Privacy Policy
1. Introduction & Scope
2. Information We Collect
3. How We Use Your Information
4. Legal Basis for Processing
5. Cookies & Tracking Technologies
6. Marketing Communications
7. Third-Party Services & Data Sharing
8. International Data Transfers
9. Data Security
10. Data Retention
11. Your Privacy Rights
12. Privacy of Children and Minors
13. Changes to this Policy
14. Contact Information
1. Introduction & Scope
1.1 Purpose
At Stag Matrix, protecting the privacy, confidentiality and security of customer information is fundamental to the services we provide.
This Privacy Policy explains how Stag Matrix collects, uses, stores, processes, shares and protects personal information when customers use our Customer Relationship Management (CRM), marketing automation, artificial intelligence (AI), communication and business automation services ("Services").
Our objective is to ensure that personal information is handled responsibly, transparently and in accordance with applicable privacy and data protection laws.
1.2 Scope
This Privacy Policy applies to all products, services, websites, mobile applications and business solutions operated by Stag Matrix, including but not limited to:
Customer Relationship Management (CRM)
Marketing Automation
AI-powered business solutions
Sales Pipelines
Email Marketing
SMS Communications
WhatsApp Business Integration
Voice, IVR and Call Management
Live Chat
Appointment Booking
Landing Pages & Forms
Workflow Automation
Customer Portals
Affiliate & Loyalty Management
API Integrations
Reporting & Analytics
Artificial Intelligence features provided within the Stag Matrix platform
This Privacy Policy also applies to information collected through:
The Stag Matrix website
Customer portals
Online forms
Support requests
Product demonstrations
Training sessions
Sales enquiries
Customer onboarding
Events and webinars
Third-party integrations authorised by customers
1.3 Who We Are
Stag Matrix is a cloud-based CRM, automation and AI platform that assists organisations in managing customer relationships, automating business processes and improving customer engagement.
To deliver our Services, Stag Matrix utilises enterprise-grade cloud infrastructure and selected technology partners while remaining responsible for customer implementation, solution configuration, integrations, technical support and customer success.
Where third-party technology providers are used to support the delivery of our Services, Stag Matrix seeks to work with providers that maintain appropriate operational, security and privacy standards.
1.4 Our Privacy Principles
Stag Matrix is committed to the following privacy principles:
Transparency
We explain what information we collect, why we collect it and how it is used.
Security
We apply appropriate technical and organisational safeguards to help protect customer information from unauthorised access, alteration, disclosure or destruction.
Data Minimisation
We seek to collect only the information reasonably necessary to provide and improve our Services.
Customer Control
Where appropriate, customers may access, update, export or request deletion of their information in accordance with applicable laws and contractual obligations.
Accountability
We continuously review our operational practices and security controls to maintain appropriate standards for the protection of customer information.
1.5 Our Role
Depending on the Services being provided, Stag Matrix may act as either:
Data Controller
Where Stag Matrix determines the purposes and means of processing personal information, such as information collected through our own website, sales enquiries, customer support or marketing activities.
Data Processor
Where Stag Matrix processes personal information solely on behalf of our customers using the Stag Matrix platform.
In these situations, our customers remain responsible for determining how personal information is collected and used within their own organisations.
1.6 Applicability
This Privacy Policy applies to:
Prospective customers
Existing customers
Trial users
Website visitors
Business partners
Affiliates
Authorised users
Employees of customer organisations
Individuals whose personal information is processed through the Stag Matrix platform by our customers
This Privacy Policy does not apply to third-party websites, software, products or services that may be linked to or integrated with the Stag Matrix platform. Customers should review the privacy policies of those third-party providers separately.
1.7 Compliance Commitment
Stag Matrix is committed to supporting compliance with applicable privacy and data protection legislation in the jurisdictions where we operate and where our customers conduct business.
Depending on customer location and service configuration, this may include obligations arising under legislation such as:
Australian Privacy Act 1988 (Cth)
General Data Protection Regulation (GDPR)
California Consumer Privacy Act (CCPA), where applicable
Other applicable regional privacy and data protection laws
Customers remain responsible for ensuring that their own collection and use of personal information complies with the laws applicable to their organisation.
1.8 Updates to this Privacy Policy
Technology, legislation and our Services continue to evolve.
