Privacy Policy

Introduction to Privacy Policy

MATRIXX Software, Inc. respects your right to privacy. You may browse and access information contained in certain parts of this website without providing any personal information. However, in some sections of this website MATRIXX does require you to provide personal information. MATRIXX will also sometimes acquire certain personal information from private individuals in the course of business. To better protect and demonstrate our commitment to the protection of your privacy we have prepared this policy explaining our online information gathering, usage, storage, and disclosure practices (the “Privacy Policy”). This Privacy Policy covers personally identifiable data collected from and about you. “Personally identifiable data” means any data about an identified or identifiable individual that is recorded in any form. For example, if you request one of our newsletters or send an inquiry to us, we will store a record of your request along with your e-mail address. Please note, notwithstanding the foregoing, this Privacy Policy does not apply to personally identifiable data collected by MATRIXX in any other way, including offline.

Information Collection and Use

MATRIXX will collect information from you at several different points on our website including when you request a document, request a brochure, subscribe to our newsletter or register for an event/webinar. MATRIXX is the sole owner of this information collected on this site. We will not sell, share, or rent this information to non-related third parties. We maintain reasonable physical and procedural safeguards to protect personally identifiable data about you from loss, misuse, and unauthorized access, disclosure, alteration, and destruction. We restrict access to personally identifiable data about you to those employees we determine need to know that information for us. You should, however, be aware that there is no method of transmitting or storing data of any kind that is completely secure. Although their physical characteristics are different, postal mail, telephone calls, faxes and transmissions over the Internet all present possibilities of loss, misrouting, interception and misuse of the data being transmitted. When we decide what data to seek from or communicate with you, or how to seek or communicate it, we try to strike a reasonable balance between the security of your data and your convenience. As a result, we sometimes use a method of communication that is less secure than some of its less convenient alternatives. An important example of this occurs in the case of e-mail. When we send e-mail to you, we send it in an unencrypted form. We do this because we believe that many of our website users do not currently have the capacity to receive encrypted e-mail. As a consequence, though, if our unencrypted e-mail intended for you were misrouted or intercepted, it could be read more easily than encrypted e-mail. Notwithstanding anything herein to the contrary, please note, we may use and disclose personally identifiable data about you as we reasonably believe is necessary to protect our business; to comply with applicable law; to protect the rights, privacy, safety or property of you or others; and to permit us to pursue available remedies or limit the damages that we may sustain. In addition, if we believe that you are violating the Company’s Terms of Use or are causing injury through interference or otherwise, we will disclose personal information necessary to identify, contact or bring legal action, or when we are legally required to disclose such information.


A cookie is a piece of data stored by your web browser containing data sent by a web server. The MATRIXX website site cookies containing only a random session ID in order that consecutive requests from a single user can be associated with each other. This is necessary so that user preferences are correctly remembered. If you reject the cookie, most aspects of the site will still function, though occasional difficulty may be encountered. Cookies also enable us to perform analysis on the way our site is used. This helps us to improve the operation of our site. Google Analytics tracking (and most web tracking software) uses cookies in order to provide meaningful reports about your site visitors. However, Google Analytics cookies do not collect personal data about our website visitors.

Log Files

MATRIXX uses IP addresses to analyze trends, administer the site, track usage and gather broad demographic information for aggregate use.


MATRIXX only shares personal contact information in the case of sub-contracting circulation of our own newsletter and other strictly proprietary uses.


From time to time, this website may contain links to other sites. Please be aware that MATRIXX is not responsible for the privacy practices of such other sites. We encourage you to be aware of this when you leave our site and to read the privacy statements and policies of other websites that collect personally identifiable information. This Privacy Policy applies solely to information collected by MATRIXX.


If you subscribe to our e-mail newsletter, we ask for contact information—your name, company and e-mail address at minimum, with the option to provide additional information.

Brochure Requests

To send a printed brochure, MATRIXX requires contact information—name and postal address at minimum, with the option to provide additional information.

Surveys & Events

From time to time, MATRIXX may request information from users via surveys or event registration. Participation in these surveys or events is completely voluntary and you, therefore, have a choice whether or not to disclose this information. Information requested may include contact information (such as name and address) and company.


