HCMatrix Privacy Statement
Welcome to HCMatrix, a comprehensive HR management solution. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines our practices regarding the collection, use, and disclosure of information that we receive from users of our services.
This Privacy Statement outlines our firm commitment to the individual’s right to privacy. This Privacy Statement outlines our handling practices regarding such information that can be used to directly or indirectly identify an individual (“Personal Data”).
This Privacy statement sets out how HCMatrix uses and protects any information that you give when you use www.hcmatrix.com and the HCMatrix app that references this Privacy Statement (the “Website”). The data controller in the case of www.hcmatrix.com is Snapnet solutions of 17 Charles Ifeanyi Street, Lekki Phase 1, Lagos State.
1. Global Privacy Fundamentals
Our privacy practices set out herein reflect current global principles and standards for handling Personal Data. These principles include notice of data use, choice of data use, data access, data integrity, security, onward transfer, and enforcement/oversight. We abide by the privacy laws in the countries where we do business.
2. Consent
By using this Website, you consent to the collection and use of your Personal Data as described herein. If you do not agree with the terms set out herein, please do not use this Website.
If we decide to make changes to this Privacy Statement, we will post the changes on this Website so that you will always know what Personal Data we collect, and how we use it. We therefore encourage you to periodically look for updates to this Privacy Statement.
As may be required by applicable law, we may also seek your explicit consent to process certain Personal Data collected on this Website or volunteered by you. Kindly note that any consent will be entirely voluntary. In case you do not grant the requested consent to the processing of your Personal Data or later inform HCMatrix that you do not want HCMatrix to further process your Personal Data, you may no longer be allowed to use certain services of HCMatrix and may be limited in the scope of your usage .
3. Collection and Processing of Data
To better serve you and understand your needs and interests, HCMatrix collects, transfers, and uses your information. This is done with proper notice, your consent when required by law, and any necessary filings with data protection authorities.
This means that when you visit the Website, we may record your IP address and use cookies and other Internet technologies (referred to below as Automated Tools and Embedded Web Links) to gather information about you as our visitors and your interests. Such information includes your user ID, website preferences and your interest in HCMatrix’s products.
Depending on the Automated Tools used, the gathered data comprises, in addition to your IP address, the cloud identity we assign to you when you register with HCMatrix, the type of browser you use, the Websites you have visited, the objects you have clicked on a certain Website, the time you have spent on a certain website, the referring website from which you have accessed the Website and the foreign destination website which you access from the Website.
We may further collect and process any Personal Data that you volunteer to us, e.g. when you register for events or other offerings of HCMatrix subscribe to newsletters, participate in online surveys, discussion groups, forums or HCMatrix’s chat service, or when you make purchases or otherwise submit your contact details to HCMatrix. In case you provide HCMatrix with your IDs of social media, HCMatrix may retrieve publicly available information about you.
4. Use and Purpose of Collected Personal Data
The information HCMatrix collects to understand your needs and interests helps HCMatrix deliver a consistent and personalized experience. We will use such information only as described in this Privacy Statement and/or in the way we specify at the time of collection. We will not subsequently change the way your Personal Data is used without your consent, as required by applicable law. We will exclusively use your Personal Data for the following purposes:
(1.) To process the services we offer to you.
(2.) To keep you up to date with the latest product announcements, software updates, software upgrades, security patches, system enhancements, special offers, and other information regarding HCMatrix’s software and services. This may occasionally include information from other technology companies or business partners about products and services that can add value to your HCMatrix products. In this regard, you expressly acknowledge that your contact details ls may be shared by HCMatrix with such other companies of the HCMatrix group. Furthermore, you acknowledge that any information required to track your choices regarding receiving marketing materials (i.e. depending on the country where the relevant HCMatrix group company operates whether you have granted an explicit consent into receiving and/or opted-out of receiving marketing materials) may be stored and exchanged between any of the above-mentioned companies.
(3.) To tailor information about our products and services to your individual interests. For example, during a visit to our website, it allows us to provide you with specific information on products and services that may be of interest;
(4.) To provide a personalized user experience and view protected content;
(5.) In order to ensure and control the quality of the information and experience you have during chat sessions with HCMatrix by educating our personnel to effectively answer your questions;
(6.) To conduct questionnaires and surveys in order to provide better products and services to our customers and end users. Your completion of any questionnaires is voluntary;
(7.) To support recruitment inquiries;
(8.) To prepare anonymized data regarding the use of HCMatrix’s websites and offerings. HCMatrix will use such anonymized data only for the improvement of such websites and offerings
(9.) To meet contractual obligations; and
(10.)To comply with applicable regulatory requirements. HCMatrix and its products, technologies and services are subject to the regulatory laws of various countries, including without limitation, to those of the Federal Republic of Nigeria, United States of America and other countries as maybe added from time to time. You acknowledge that, pursuant to the applicable regulatory laws, trade sanctions and embargoes issued by these countries, HCMatrix is required to take measures to prevent entities, organizations and parties listed in government issued sanctioned party lists from accessing certain products, technologies and services through HCMatrix’s websites or other delivery channels controlled by HCMatrix. You therefore acknowledge and agree that HCMatrix may
(i) automatically check any user registration data and other information you provide about your identity against applicable sanctioned party lists;
(ii) regularly repeat such checks whenever a sanctioned party list is updated or when you update your information;
(iii) block your access to HCMatrix’s services and systems in case of a potential match; and
(iv) in case of a potential match contact you in order to confirm your identity.