Accordingly, Stag Matrix may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, security standards or the functionality of our Services.
The latest version will always be published on the Stag Matrix website.
Where required by law, customers will be notified of material changes.
Continued use of the Services following publication of an updated Privacy Policy constitutes acceptance of the revised policy unless otherwise required by applicable law.
2. Information We Collect
2.1 Overview
To provide our Services, Stag Matrix may collect, receive, generate or process different categories of information depending on how customers interact with our platform.
Some information is collected directly from customers, while other information is generated automatically through use of the Services or uploaded by customers into the Stag Matrix platform.
The types of information collected will vary depending on the features and services being used.
2.2 Information You Provide
We may collect information that you voluntarily provide when you:
Register an account
Request a product demonstration
Purchase or subscribe to our Services
Contact our sales or support teams
Complete online forms
Book appointments
Participate in webinars or events
Download resources
Submit support requests
Communicate with us via email, phone, live chat or messaging platforms
This information may include:
Business Information
Company name
Business address
Industry
Company size
Website address
Business registration details (where applicable)
Contact Information
Full name
Job title
Email address
Telephone number
Mobile number
Billing information
Mailing address
Account Information
Username
Login credentials
Authentication preferences
User permissions
Security settings
2.3 CRM Data Uploaded by Customers
Customers may upload, import or synchronise information into the Stag Matrix platform.
Examples include:
Customer names
Contact details
Email addresses
Telephone numbers
Company information
Lead information
Customer notes
Sales opportunities
Pipeline records
Communication history
Appointment records
Purchase history
Marketing preferences
Custom fields
Uploaded files and documents
Images and media
Customer tags
Workflow information
Stag Matrix processes this information solely for the purpose of providing the Services on behalf of the customer.
Customers remain responsible for ensuring they have the appropriate legal basis to collect and process personal information within their own CRM environment.
2.4 Information Collected Automatically
When users interact with the Stag Matrix platform, certain technical information may be collected automatically to support security, performance and service delivery.
This may include:
IP address
Browser type
Operating system
Device information
Device identifiers
Geographic region (approximate)
Date and time of access
Login history
Session information
Pages viewed
Platform usage statistics
Error logs
System diagnostics
This information assists us in improving system reliability, performance, security and user experience.
2.5 Marketing & Website Analytics
When visitors access our website or landing pages, we may collect information relating to website usage and marketing performance.
Examples include:
Website visits
Referring website
Landing pages visited
Marketing campaign source
UTM parameters
Session duration
Click activity
Conversion events
Form submissions
Download activity
Where applicable, cookies and similar technologies may also be used to improve website functionality and measure marketing effectiveness.
2.6 Communication Data
Where customers utilise communication features available within the Stag Matrix platform, information relating to those communications may be processed.
Depending on the Services enabled, this may include:
Email communications
SMS messages
Live chat conversations
WhatsApp Business messages
Voice call records
Call recordings (where enabled)
Voicemail
IVR interactions
Meeting bookings
Customer support conversations
Communication records may be retained to support customer service, system functionality, workflow automation and audit requirements.
2.7 AI-Generated Information
Certain Stag Matrix features utilise Artificial Intelligence (AI) technologies.
Where customers use these features, the platform may process:
User prompts
Customer instructions
Generated responses
AI-generated summaries
AI-generated content
AI workflow outputs
AI-generated outputs are created solely to deliver the requested functionality.
Customers remain responsible for reviewing AI-generated content before relying upon or distributing such information.
2.8 Third-Party Integrations
Customers may choose to connect third-party services with the Stag Matrix platform.
Examples include:
Email providers
Calendar applications
Payment gateways
Social media platforms
Messaging platforms
Accounting software
E-commerce platforms
Advertising platforms
Customer support systems
Artificial Intelligence providers
Where customers authorise these integrations, Stag Matrix may receive information from those connected services necessary to provide the requested functionality.
The collection and use of information by those third-party services remain subject to their own privacy policies and terms of service.
2.9 Cookies and Similar Technologies
The Stag Matrix website and platform may use cookies and similar technologies to:
Maintain secure user sessions
Remember user preferences
Improve website functionality
Analyse website performance
Measure marketing effectiveness
Support authentication
Improve customer experience
Further information regarding cookies is provided within our Cookie Policy.
