Privacy Policy

Introduction

PatternMatrix ("we," "our," "us," or "Company") is committed to protecting your privacy and ensuring you have a positive experience on our website and while using our services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our Software-as-a-Service (SaaS) platform.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our services. Your continued use of our services means you accept the terms of this policy.

1. Information We Collect

1.1 Personal Information You Provide Directly

We collect information you voluntarily provide to us, including:

• Account Registration: Name, email address, company name, job title, phone number, and password
• Billing Information: Credit card details, billing address, payment method, and transaction history
• Communication: Content of emails, support tickets, chat messages, and feedback forms
• Profile Data: Company information, preferences, and profile settings
• Forms and Submissions: Information provided through contact forms, demo requests, webinar registrations, and surveys

1.2 Information Collected Automatically

When you visit our website or use our platform, we automatically collect:

• Device Information: Device type, operating system, unique device identifiers, and mobile network information
• Usage Data: Log files, clickstream data, pages visited, time and date stamps, referring/exit pages, and user activities
• Location Information: IP address, city/country information, and general geographic location
• Cookies and Tracking: Information collected through cookies, web beacons, pixels, and similar tracking technologies
• Browser Information: Browser type, version, language preferences, and configuration

1.3 Information from Third Parties

We may receive information about you from:

• Third-party integrations and connected services
• Business partners and affiliates
• Social media platforms
• Data brokers and public databases
• Other users who refer you to our service

2. How We Use Your Information

We use collected information for the following purposes:

• Service Provision: To deliver, maintain, and improve our SaaS platform and services
• Account Management: To create and manage user accounts, process registrations, and authenticate users
• Billing and Payments: To process payments, send invoices, and manage subscriptions
• Communications: To send service-related announcements, updates, security alerts, and customer support responses
• Marketing: To send promotional emails, newsletters, and marketing materials (with your consent)
• Personalization: To customize your experience and provide relevant content and recommendations
• Analytics: To analyze usage patterns, trends, and preferences to improve our services
• Security: To detect, prevent, and address fraud, security incidents, and technical issues
• Compliance: To comply with legal obligations, regulations, and law enforcement requests
• Research and Development: To conduct research, surveys, and develop new features
• Customer Support: To provide technical support and resolve customer issues

3. Legal Basis for Processing (GDPR)

If you are in the European Economic Area (EEA), we process your personal data based on:

• Contractual Necessity: Processing necessary to provide our services under your agreement with us
• Legitimate Interests: Our business interests in providing, improving, and marketing our services
• Legal Compliance: Processing required by applicable laws and regulations
• Consent: Your explicit consent for specific processing activities
• Data Subject Protection: Protecting your vital interests or those of another person

4. Information Sharing and Disclosure

4.1 Service Providers

We share information with third-party service providers who perform services on our behalf, including:

• Cloud hosting providers
• Payment processors
• Email service providers
• Analytics providers
• Customer support platforms
• Data storage providers

4.2 Business Transfers

If PatternMatrix is involved in a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

4.3 Legal Requirements

We may disclose information when required by law or when we believe in good faith that such disclosure is necessary to:

• Comply with applicable laws, regulations, or legal processes
• Respond to valid legal requests from authorities
• Protect our legal rights and the rights of our users
• Prevent fraud or security incidents
• Protect the safety and security of individuals

4.4 User Consent

We will not share your personal information with third parties for their marketing purposes without your explicit consent.

5. Data Security

5.1 Security Measures

We implement comprehensive security measures to protect your information, including:

• Industry-standard SSL/TLS encryption for data in transit
• Advanced encryption algorithms for data at rest
• Secure authentication and access control mechanisms
• Regular security audits and penetration testing
• Intrusion detection and prevention systems
• Firewalls and network segmentation
• Regular software updates and patch management
• Employee security training and access controls

5.2 Data Retention

We retain personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Specific retention periods:

• Account Data: Retained while you maintain an active account, plus 30 days after deletion
• Billing Records: Retained for 7 years to comply with tax and accounting regulations
• Log Files: Retained for 12 months for security and audit purposes
• Marketing Data: Retained until you unsubscribe or withdraw consent

5.3 No Guarantee of Security

While we implement strong security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security, though we use commercially reasonable efforts to protect your information.

6. Your Privacy Rights and Choices

6.1 Access and Portability

You have the right to access your personal information and receive a copy in a portable format. Submit your request to [email protected].

6.2 Correction and Updating

You can update or correct your account information through your account settings or by contacting us. We will make reasonable efforts to implement your requested changes.

6.3 Deletion and Erasure

You have the right to request deletion of your personal information, subject to legal retention obligations. We will delete information within 30 days of your request.

6.4 Opt-Out Rights

You can opt-out of marketing communications by:

• Clicking the "unsubscribe" link in marketing emails
• Updating your communication preferences in your account settings
• Emailing us at [email protected]

6.5 Cookie Management

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Note that disabling cookies may affect your ability to use certain features.

6.6 Do Not Track

Currently, our systems do not recognize browser "do not track" requests. We adhere to the privacy principles outlined in this policy.

7. Cookies and Tracking Technologies

7.1 Types of Cookies We Use

• Essential Cookies: Required for platform functionality and security
• Performance Cookies: Collect information about how users interact with our service
• Preference Cookies: Remember user preferences and settings
• Marketing Cookies: Track user interactions for targeted advertising (with consent)

7.2 Tracking Technologies

We use web beacons, pixels, and similar technologies to measure effectiveness of marketing campaigns and understand user behavior.

7.3 Third-Party Analytics

We use Google Analytics and similar analytics providers to collect and analyze usage data. These providers may have their own privacy policies governing data collection.

8. Children's Privacy

Our services are not directed to children under the age of 13 (or the applicable age of digital consent in their jurisdiction). We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will promptly delete such information and terminate the child's account.

For children between 13-18, parental consent is required. Parents or guardians can contact us at [email protected] to request the deletion of their child's information.

9. International Data Transfers

Your information may be transferred to, stored in, and processed in countries other than your country of residence, including the United States. These countries may have data protection laws that differ from your home country.

When we transfer information internationally, we implement safeguards including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions where applicable
• Binding Corporate Rules for group transfers
• Your explicit consent

By using our services, you consent to the transfer of your information to countries outside your country of residence, which may provide a different level of data protection.

10. Third-Party Links and Integrations

Our website and platform may contain links to third-party websites and services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

When you connect third-party services to your account, we may receive data from those services in accordance with their terms and your authorization. You can disconnect third-party integrations at any time through your account settings.

11. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have specific privacy rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: Request what personal information we collect, use, and disclose
• Right to Delete: Request deletion of personal information (with limited exceptions)
• Right to Opt-Out: Opt out of the "sale" or "sharing" of personal information
• Right to Correct: Request correction of inaccurate personal information
• Right to Limit Use: Limit use of sensitive personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

To submit a request, email [email protected] with "CCPA Request" in the subject line.

12. European Privacy Rights (GDPR)

If you are in the European Economic Area, you have rights under the General Data Protection Regulation (GDPR):

• Right to Access: Obtain a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion under certain circumstances
• Right to Restrict Processing: Limit how we process your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to certain processing activities
• Right to Lodge a Complaint: Contact your local data protection authority

Our Data Protection Officer can be reached at [email protected].

13. Contact Information

If you have questions about this Privacy Policy or our privacy practices, please contact us:

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, and other factors. We will notify you of material changes by:

• Updating the "Last Updated" date at the top of this policy
• Sending you an email notification for material changes
• Displaying a prominent notice on our website
• Requiring your consent where legally required

Your continued use of our services after changes indicates your acceptance of the updated policy.