HCMatrix will only gather information related to your visit to the Website. We do not track or collect Personal Data from your visits to companies or entities outside the HCMatrix Group of companies beyond the information stated above in the Subsection 3. (Collection and Processing of Your Personal Data).
5. E-mail Addresses
If you choose to give us your e-mail address, we will communicate with you via e-mail. We do not share your e-mail address with others outside HCMatrix unless this is required for the business relationship between you and HCMatrix or if you register for third party services. You can choose not to receive any more e-mails at any time. However, such choice will not affect the sending of emails that are strictly required to perform the business relationship between you and HCMatrix.
6. IP Addresses
In line with the provisions and contents of Subsection 7 (Automated Tools)
(i) We use IP addresses to help diagnose problems, to establish the country from which a user is using our websites and services in order to provide appropriate legal statements, to administer our website, and to gather demographic information.
(ii) We may use IP addresses or other information, you have shared on this website or at any earlier occasion, or a campaign code, to determine which pages on our sites you visit and which topics may be of interest to you so we can provide you with information about relevant products and services.
(iii) We may also use IP addresses or other information, you have shared on the Website or at any earlier occasion or a campaign code, to determine which pages on our website you visit and which topics may be of interest to you so we can provide you with information about relevant products and services.
(iv) HCMatrix may also collect IP addresses (and other technical information such as browser type) during a Click-to-Chat or Click-to-Call session that you initiate. This information is collected when you connect to HCMatrix so that we may identify your session, deliver content based on the technical capabilities of your browser, and for quality control purposes. Your IP address will not be used to identify you unless you provide your prior consent.
(v) HCMatrix will only gather information related to your visit to the Website.
7. Automated Tools
In addition to the information you provide, HCMatrix may also collect information during your visit to the Website through Automated Tools, which include Web beacons, cookies, embedded Web links, and other commonly used information-gathering tools. These tools collect certain standard information that your browser sends to our website, such as your browser type and language, access times, and the address of the website from which you arrived at the Website. Using these tools, HCMatrix is also able to confirm receipt of e-mails that the recipient consented to receive, and can track other information such as pages visited on the Website and whether or not the recipient registers for an event offered by HCMatrix and certain other aggregate data that is not related to a particular individual.
Unless another means to make your choice is listed below, you may refuse the use of Automated Tools like cookie by selecting the appropriate settings in your browser. Kindly note that in this case, the settings in your browser regarding cookies are limited to the particular browser installed on a particular device and that, as a consequence, if you visit the Website with different browsers or different devices, you have to disable the tracking cookies in the browsers of all relevant devices. However, kindly further note that if you do this, you may not be able to use the full functionality of the relevant site.
HCMatrix is in particular currently using the following Automated Tools for the purposes set out below.
8. Google Analytics
Some websites which refer to this Privacy Statement use Google Analytics. Google Analytics uses cookies, which are text files placed on your computer to help the website analyze how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on site activity for site operators and providing other services relating to site activity and internet usage.
Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.
9. Usage tracking for marketing purposes
The Website may collect the way you are accessing and using such websites by other means in order to prepare usage profiles that are used to determine which content is most appropriate to be displayed while you visit a certain website.
In this case, HCMatrix is capturing your usage behavior (websites visited, point in time a website has been visited, activity on a website/clicks made on (objects of) a website, browser type, operating or computing system used, referring website from which you have accessed the Website, the location from where you access a website) together with a unique identifier (like your IP address or a cookie ID) that allows HCMatrix to establish that there is a certain person active on its websites but no information like your name that can be used to directly identify you. HCMatrix will use the collected information only in order to display appropriate and relevant content on its websites.
You may opt-out of this tracking by selecting the appropriate settings in your browser. Kindly note that in this case the settings in your browser are limited to the particular browser installed on a particular device and that, as a consequence, if you visit the Website with different browsers or different devices, you have to make the respective adjustments in the browsers of all relevant devices. However kindly further note that depending on the settings made in your browser(s) you may not be able to use the full functionality of the relevant site.
10. Embedded Web Links
Emails from HCMatrix often use links designed to lead you to a relevant area on the Web, after redirection through HCMatrix ‘s servers. The redirection system allows HCMatrix to change the destination URL of these links, if necessary, and to determine the effectiveness of our marketing initiatives.
In emails, such links may also allow HCMatrix to determine if you have clicked on a link in the email, and the information about this interaction may be connected to your personal identity. If you do not want HCMatrix to collect information about the links you clicked, you can simply choose not to click on the links in an e-mail that HCMatrix sends you.