2.10 Information We Do Not Intentionally Collect
Unless specifically required by customers for their own business operations, Stag Matrix does not intentionally collect or require:
Government-issued identification numbers
Financial account passwords
Payment card PINs
Biometric information
Sensitive health information
Information relating to children under applicable legal age requirements
Customers should avoid storing highly sensitive information within the platform unless necessary for their own legitimate business purposes and permitted under applicable law.
2.11 Accuracy of Information
Customers are responsible for ensuring that information uploaded to the Stag Matrix platform is accurate, current and lawfully obtained.
Where customers upload personal information relating to third parties, customers are responsible for ensuring that they have obtained any required consents or have another lawful basis for processing such information.
Stag Matrix does not independently verify the accuracy or legality of customer-uploaded data.
3. How We Use Your Information
3.1 Purpose of Processing
Stag Matrix collects and processes personal information only where it is necessary to provide, maintain, improve and secure our Services.
We are committed to using personal information responsibly, transparently and only for legitimate business purposes.
Depending on the Services being used, personal information may be processed for one or more of the purposes described below.
3.2 Delivering Our Services
We use personal information to provide the products and services requested by our customers.
This includes:
Creating and managing customer accounts
Providing access to the Stag Matrix platform
Managing subscriptions and licences
Delivering CRM functionality
Managing customer records
Supporting sales pipelines
Managing appointments and bookings
Delivering workflow automation
Providing customer portals
Operating loyalty and affiliate programs
Processing customer requests
Without this information, many features of the platform cannot operate correctly.
3.3 Customer Relationship Management
As a CRM platform, Stag Matrix processes customer information on behalf of our customers to support their business operations.
Examples include:
Contact management
Lead management
Sales opportunity tracking
Customer communication history
Customer lifecycle management
Pipeline reporting
Task management
Internal collaboration
Customer segmentation
Marketing preferences
In these circumstances, Stag Matrix generally acts as a Data Processor, while our customer remains the Data Controller.
3.4 Marketing Automation
Customers may use Stag Matrix to automate marketing and customer engagement activities.
Personal information may therefore be processed for:
Email marketing
SMS campaigns
WhatsApp Business messaging
Automated workflow communications
Customer onboarding
Follow-up sequences
Promotional campaigns
Event invitations
Customer surveys
Review requests
Loyalty campaigns
Referral programs
Customers are responsible for ensuring that appropriate consent or other lawful basis exists before sending marketing communications.
3.5 Artificial Intelligence (AI) Services
Stag Matrix provides AI-powered features designed to improve business productivity and customer experience.
Personal information may be processed by AI features solely to provide requested functionality, including:
AI-generated content
AI summaries
AI-assisted customer communication
AI workflow automation
AI knowledge retrieval
AI chatbot interactions
AI response suggestions
AI analytics and recommendations
AI-generated outputs are intended to assist users and should be reviewed by customers before being relied upon for business, legal or financial decisions.
Unless otherwise agreed, customer information processed through AI features is used solely for providing the requested Services and not for training publicly available AI models.
3.6 Communication Services
Where communication features are enabled, personal information may be processed to facilitate communication between customers and their end users.
This includes:
Email delivery
SMS messaging
Voice calls
IVR interactions
Live Chat
WhatsApp Business
Appointment reminders
Customer notifications
Internal notifications
Communication records may also be retained for customer support, auditing and service quality purposes.
3.7 Platform Administration
We process information to administer customer accounts and maintain platform operations.
Examples include:
Identity verification
User authentication
Subscription management
Billing administration
Licence management
Technical support
Customer success services
Account configuration
User permission management
3.8 Platform Security
Protecting customer information is one of our highest priorities.
Personal information may be processed to:
Detect unauthorised access
Monitor suspicious activity
Prevent fraud
Protect customer accounts
Investigate security incidents
Monitor system performance
Detect abuse of the platform
Maintain audit logs
Support disaster recovery
These activities help ensure the confidentiality, integrity and availability of our Services.
3.9 Improving Our Services
We continually improve the functionality, security and usability of the Stag Matrix platform.
Information may be analysed to:
Improve user experience
Enhance platform performance
Develop new features
Improve automation workflows
Optimise reporting
Improve system reliability
Identify software defects
Monitor feature adoption
Where possible, aggregated or de-identified information may be used for analytical purposes.
