Matrix Training & Coaching Ltd is committed to data security and the fair and transparent processing of all personal data.
This privacy policy notice sets out how we treat the personal data you provide us in compliance with data protection laws, in particular the General Data Protection Regulation (EU) 2016/679 (GDPR).
Please read this notice carefully as it contains important information on who we are, how and why we collect, store and use personal data, your rights in relation to your personal data, and how you can contact us, or supervisory authorities, in the event that you would like to report any concerns you may have about the way in which we process your data.
Who are we?
Matrix Training & Coaching Ltd (matriXtc) is a UK registered company (registered company number 06805940). Our registered address is Highridge, Cherry Tree Lane, Walford, Herefordshire, HR9 5RJ.
matriXtc owns and operates the www.matrixtc.com, www.tafpi.com and www.maceldr.com websites.
For the purposes of GDPR, matriXtc is the ‘controller’ of the personal data you provide to us either through our three websites, in person, by phone, via email, or when you use one of our online or paper based forms, questionnaires or survey documents.
How do we collect your personal data?
We can only collect and process your personal data if you:
- purchase products from our websites
- complete one of our questionnaires or surveys
- correspond with us by phone, e-mail, or in writing
- report a problem
- sign-up to receive information from us
- contract with us to receive our various products and services
What types of personal information do we collect?
We may collect your first and last name, your e-mail and postal address, your contact number, the name of your organisation, and your job role.
Information we collect about you
If you visit any of our three websites, or if you complete any of our on-line questionnaires or surveys that we might send you to complete, we may automatically collect the following information:
technical information, including the internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
information about your visit to our website, such as the products and/or services you searched for and view, page response times, download errors, length of visits to pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
Information we receive from other sources
If you are a learner, we may also receive information about you from your employer when they register you to receive products and/or services from us.
How do we use your personal data?
When we ask you to supply us with personal data we will make it clear whether the data we are asking for must be supplied so we can provide you with a product or service you’ve purchased, or whether the supply of any personal data we ask for is required by us to fulfil all, or part, of a contract with your employer.
Contract performance
We may use your personal data to fulfil a contract, or take steps linked to a contract:
to provide the products and/or services to you;
to communicate with you in relation to the provision of the contracted products and services;
to provide you with administrative support such as account creation, security, answering questions about our products or services, or handling your complaints about us; and
Legitimate interests:
Where this is necessary for purposes which are in our, or third parties, legitimate interests. These interests could include:
providing you with newsletters, surveys, information about our awards and events, offers, and promotions, related to our products and services, which may be of interest to you;
communicating with you in relation to any issues, complaints, or disputes;
improving the quality of experience when you interact with our products and/or services, including testing the performance and customer experience of our website;
performing analytics on sales/marketing data, determining the effectiveness of promotional campaigns.
You have the right to object to the processing of your personal data on the basis of legitimate interests as set out below, under the heading Your rights.
Consent:
where you have given your express consent to receive marketing communications, we may use your personal data to:
send you newsletters, surveys, information about our awards and events, offers, and promotions, related
to products and services we offer which may be of interest to you;
developing, improving, and delivering marketing and advertising for our products and services.
We only process your sensitive personal data when we have obtained your explicit consent to do so.
Where required by law, we may also process your personal data if required by law, including responding to requests by government or law enforcement authorities, or for the prevention of crime or fraud.
Who do we share personal data with?
We do not share or sell your personal data with any other organisation. The only people able to access your personal data are either the person who asked you to provide us with your personal data in the first instance (i.e. your Manager or a Facilitator from (or working for) your Organisation).
We take all reasonable steps to ensure our staff protect your personal data and are aware of their information security obligations.
We limit access to your personal data to those who have a genuine business need to know it.
We may also share your personal data with trusted third parties including:
legal and other professional advisers, consultants, and professional experts; but only if doing so is part of a client contract and you have been made aware of a data sharing requirement in advance;
service providers contracted to us in connection with provision of the products and services such as providers of IT services and customer relationship management services; and
analytics and search engine providers that assist us in the improvement and optimisation of our website.
We will ensure there is a contract in place with the categories of recipients listed above which include obligations in relation to the confidentiality, security, and lawful processing of any personal data shared with them.
Where a third party recipients is located outside the European Economic Area, we will ensure that the transfer of personal data will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission where the data protection authority does not believe that the third country has adequate data protection laws.
We will share personal data with law enforcement or other authorities if required by applicable law.
How long will we keep your personal data?
Where there is a contract between us, we will retain your personal data for the duration of the contract, and for a period of 6 years following its termination or expiry, to ensure we are able to comply with any contractual, legal, audit and other regulatory requirements, or any orders from competent courts or authorities.
Where you have consented to receive marketing communications, you may change your preferences from receiving marketing communications at any time by telling us to remove your details from our mailing list.
We only keep personal data for as long as is necessary to fulfil a specific task, for example if you completed a questionnaire and your details were used to create a ‘digital’ political skills booklet in a .pdf format. Once we have created your booklet and sent it to you (or to the Facilitator who asked you to complete the questionnaire) we would delete your information from our systems within 24 hours of its reciept during Monday to Friday UK opening hours.
