Matrix iQ promises to protect and respect your privacy. Please read this policy carefully as it contains important information about how we protect, use and process any personal information you give to us. It also outlines our commitment to keeping your data safe and secure, and managing it in line with data protection laws.

Types of personal data collected

The personal information we collect from you may include your name, address, email address, phone number, IP Address, and information about which pages on our websites you view and when.

We may also collect some information about your interests and preferences to ensure we’re sending you relevant communications.

How do we collect your data?

We collect information about you when you communicate and interact with us. This includes information you provide to us when you contact us about our services, when you sign up to receive our electronic newsletter and event updates. We also collect information from you when enquire about a service/product and/or sign up to attend an event.

Sometimes, when you are operating through another organisation information may be shared with us. You should check their privacy policy when you provide your information to understand fully how it will be processed. When you use social media (for example Facebook, LinkedIn and Twitter), you may share information with us, so please check your profile settings and their privacy policy.

How do we use your data

There are a variety of ways in which we might use your data to ensure we give you the best possible service. These include:

  • Providing you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
  • Seeking your views or comments on the services we provide (this may be through email, direct mail or social media platforms)
  • Providing you with information and support concerning any marketing activities that we may run
  • Dealing with entries into a competition
  • Analysing responses made to one of our surveys
  • Letting you know about any changes to our services
  • Carrying out our obligations arising from any contracts entered into between you and us
  • Ensuring that content from our sites is presented in the most effective manner for the computer or device you are using.

We regularly review how long we hold onto your personal information. We are required to hold some types of information to fulfil our legal obligations. However, we will only ever hold your personal information on our systems for as long as necessary or as long as set out in any contract you hold with us.

We will only ever use your information for the purpose we told you when you originally provided it. As a broad example, if you apply for a job vacancy, your details will only be used for recruitment purposes – they will not be used for marketing purposes.

The legal basis that we rely on for processing your information will depend on the circumstances in which it is being collected and used. However, in most cases, it will fall into one of the following categories:

  • Where you have provided your consent for us to use your data in the way that we have explained. For example, we will always ask consent before sending you e-mails about our work.
  • Where we need to process your information to carry out our legal obligations.
  • Where the processing is necessary to carry out the performance of a contract.
  • Where we have a legitimate reason to process your information to support our aim of increases in commercial vehicle and driver safety, additionally developments or news concerning Telematics and CCTV Technologies. This includes providing you with information that we feel would be of interest to you, would be reasonably expected, and not intrusive. For example, if you have recently participated in a Telematics workshop, we may feel that you would be interested in a similar event in the future. We may, therefore, send this information to you by post, or contact you by telephone depending on stated preference of contact. You can ask us to stop providing you with this information at any time.

We have provided further explanation below about legitimate interests:

Broadly speaking, legitimate interests means we may process your personal information where we have a genuine and legitimate reason and are not harming any of your rights or interests.

When we process your information for our legitimate interests, we will always consider any potential impact on your rights. As such, we will never use your information for activities where our interests are overridden by the impact on you. It is always your choice whether you want to receive information from us, and you can opt-out at any time by contacting us using the details in the ‘Your choices’ section of this policy below.

How we keep your details safe

We invest in the appropriate resources to protect your personal information from loss, misuse, unauthorised access, modification or disclosure. We make sure we manage it in accordance with our legal responsibilities under applicable data protection laws. Although all other information will be sent by a secure connection, information sent over the internet, including email, can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we take steps to ensure that it’s treated securely.

All information you provide to us is stored on our secure servers. We use HubSpot as our marketing automation platform and you must acknowledge that the information you provide will be transferred to HubSpot for processing in accordance with their privacy policy and terms.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our portal, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Who has access to your information

We will never sell or rent your information to third parties, and we will never share information that individually identifies you with third parties for marketing purposes without your consent.

There may be some third parties that we need to share personal information with to help us provide services and products to you and to run our websites, including the following:

  • Our advisors, in order to help us better manage, support or develop our organisation and comply with legal and regulatory obligations;
  • Any service providers who need to know certain information to provide you (or us) with a product or service;
  • Our partners including, for example, event organisers we work with;
  • Law enforcement bodies and/or regulatory entities, to comply with any legal obligation or court order;

We will always take steps to ensure that your privacy continues to be protected.

Your choices

We want to make sure you’re in control of how we use and keep your information.

You have the right to:

  • Be told how your personal information will be used
  • Update or amend the information we hold about you
  • Change your communication preferences at any time
  • Ask us to restrict the processing of your personal information
  • Ask us to remove your personal information from our records
  • Request an electronic copy of your personal information be sent to you
  • Object to the processing of your information for marketing purposes on the basis of a legitimate interest or for statistical purposes
  • Raise a concern or complaint about the way in which your information is being used.
  • You can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us.

On our information collection forms we ask you to tick the relevant boxes to opt in to receive communications from us. We will always tell you why and how your information will be used.

You also have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.

We will never contact you for marketing purposes by email, telephone, text message or post if you have told us that you don’t want to be contacted. You may change your marketing choices at any time by:

Emailing us:

Phoning us: 0161 441 1001

Writing to us: Matrix iQ, Matrix House, Merlin Court, Atlantic Street, Altrincham, Cheshire, WA14 5NL, 

Alternatively, if you have received a newsletter or campaign email, simply click ‘Unsubscribe’ at the bottom of the email.

Our sites may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

In the event of a breach

A personal data breach means a breach of security leading to the accidental or deliberate loss, alteration, unauthorised disclosure of, or access to personal data. Matrix iQ has taken steps to minimise the risk of any such breach in data. However, in the event of a data breach there are process in place to identify, review, document and appropriately respond in a timely manner.