3.10 Customer Support
We use customer information to provide technical support and customer success services.
This includes:
Responding to enquiries
Troubleshooting issues
Investigating reported problems
Providing implementation assistance
Delivering product training
Monitoring customer satisfaction
Improving support quality
Support personnel will only access customer information where necessary to provide requested assistance or where authorised by the customer.
3.11 Legal and Regulatory Obligations
We may process personal information where necessary to:
Comply with applicable laws
Respond to lawful requests from regulators or government authorities
Enforce contractual rights
Protect our legal interests
Resolve disputes
Prevent unlawful activity
Maintain financial records
Meet taxation and accounting obligations
3.12 Business Operations
Information may also be processed to support the normal operation of our business.
Examples include:
Financial reporting
Internal auditing
Risk management
Business planning
Service delivery
Quality assurance
Vendor management
Compliance activities
Where practical, these activities may utilise aggregated or anonymised information rather than identifiable personal information.
3.13 We Do Not Sell Personal Information
Stag Matrix does not sell personal information to third parties.
We do not permit customer information to be used by third parties for their own independent marketing purposes.
Where third-party service providers assist us in delivering our Services, they process information only for the purposes of providing those contracted services and are expected to maintain appropriate security and confidentiality obligations.
3.14 Customer Responsibility
Customers determine how personal information is collected and used within their own Stag Matrix account.
Customers are responsible for:
Ensuring appropriate privacy notices are provided to their end users
Obtaining any required consents
Managing communication preferences
Configuring workflows appropriately
Maintaining the accuracy of customer data
Complying with applicable privacy and marketing laws
Stag Matrix provides the technology platform and supporting services but does not determine the purposes for which customers collect or use personal information within their own business operations.
3.15 Purpose Limitation
Stag Matrix processes personal information only for the purposes described in this Privacy Policy, as required by applicable law, or as otherwise instructed by our customers where we act as a Data Processor.
Should we need to process information for a materially different purpose, we will update this Privacy Policy where required and provide any notices required by applicable law.
4. Legal Basis for Processing
4.1 Overview
Stag Matrix processes personal information only where there is a lawful basis to do so.
The legal basis for processing personal information will depend on the nature of the Services being provided, the relationship between Stag Matrix and the individual, and the applicable privacy legislation.
Where Stag Matrix acts as a Data Processor on behalf of our customers, our customers remain responsible for determining the appropriate legal basis for collecting and processing personal information within their own organisations.
4.2 Performance of a Contract
We process personal information where it is necessary to perform a contract or to take steps prior to entering into a contract.
This includes activities such as:
Creating customer accounts
Providing access to the Stag Matrix platform
Delivering subscribed services
Managing user authentication
Providing customer support
Managing subscriptions and licences
Processing payments
Delivering software updates
Responding to customer requests
Without processing this information, we may be unable to provide the requested Services.
4.3 Legitimate Business Interests
Where permitted by applicable law, Stag Matrix may process personal information where necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of individuals.
Examples include:
Maintaining platform security
Preventing fraud and abuse
Detecting unauthorised access
Monitoring platform performance
Improving product functionality
Developing new platform features
Performing analytics and reporting
Responding to customer enquiries
Conducting customer satisfaction surveys
Managing internal business operations
Protecting our legal rights
Before relying on legitimate interests, we consider the potential impact on individual privacy and implement appropriate safeguards.
4.4 Consent
In certain circumstances, Stag Matrix processes personal information based on an individual's consent.
Examples may include:
Marketing communications
Newsletter subscriptions
Webinar registrations
Downloading marketing resources
Product demonstrations
Optional cookies and analytics technologies
AI features where customer consent is required under applicable law
Where consent is relied upon, individuals may withdraw their consent at any time, subject to applicable legal or contractual obligations.
Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
4.5 Compliance with Legal Obligations
Stag Matrix may process personal information where required to comply with applicable laws or regulatory obligations.
Examples include:
Taxation and accounting requirements
Financial reporting obligations
Court orders
Regulatory investigations
Law enforcement requests
Record retention obligations
Compliance with applicable privacy legislation
Information will only be disclosed where required or authorised by applicable law.
4.6 Protection of Vital Interests
In limited circumstances, Stag Matrix may process personal information where necessary to protect the vital interests of an individual or another person.