Where do we store your personal data and how is it protected?
We take reasonable steps to protect your personal data from loss or destruction.
We have procedures in place to deal with any suspected data security breaches. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Where you have a username or password (or other identification information) which enables you to access certain services or parts of our websites, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
The transmission of information via the internet is not secure. Although we will always try to protect your personal data, we cannot guarantee the security of personal data you transmit to use electronically via our websites, or if you do so via email, phone, or postal mail. It has to be noted threfore that all transmissions are made at your own risk to us.
That said however, once we have received your personal data by either electronic, telephonic or written means, upon its reciept we shall then use strict procedures and security features to prevent any unauthorised access to your personal data.
Your rights
Under the GDPR, you have various rights with respect to our use of your personal data:
Right to Access
You have the right to request a copy of any personal data that we hold about you by contacting us via contact@matrixtc.com. Please include with your request all information about your relationship with us that leads you to believe we might hold informaiton on you, which will enable us to verify your identity.
We will respond with 30 days of a request.
Please note there are exceptions to this right, for example we may be unable to make all the information available to you if making such information available to you would reveal personal data about another person; or if we are legally prevented from disclosing such information to you under the data protection laws; or if your request is manifestly unfounded or excessive.
Right to Rectification
We aim to keep your personal data accurate and complete. We encourage you to contact us using the contact details provided below to let us know if any of your personal data is not accurate or changes, so that we can keep your personal data up-to-date.
Right of Erasure
You have the right to request the deletion of your personal data where, for example, the personal data are no longer necessary for the purposes for which they were collected, where you withdraw your consent to processing, where there is no overriding legitimate interest for us to continue to process your personal data, or your personal data has been unlawfully processed.
If you would like to request that your personal data is erased please contact us using the contact details provided below.
Right to Object
In certain circumstances, you have the right to object to the processing of your personal data where, for example, your personal data is being processed on the basis of legitimate interests and there is no overriding legitimate interest for us to continue to process your personal data, or if your data is being processed for direct marketing purposes.
If you would like to object to the processing of your personal data please contact us using the contact details provided below.
Right to Restrict Processing
In certain circumstances, you have the right to request that we restrict the further processing of your personal data.
This right arises where, for example, you have queried the accuracy of the personal data we hold about you and we are verifying the information, you have objected to processing based on legitimate interests and we are considering whether there are any overriding legitimate interests, or the processing is unlawful and you elect that processing is restricted rather than deleted.
Please contact us about this using the contact details below.
Right to Data Portability
In certain circumstances, you have the right to request that some of your personal data is provided to you, or to another data controller, in a commonly used, machine-readable format.
This right arises where you have provided personal data to us, the processing is based on consent or the performance of a contract, and processing is carried out by automated means. If you would like to request that your personal data is ported to you, please contact us using the contact details provided below.
Please note that the GDPR sets out exceptions to these rights. If we are unable to comply with your request due to an exception we will explain this to you in our response.
Use of Cookies
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Some of the pages on the matriXtc websites require to use some cookies to operate fully. Most web browsers allow some control of cookies through browser settings.
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.
Cookies used by matriXtc
The following Cookie categories are based on the classification presented in The International Chambers of Commerce (ICC) Cookie Guide:
Category 1
Strictly necessary cookies
Strictly necessary cookies are strictly necessary to provide services you have requested.
Load Balancing
Load Balancing Cookies may be used to distribute load across our web servers – to ensure our websites perform well and give you the best possible experience.
User Subscription Data
Subscription cookies allow us to ensure you can access resources which you have registered or paid for.
Category 2
Performance cookies
Performance cookies collect information about how visitors use our website, for instance which pages visitors go to most often. The information collected by these cookies is aggregated, so these cookies don’t collect information that identifies a visitor. The information collected is anonymous and is only used to improve the way our website works.
Web Analytics
Google Web Analytics, Site Catalyst cookies are used to improve the design and user experience of our website by providing statistics on site usage and pages visited.
Embedded video and audio.
Most videos used on the matriXtc website are hosted on YouTube. These sites use cookies to collect statistics and improve site experience.
Category 3
Functionality cookies
Functionality cookies allow us to remember choices you make (such as your username, language or the region you are in) and provide enhanced, more relevant features.
User Preferences
Preference cookies remember settings you’ve applied to this site such as Layout, Default views, Search filters, Number of Search results per page, Video bandwidth etc..
Optimizing User Experience
Remembering recently viewed pages. Remembering your last search term.
To contact us about the use of Cookies on this site please email us at: info@matrixtc.com.
Data Access
Under the Data Protection Act 1988 you have the right to be told what personal information we hold about you on our databases. To access this information write to us via info@matrixtc.com stating your full name, your address, any of our newsletters or emails which you know you subscribe, and details of any questionnaires, surveys or ‘digital’ learning and development booklets you have bought from, or have been created by us.
Questions
If you have any questions about anything that has been covered in this Privacy Policy document, or if you have any questions about anything related to the products and services described on our websites. Please write to us via: info@matrixtc.com.
Further Information
If you would like a printable copy of our full Data Protection Policy Document, please request it by email from: info@matrixtc.com.