Except where a business transaction is concerned, MATRIXX will communicate with you only where consent is given. MATRIXX tracks consent to e-mail and conventional post communication and you may review or revoke this consent at any time. Every edition of a newsletter also offers a quick unsubscribe link.

Legitimate Interest (GDPR)

We process personal information for certain legitimate interest purposes, which include:

  • where the processing enables us to enhance, modify or personalise our communications with our contacts
  • to provide online communications which we think may be of interest to you
  • to determine the effectiveness of promotional campaigns and advertising
  • You are free to opt out of any such communications at any time via your MATRIXX Software subscription center.

Notification of Changes

If the Privacy Policy is changed, MATRIXX will note this on the Homepage so you are always aware of what information is collected, how it is used, and under what circumstances, if any, it will be disclosed. Any and all changes will become effective at the time the revised Privacy Policy is posted to our website. If at any point, MATRIXX decides to use personally identifiable information in a manner different from that stated at the time it was collected, MATRIXX will notify you by e-mail. You will have a choice as to whether or not we use your information in this different manner.


The MATRIXX logo is a trademark of MATRIXX Software, Inc. All other trademarks are the property of their respective owners. In the event that MATRIXX has used a trademark of your company without appropriate acknowledgment, or you believe any of the acknowledgements to be incorrect, please notify the webmaster giving the URL of the page, the trademark, and information on how MATRIXX may verify the claim. A correction will then be made.

The following terms apply to visitors accessing this website from within the European Union:

These terms apply within the European Union (“EU Policy”) to all our website visitors and customers using the products and services we offer, such as any internet service or hosted cloud service provided by MATRIXX in connection with the provision of the MATRIXX platform (collectively, the “Services”).

For the majority of our Services we are simply a processor, separate privacy notices will be provided by the relevant controller in each case. This EU Policy sets out the basis on which the personal data we collect about you, or that you provide to us, will be used by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

  • MATRIXX Software, Inc., 18764 Cox Avenue, Saratoga, CA 95070 (“MATRIXX”, “we”, “us” or “our”) will be the data controller of your personal data set out in this EU Policy. 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.

What Personal Data Do We Collect?

MATRIXX collects and processes your personal data for the purposes described in this EU Policy. “Personal data” means any information describing or relating to an identified or identifiable individual.

The personal data that we collect when you visit our website (“Visitors”), may include the following:

  • Information you provide to MATRIXX – we collect data that you choose to provide to us when you are visiting our website, request a document or brochure, subscribe to our newsletter or register for an event/seminar. Personal data may include your name and email address.
  • Information automatically collected – whenever you visit or interact with the website, we automatically collect data about your visit. Such information includes your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages you visit, the time and date of your visit, the time spent on those pages and other statistics. We gather such information through cookies and other web technologies. See also ‘Use of Cookies’ to find out more.
  • Information from third parties – Sometimes the website may permit interactions with third-party websites, such as Google Analytics that collect, monitor and analyze this type of information in order to increase our Services’ functionality.

The personal data we collect when you are a customer and use our Services (“Customer”), may include the following:

  • Basic sales information – we collect data that you choose to provide to us when you are (planning on) making use of our Services. Personal data may include your name, email address, company name, job title, contact country and other information necessary to conduct business with you.
  • Financial data – we collect financial data, such as payment information in order to pay for our Services, the service you purchase, the payment method and payment status.
  • Information automatically collected – such as your browser type, operating system, IP address, the domain name from which you accessed the Services and information relating to your use of our Services, such as the meta-data about how you use our Services.
  • Communication with us – we may collect any information that we have received when we communicated with you via email, telephone calls or online. Or any information you might provide to us for the purpose of attending meetings or events.
  • Other personal data you provide to us – either voluntarily or upon our request.

Purposes For Which We Use Personal Data

We collect and use your personal data for the purposes described below and on the following lawful bases:

For Visitors

  • Based on your consent – We use your personal data based on your consent when you sign up to receive our newsletters, marketing or promotion material and other information that may be of interest to you through our websites or otherwise expressly consent to the use of your personal data. You can withdraw your consent at any time by sending an email to [email protected] or by opting-out by following the opt-out instructions in the relevant marketing communication.
  • 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 visits to and use of the website to improve and develop our Services as well as to understand our Visitors both on aggregated and on individual basis. This way we can improve our Services, the design and layout of our website and give you a better experience (e.g., we analyse what webpages you visit) by being able to provide content of interest to you.
  • 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).