Such situations are expected to be rare and would generally involve circumstances affecting the health or safety of individuals or where immediate action is legally justified.
4.7 Public Interest
Where permitted by applicable law, Stag Matrix may process personal information where necessary for reasons of public interest or where required by government authorities acting within their lawful powers.
4.8 Processing on Behalf of Customers
For most CRM, marketing automation and AI services, Stag Matrix acts as a Data Processor.
In these circumstances:
Our customers determine the purposes for which personal information is collected.
Our customers determine the categories of information collected.
Our customers determine how long information is retained.
Our customers are responsible for identifying and documenting the appropriate legal basis for processing.
Stag Matrix processes customer information only in accordance with customer instructions, applicable agreements and relevant legal requirements.
4.9 Marketing Communications
Customers using Stag Matrix for email marketing, SMS campaigns, WhatsApp Business, voice communications or workflow automation remain responsible for ensuring that marketing communications are sent in accordance with applicable laws.
This includes, where applicable:
Obtaining appropriate consent.
Providing clear opt-out mechanisms.
Maintaining communication preferences.
Honouring unsubscribe requests.
Retaining appropriate records of consent where required.
Stag Matrix provides the technical tools necessary to support these obligations but does not determine whether a customer has obtained a lawful basis for marketing communications.
4.10 Artificial Intelligence Processing
Where customers utilise AI-powered features within the Stag Matrix platform, personal information is processed only to provide the requested functionality.
AI processing is undertaken for purposes such as:
Generating content.
Producing summaries.
Assisting customer service.
Automating workflows.
Responding to user prompts.
Providing business insights.
Unless otherwise agreed in writing, customer information processed through AI features is not used by Stag Matrix to train publicly available artificial intelligence models.
Customers remain responsible for reviewing AI-generated outputs before relying upon them for business, legal, financial or regulatory purposes.
4.11 International Processing
As a cloud-based Software-as-a-Service (SaaS) platform, personal information may be processed in different jurisdictions depending on customer configuration, authorised third-party integrations and cloud infrastructure arrangements.
Where cross-border transfers occur, Stag Matrix seeks to ensure that appropriate contractual, technical and organisational safeguards are implemented to protect personal information in accordance with applicable privacy legislation.
Further information regarding international data transfers is provided in Section 8 of this Privacy Policy.
4.12 Customer Responsibility
Customers are responsible for determining the legal basis for collecting and processing personal information within their own organisations.
This includes ensuring that:
Personal information has been lawfully collected.
Appropriate notices have been provided to individuals.
Required consents have been obtained where applicable.
Individuals are able to exercise their privacy rights.
Data is processed only for legitimate business purposes.
Stag Matrix provides the technology platform and supporting services but does not determine the legal basis for processing customer data uploaded to the platform.
4.13 Questions Regarding Legal Basis
Individuals who have questions regarding the legal basis under which Stag Matrix processes their personal information may contact our Privacy Officer using the contact details provided at the end of this Privacy Policy.
Where Stag Matrix acts solely as a Data Processor, requests relating to customer-uploaded information should generally be directed to the relevant customer acting as the Data Controller.
5. Cookies & Tracking Technologies
5.1 Overview
Stag Matrix uses cookies and similar technologies to operate our website, deliver our Services, enhance user experience, improve platform performance, maintain security and support customer marketing activities.
This section explains the types of cookies and tracking technologies that may be used when accessing the Stag Matrix website, customer portals and platform.
Where required by applicable law, users will be provided with appropriate notice and consent options before non-essential cookies are placed on their devices.
5.2 What Are Cookies?
Cookies are small text files that are stored on a user's computer, mobile device or web browser when visiting a website.
Cookies enable websites and applications to recognise devices, remember user preferences, improve functionality and analyse how users interact with online services.
In addition to cookies, Stag Matrix may use similar technologies including:
Web beacons
Pixel tags
Local storage
Session storage
Software Development Kits (SDKs)
Server-side tracking technologies
Device identifiers
Throughout this Privacy Policy, these technologies are collectively referred to as "Cookies and Tracking Technologies."
5.3 Types of Cookies We Use
Essential Cookies
Essential cookies are required for the operation of the Stag Matrix platform.
These cookies support critical functionality including:
User authentication
Secure login sessions
Platform security
Session management
Load balancing
Fraud prevention
System administration
User preferences necessary for platform operation
Without these cookies, certain Services may not function correctly.
