xMatix Private Limited ("xMatix", "we", "us") — Panchshil Business Park – II, Level 3, Tower C, Balewadi High Street, Pune, Maharashtra – 411045, India. This policy explains how we collect, use, and protect personal data across the xmatix.com website, the xMatix platform (web and mobile applications), and xMatix Sense. Questions or requests: info@xmatix.com.
1. What we collect
Website enquiries. When you request a demo or contact us, we collect what you submit: name, work email, company, role, country, areas of interest, and your message.
Platform account data. When your organisation uses xMatix, we process account information for named users: name, business email, role and permission assignments, and authentication identifiers.
Customer content. Business records your organisation stores in xMatix (customers, orders, invoices, visits, and similar) are processed on your organisation's instructions. Your organisation is the data fiduciary/controller of this content; we act as its processor under our Data Processing Addendum.
Usage and diagnostics. We collect service logs, device and app diagnostics, and feature-usage telemetry to operate, secure, and improve the service.
Location data. The mobile app can record location (including in the background) only where your employer has enabled field features such as attendance, visit tracking, or route capture, and only after the app has disclosed this and the device permission has been granted. Location capture stops when you check out or pause a session, subject to your organisation's configuration.
2. How we use data
- To provide, secure, and support the website and the platform.
- To respond to enquiries and demo requests.
- To meter usage, prevent abuse, and enforce licence and credit limits (including AI credits).
- To improve reliability and product quality using aggregated or de-identified telemetry.
- To meet legal, tax, and accounting obligations.
We do not sell personal data, and we do not use customer content to train AI models. See our Responsible AI statement.
3. Legal bases
We process personal data under the Digital Personal Data Protection Act, 2023 (India) and, where applicable, the GDPR: with your consent (e.g., when you submit a form), for the performance of a contract with your organisation, to comply with legal obligations, and for legitimate uses such as securing and improving the service.
4. Sharing
We share personal data only with service providers that host and operate xMatix on our behalf, under contractual confidentiality and security obligations — principally Microsoft Azure (cloud hosting and email delivery). Where your organisation enables AI features, prompts and relevant context are processed by the AI model provider configured for your tenant. We may disclose data where required by law.
5. Retention
Website enquiries are retained for up to 24 months. Platform account data and customer content are retained for the duration of your organisation's subscription and deleted or returned in accordance with the Data Processing Addendum after termination. Logs and diagnostics are retained for limited operational periods.
6. Security
Data is encrypted in transit and at rest. Access is governed by role-based access control, per-tenant isolation, and audit trails. We operate separate environments for development, testing, and production.
7. Your rights
You may request access to, correction of, or erasure of your personal data, withdraw consent, or raise a grievance by writing to info@xmatix.com. If your data was entered into xMatix by your employer or another organisation, we may direct your request to that organisation as the data fiduciary. You may also complain to the Data Protection Board of India or your local supervisory authority.
8. Cookies
The xmatix.com marketing website uses Google Analytics to measure traffic — which pages are read, which channels bring visitors, and whether the site works on their device. This sets analytics cookies in your browser. Aggregate reports are visible to us; we do not attempt to identify individual visitors from them. You can opt out with Google's browser add-on or by blocking analytics cookies in your browser.
We advertise xmatix.com on Google Ads and LinkedIn Ads, and the website carries advertising cookies from both. They do two things. First, conversion measurement — recording that a demo or contact request followed an ad click, so we can tell which campaigns work. Second, audience building on LinkedIn — LinkedIn’s Insight Tag records that you visited xmatix.com and which pages you read, so that we can show later ads to people who have already looked at us, and so that we can see aggregate, anonymised statistics about the professional profile of our visitors. We do not sell this data and we do not use it to identify you personally. Google ads personalisation stays switched off in our configuration; Google’s cookies are used for conversion measurement only. A consent banner is shown on your first visit: choosing Decline switches every advertising cookie off from that point on — Google’s and LinkedIn’s — your choice is remembered on that browser, and declining does not affect your use of the site. You can also turn off LinkedIn’s advertising cookies in your LinkedIn account settings.
The platform (the signed-in application at my.xmatix.com and the mobile apps) uses strictly necessary cookies and tokens for sign-in and session security, and carries no third-party analytics.
9. Children
Our website and services are intended for business users and not directed at children.
10. Changes
We will post any changes to this policy on this page and update the date above. Material changes affecting platform customers are notified through the service or by email.