction, and loss.

We take steps to limit access to your personal data to those persons who need to have access to it for one of the purposes listed in this Policy. Furthermore, we contractually ensure that any third party processing your personal data equally provide for confidentiality and integrity of your data in a secure way.

Data Retention

We retain your personal data for a period of three (3) years to satisfy the purpose for which it was collected and used, unless a longer period is necessary for our legal obligations or to defend a legal claim. We may also retain your personal data after the end of your application, so we may contact you for any future vacancies. In case you want us to delete your personal data or if you have any other questions, please contact [email protected].

If you are given and accept an offer of employment by MATRIXX, personal data collected during the pre-employment period will become part of your MATRIXX personnel records, to be retained and processed in accordance with the MATRIXX Employee Privacy Policy.

International Transfers

Your personal data may be transferred to–and maintained on–computers located outside of your state, province, country or governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.

Where we are legally required to do so, transfers of personal data from the EU/EEA to parties outside the EU/EEA may be made pursuant to the European Commission-approved Standard Contractual Clauses or other legally acceptable mechanisms that ensure that there is always an adequate level of protection with regard to your personal data.

Where applicable, you are entitled to receive a copy of the relevant contract showing that appropriate safeguards have been taken to protect your personal data during such transfer.

Your Rights

To the extent permitted by applicable laws, you have the following rights with regard to our processing of your personal data:

  • Right to access, correct and delete your personal data: We will take steps to keep your personal data accurate, complete and up-to date. You have the right to request access to any of your personal data that MATRIXX may hold, and to request correction of any inaccurate data relating to you. You furthermore have the right to request deletion of any irrelevant personal data we hold about you.
  • Right to withdraw consent: In cases where we rely on your consent for using your personal data, you can withdraw such consent at any time by sending an email to [email protected].
  • Right to restriction: you have the right to restrict the processing of your personal data, for example in case we no longer need your personal data in view of the initial purposes but it is required by us for the establishment, exercise or defense of legal claims.
  • Right to object: you have the right to object to our processing of your personal data which is based on our legitimate interests. We will no longer process your personal data upon your request, unless we have compelling legitimate grounds for the continuation of the processing which override your interests, rights and freedoms, or for the establishment, exercise or defense of legal claims.
  • Right to data portability: under circumstances, you have the right to have your personal data transmitted to another data controller in a structured, commonly used and machine-readable format.
  • Right to obtain a copy of personal data safeguards used for transfers of personal data from the European Union to locations outside the European Union: you can ask to obtain a copy of, or reference to, the safeguards under which your personal data is transferred outside of the European Union. We may redact data transfer agreements to protect commercial terms.
  • Right to lodge a complaint: in case you have a question or complaint about how we process your personal data, you can send an email to [email protected]. It is also a possibility to lodge a complaint with a supervisory data protection authority.

For further information regarding your rights, or to exercise any of your rights, please contact us at [email protected] or see section ‘How you can contact us’ for more details. We may ask you for additional information to confirm your identity and for security purposes, before disclosing the requested personal data to you. We reserve the right to charge a fee where permitted by law, for instance if your request is manifestly unfounded or excessive.

Subject to legal and other permissible considerations, we will make every reasonable effort to honor your request promptly or inform you if we require further information in order to fulfill your request.

We may not always be able to fully address your request, for example if it would impact the duty of confidentiality we owe to others, or if we are legally entitled to deal with the request in a different way.

How To Contact Us

If you have any questions or concerns regarding our use of your personal data, or to exercise any of your rights, please contact [email protected].

Links to Other Websites

For your convenience and to improve the usage of the website we insert links to third parties, for which this EU Policy does not apply. These links take you outside our service and off our website and are beyond our control. The sites you can link to have their own separate privacy policy and although we seek to protect the integrity of our website, MATRIXX is not responsible and cannot be held liable for the content and activities of these sites. Your visit/access to these sites is therefore entirely at your own risk. Please note that these other sites may send their own cookies to users, collect data or solicit personal data.

Changes To This Policy

MATRIXX will inform you of any changes to the description of personal data or the purposes for which personal data is held or used. This Policy was last updated on February 6, 2020.

If you have any questions about this Applicant Privacy Policy, please contact us at: [email protected]

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