Because these cookies are necessary for the operation of the Services, they generally cannot be disabled.
Functional Cookies
Functional cookies improve user experience by remembering preferences and platform settings.
Examples include:
Language preferences
Time zone settings
Dashboard preferences
User interface customisation
Recently accessed pages
Customer portal settings
These cookies help provide a more personalised user experience.
Performance & Analytics Cookies
Performance cookies help us understand how visitors and customers use our website and platform.
Information collected may include:
Pages viewed
Session duration
Navigation behaviour
Device type
Browser type
Operating system
Platform performance
Error reporting
Feature usage statistics
This information helps us improve platform usability, identify technical issues and enhance customer experience.
Where practical, analytics information is aggregated or de-identified.
Marketing & Advertising Cookies
Marketing cookies help measure the effectiveness of marketing campaigns and improve customer communications.
Depending on customer configuration, these technologies may support:
Campaign attribution
Conversion tracking
Advertising performance
Audience segmentation
Website retargeting
Marketing analytics
Landing page optimisation
These cookies may be used in conjunction with advertising platforms and marketing tools authorised by customers.
5.4 Customer-Configured Tracking Technologies
One of the core features of Stag Matrix is enabling customers to manage their own marketing and digital campaigns.
Customers may choose to implement third-party tracking technologies within websites, landing pages or funnels created using the Stag Matrix platform.
Examples include:
Meta Pixel
Google Analytics
Google Tag Manager
Google Ads Conversion Tracking
LinkedIn Insight Tag
TikTok Pixel
Microsoft Advertising Tracking
Other customer-authorised analytics or advertising technologies
These technologies are configured and controlled by the customer.
Customers are responsible for ensuring that their use of these technologies complies with applicable privacy, cookie and marketing legislation.
Stag Matrix does not determine how customers configure or use third-party tracking technologies within their own accounts.
5.5 Third-Party Cookies
Certain features within the Stag Matrix website or platform may rely on third-party service providers.
Examples may include:
Video hosting services
Payment gateways
Appointment scheduling
Live chat services
Mapping services
Social media integrations
Embedded content
Analytics providers
These third-party providers may place their own cookies or similar technologies on user devices.
The collection and use of information by these providers are governed by their respective privacy policies.
5.6 AI Features and Usage Analytics
To improve platform functionality and customer experience, Stag Matrix may collect limited operational information relating to the use of AI-powered features.
Examples include:
Feature usage frequency
Processing duration
System performance
Error reporting
Service reliability
This information is used solely to maintain, improve and support the Services and is not intended to identify individual users unless required for troubleshooting or customer support.
5.7 Managing Cookie Preferences
Users may control or manage cookies through:
Browser settings
Cookie consent preferences
Device settings
Third-party privacy controls
Advertising preference tools
Most web browsers allow users to:
Delete cookies
Block cookies
Receive notifications before cookies are stored
Restrict third-party cookies
Please note that disabling certain cookies may affect the functionality, security or performance of the Stag Matrix website or Services.
5.8 Do Not Track Signals
Some web browsers provide a "Do Not Track" (DNT) setting.
As there is currently no universally accepted industry standard governing the interpretation of DNT signals, the Stag Matrix platform may not respond differently to such signals.
Users may instead manage cookie preferences through browser settings or available consent management tools.
5.9 Retention of Cookie Data
Cookie retention periods vary depending on the purpose of the cookie.
Cookies may be:
Session Cookies, which expire automatically when the browser is closed; or
Persistent Cookies, which remain on a device for a defined period or until manually deleted.
Retention periods are determined based on the operational purpose of each cookie and applicable legal requirements.
5.10 Changes to Tracking Technologies
As the Stag Matrix platform continues to evolve, new features, integrations or services may introduce additional cookies or tracking technologies.
Where required by applicable law, this Privacy Policy and our Cookie practices will be updated to reflect material changes.
Users are encouraged to review this section periodically to remain informed about how Cookies and Tracking Technologies are used.
6. Marketing Communications
6.1 Overview
Stag Matrix may send marketing and service-related communications to individuals who have requested information about our products or services, subscribed to our communications, registered for events, or otherwise engaged with us.
In addition, customers may use the Stag Matrix platform to create, automate and distribute marketing communications to their own contacts.