11. Cookies
Cookies are identifiers that can be sent from a site via your browser to be placed on your computer’s hard drive. HCMatrix uses cookies to deliver personalized content, to save you from having to re-enter your password or complete registration forms repeatedly, to tailor our information offerings to how you and others use the site.
We offer you the following option to make your choice regarding HCMatrix’s use of cookies:
Kindly note that the settings in your browser regarding cookies is limited to the particular browser installed on a particular device and that, as a consequence, if you visit Website with different browsers or different devices, you have to disable the cookies in the browsers of all relevant devices. Furthermore, please note that if you disable cookies, you may not be able to use the full functionality of a website.
11.1. Our Privacy and Cookies Policy
To enhance your experience and better understand your preferences, HCMatrix uses cookies to collect and process information. This is done with appropriate notice, your consent where legally required, and in compliance with any necessary data protection authority filings.
Note that, any data you send us will be used in a lawful way, we won’t do anything with it that we did not tell you about in advance, and it will all remain private unless you give us permission to send specific data to a third party for a good reason.
12. Limiting Collection
The Personal Information collected will be limited to those details necessary for the purposes identified by us. With your consent, we may collect Personal Information from you in person, over the telephone or by corresponding with you via e-mail, or the Internet.
13. Limiting Use, Disclosure and Retention
(1.) The security, integrity, and confidentiality of your information are extremely important to us. We have implemented technical, administrative, and physical security measures that are designed to protect guest information from unauthorized access, disclosure, use, and modification.
(2.) Personal Information may only be used or disclosed for the purpose for which it was collected unless you have otherwise consented, or when it is required or permitted by law. Personal Information will only be retained for the period of time required to fulfill the purpose for which we collected it or as may be required by law.
14. Accuracy
Personal Information will be maintained in as accurate, complete, and up-to-date form as is necessary to fulfill the purposes for which it is to be used.
15. Openness
We will make information available to you about our policies and practices with respect to the management of your Personal Information.
16. Customer Access
Upon request, you will be informed of the existence, use and disclosure of your Personal Information, and will be given access to it. You may verify the accuracy and completeness of your Personal Information, and request that it be amended, if appropriate. However, in certain circumstances permitted by law, we will not disclose certain information to you. For example, we may not disclose information relating to you if other individuals are referenced or if there are legal, security or commercial proprietary restrictions.
17. Security
We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, technical, electronic, and managerial procedures to safeguard and secure the information we collect online. Personal Information will be protected by security safeguards that are appropriate to the level of sensitivity of the information. We regularly review our security procedures to consider appropriate new technology and methods to protect your Personal Information. Please be aware that, despite our best efforts, no security measures are perfect or impenetrable. You are hereby obliged to take every necessary measure to protect your information. This includes using strong passwords.
18. Links to other websites
Our website may include links to other sites you might find useful. However, once you leave our site using these links, please be aware that we have no control over the content or practices of those external websites. Therefore, we cannot be responsible for the protection and privacy of any information that you provide while visiting such sites, and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
19. Persons under the age of 18
The Website is not intended for persons under 18 years of age. No one under the age of 18 may provide any personal information to or on the site. We do not knowingly collect personal information from persons under 18. If you are under 18, do not use or provide any information on this website or on or through any of its features, make any purchases through the site, use any of the interactive or public comment features of this site or provide any information about yourself to us, including your name, address, telephone number, e-mail address or any screen name or user name you may use. If we learn we have collected or received personal information from a person under 18, we will delete that information. If you believe we might have any information from or about a child under 18, please contact us Via email at: info@hcmatrix.com.
20. Data Retention Period
We will only retain your Personal Data for as long as reasonably necessary to fulfill the purposes we collected it for, including satisfying any legal, regulatory, tax, accounting, or reporting requirements. We will keep your data for as long as you are subscribed to our services. After your subscription ends, your personal data will be deleted within 150 days.
21. Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
(1.) Right to be informed about how your personal data will be used.
(2.) Request access to your personal data.
(3.) Request correction of your personal data.
(4.) Request erasure of your personal data.
(5.) Object to processing of your personal data.
(6.) Request restriction of processing your personal data.
(7.) Request transfer of your personal data.
(8.) Right to withdraw consent.
(9.) Right in relation to automated decision making and profiling.
(10.) Right to log a complaint with the Nigeria Data Protection Commission.
22. Severance Clause
If any part of this Privacy Statement is determined to be unlawful, void, or for any reason unenforceable under applicable data protection laws, that specific provision shall be deemed severable and shall not affect the validity and enforceability of the remaining provisions. The remaining portions of this Privacy Statement will continue to apply and remain in effect to the fullest extent permitted by law.
Handling Customer Complaints and Suggestions
You may direct any questions or enquiries with respect to our privacy statement or our practices by contacting us:
Via email at: info@hcmatrix.com or customerservice@hcmatrix.com