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 do not share your personal data other than described in this paragraph:

  • Service Providers and processors – We engage third party companies, individuals and affiliated entities to facilitate our Services and to provide the Services on our behalf, to perform Service-related services, to assist us in analysing how our Services are used, data storage and other services. These third parties have access to your personal data only to perform specific tasks on our behalf and are obligated not to disclose or use your information for any other purpose.
  • Other MATRIXX entities, for the purposes listed under ‘Purposes for which we use personal data’, we may share your personal data on a need to know basis with colleagues from our associated companies.
  • Third parties in case of legal requirement – We will 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; 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 or breaches of security; to respond to any claims against us; and, to protect the rights, property, or safety of MATRIXX, our Customers, Visitors, or the public.
  • Third parties with consent – We will also disclose information about you, including personal data to any other third parties, where you have expressly consented or requested that we do so.
  • Third parties in case of a corporate transaction – Your personal data may be disclosed as part of any merger, sale, reorganization, transfer of MATRIXX’ assets or businesses, acquisition, bankruptcy, or similar event.


In order to protect your personal data we have implemented reasonable, commercially acceptable security procedures and practices appropriate to the nature of the personal data we store, in order to protect it from unauthorized access, destruction, use, modification or disclosure. Your personal data is contained behind secured networks and is only accessible by a limited number of people, who have special access rights and are required to keep the information confidential.

Please keep in mind that no website or internet transmission is completely secure. Therefore, we cannot guarantee that unauthorized access, hacking, data loss, or other breaches will never occur. We urge you to take steps to keep your personal data safe, such as closing your web browser when finished using the website.

Use Of Cookies

We and our third party providers use cookies, clear GIFs/pixel tags, JavaScript, local storage, log files, and other mechanisms to automatically collect and record information about your browsing activities, and use of the Services. We may combine this “activity information” with other personal data we collect about you where permitted by law.

Generally, we use this activity information to understand how our Services are used, track bugs and errors, improve our Services, verify account credentials, allow logins, track sessions, prevent fraud, and protect our Services, as well as for targeted marketing and advertising, to personalize content and for analytics purposes. For more detailed information about these mechanisms and how we collect activity information, see the “Cookies” section above in this Privacy Policy.

Data Retention

We will generally retain the personal data we processed through our website and Services for as long as it is required for purposes for which the data was collected plus the length of any applicable statutory retention period following such activity.

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 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 an adequate level of protection. Where applicable, you are entitled to receive a copy of the relevant contract (such as Standard Contractual Clauses or Binding Corporate Rules) showing that appropriate safeguards have been taken to protect your personal data during such transfer.

Your Rights

We will take steps in accordance with applicable legislation to keep your personal data accurate, complete and up-to-date. You have the right to request, review, correct, update, suppress, restrict or delete personal data that you have provided to us or if you would like to request to an electronic copy of such personal data for purposes of transmitting it to another company, by sending an email to [email protected] specifying your request. We will respond to your request consistent with applicable law.

In your request please let us know what personal data you would like to have changed, whether you would like to have it suppressed from our database, or otherwise let us know what limitations you would like to put on our use of it. 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.

Please note that we may need to retain certain personal data for recordkeeping purposes and/or to complete any transactions that you began prior to requesting a change or deletion. We may ask you for additional information to confirm your identity and for security purposes, before disclosing the personal data requested to you. We reserve the right to charge a fee where permitted by law, for instance if your request is manifestly unfounded or excessive.

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].

How To Contact Us

If you have any questions or concerns about this EU Policy or if you would like to make a complaint about a possible breach of local privacy laws, please contact us at [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 The EU Policy

This EU Policy may be revised from time to time. If a fundamental change to the nature of the use of your personal data is involved or if the change is in any other manner relevant to you, we will ensure that information is provided to you well in advance of the change actually taking effect.

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

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