This section explains how marketing communications are managed by Stag Matrix and outlines the responsibilities of customers using the platform.
6.2 Communications from Stag Matrix
Stag Matrix may send communications relating to:
Product announcements
Service updates
New feature releases
Security notifications
Platform maintenance
Training resources
Educational content
Events and webinars
Customer success information
Product demonstrations
Promotional offers
Newsletters
These communications are intended to help customers maximise the value of the Stag Matrix platform and remain informed about important service updates.
6.3 Service Communications
Certain communications are essential for the operation of the Services and are not considered marketing communications.
Examples include:
Account verification
Password resets
Security alerts
Login notifications
Subscription information
Billing notices
Service interruption notifications
Technical support updates
System maintenance announcements
Compliance notices
Customers cannot opt out of receiving essential service communications where they are necessary to maintain the security or operation of their account.
6.4 Customer Marketing Activities
The Stag Matrix platform enables customers to create and manage marketing communications using features such as:
Email marketing
SMS campaigns
WhatsApp Business messaging
Marketing automation workflows
Drip campaigns
Appointment reminders
Customer surveys
Review requests
Loyalty campaigns
Referral programs
Promotional campaigns
AI-assisted messaging
These communications are created, managed and controlled by the customer.
Stag Matrix provides the technology platform but does not determine the content, recipients, timing or purpose of customer communications.
6.5 Customer Responsibilities
Customers are solely responsible for ensuring that their marketing communications comply with all applicable laws and regulations.
This includes, where applicable:
Obtaining appropriate consent before sending marketing communications.
Identifying a lawful basis for processing personal information.
Maintaining accurate communication preferences.
Providing clear identification of the sender.
Including an effective unsubscribe or opt-out mechanism where required.
Honouring unsubscribe requests promptly.
Maintaining records of consent where required by law.
Customers should ensure that their use of the Stag Matrix platform complies with applicable anti-spam, privacy and electronic communications legislation in the jurisdictions where they operate.
6.6 Consent Management
Where marketing communications are based on consent, individuals should be able to:
Grant consent freely.
Withdraw consent at any time.
Update communication preferences.
Choose preferred communication channels.
Opt out of promotional communications.
Stag Matrix provides functionality to assist customers in managing communication preferences; however, customers remain responsible for configuring and administering these features appropriately.
6.7 Unsubscribe Requests
Individuals who receive marketing communications from Stag Matrix may unsubscribe by:
Selecting the unsubscribe link included in marketing emails.
Updating communication preferences where available.
Contacting Stag Matrix directly using the contact details provided in this Privacy Policy.
Where customers use the Stag Matrix platform to send marketing communications, unsubscribe requests must be managed by the customer in accordance with applicable legal requirements.
Stag Matrix is not responsible for the content or management of communications sent independently by customers.
6.8 Communication Preferences
Where supported by the platform, users may manage communication preferences for:
Email communications
SMS notifications
Marketing updates
Product announcements
Event invitations
Educational content
Promotional offers
Preference changes may not affect essential service communications required to administer customer accounts or maintain platform security.
6.9 Third-Party Messaging Services
The Stag Matrix platform may integrate with third-party communication providers to deliver customer communications.
Depending on customer configuration, this may include:
Email delivery providers
SMS gateways
Voice communication services
WhatsApp Business
Social messaging platforms
Push notification services
These providers process communications solely for the purpose of delivering the requested services and remain subject to their own privacy and security obligations.
6.10 Marketing Analytics
To help customers measure the effectiveness of marketing campaigns, the Stag Matrix platform may provide reporting and analytics relating to communications.
Examples include:
Email delivery status
Open rates
Click-through rates
Bounce statistics
Unsubscribe activity
SMS delivery status
Campaign performance
Workflow completion
Conversion tracking
This information assists customers in improving campaign performance and customer engagement.
6.11 Responsible Marketing Practices
Stag Matrix encourages customers to adopt responsible and ethical marketing practices.
Customers should avoid:
Sending unsolicited communications.
Misleading or deceptive marketing.
Excessive communication frequency.
Using unlawfully obtained contact lists.
Circumventing unsubscribe requests.
Using automated messaging in a manner that may breach applicable laws or regulations.
Stag Matrix reserves the right to suspend or restrict accounts that engage in activities which may compromise the security, integrity or reputation of the platform or violate applicable laws, contractual obligations or acceptable use policies.
6.12 Changes to Marketing Communications
As the Stag Matrix platform evolves, new communication channels, messaging capabilities and marketing features may become available.
This Privacy Policy may be updated from time to time to reflect changes in our communication practices or legal obligations.
Customers are encouraged to review this section periodically to remain informed about how marketing communications are managed.
7. Third-Party Services & Data Sharing
7.1 Overview
Stag Matrix may engage carefully selected third-party service providers to assist in delivering, maintaining and improving our Services.
We do not sell customer personal information to third parties.
Personal information is shared only where necessary to provide the requested Services, comply with legal obligations, protect legitimate business interests or where customers have authorised specific integrations.
All third-party service providers are expected to maintain appropriate security, confidentiality and privacy standards appropriate to the services they provide.
7.2 Categories of Third-Party Service Providers
Depending on the Services being used, Stag Matrix may utilise third-party providers to support functions including:
Cloud infrastructure
Data hosting
Email delivery
SMS messaging
Voice communications
WhatsApp Business messaging
Artificial Intelligence services
Appointment scheduling
Payment processing
Customer support
Analytics
Identity verification
Calendar synchronisation
Document storage
Mapping and location services
Security monitoring
Performance monitoring
These providers process information only to the extent necessary to deliver the requested functionality.
7.3 Customer-Authorised Integrations
Customers may choose to connect third-party applications to their Stag Matrix account.
Examples include:
Accounting software
E-commerce platforms
Calendar systems
Email platforms
Social media platforms
Advertising platforms
CRM integrations
Payment gateways
AI applications
Business intelligence platforms
Where customers authorise these integrations, Stag Matrix may exchange information with those services solely for the purpose of providing the requested functionality.
The collection, use and protection of information by those third-party services are governed by their respective privacy policies and terms of service.
Customers are responsible for reviewing the privacy practices of third-party providers before enabling integrations.
7.4 Customer Instructions
Where Stag Matrix acts as a Data Processor, we process customer information only in accordance with:
Customer instructions
Applicable contractual agreements
Applicable laws
Operational requirements necessary to deliver the Services
We do not access, use or disclose customer information for purposes unrelated to providing the Services unless required or authorised by law.
7.5 Business Partners
From time to time, Stag Matrix may work with authorised business partners, consultants or implementation specialists to assist customers with:
Platform implementation
Customer onboarding
Training
Technical consulting
Workflow development
AI configuration
Customer support
Where access to customer information is required, such access will be limited to the minimum information necessary to perform the requested services and will be subject to appropriate confidentiality obligations.
7.6 Legal Requirements
Stag Matrix may disclose personal information where required or authorised by applicable law.
Examples include responding to:
Court orders
Search warrants
Regulatory investigations
Government authorities
Law enforcement agencies
Legal proceedings
Compliance obligations
Where legally permitted, we will seek to limit disclosures to the information reasonably required to satisfy the applicable legal request.
7.7 Protection of Rights
We may disclose information where reasonably necessary to:
Protect the rights of our customers.
Protect the security of the Stag Matrix platform.
Prevent fraud or unlawful activity.
Investigate suspected security incidents.
Enforce our Terms of Service.
Protect the rights, property or safety of Stag Matrix, our customers or others.
7.8 Corporate Transactions
If Stag Matrix undergoes a business transaction such as:
Merger
Acquisition
Corporate restructuring
Sale of business assets
Investment transaction
Insolvency proceeding
customer information may be transferred as part of that transaction, subject to applicable legal requirements and appropriate confidentiality obligations.
Where required by law, affected customers will be notified.
7.9 International Service Providers
Some third-party providers supporting the Stag Matrix platform may operate in jurisdictions outside the customer's country of residence.
Where personal information is transferred internationally, Stag Matrix seeks to ensure that appropriate contractual, technical and organisational safeguards are implemented to protect customer information.
Further information regarding international data transfers is provided in Section 8 of this Privacy Policy.
7.10 Security Expectations for Third-Party Providers
Stag Matrix seeks to engage service providers that demonstrate appropriate standards relating to:
Information security
Confidentiality
Privacy
Service reliability
Business continuity
Operational resilience
Where appropriate, supplier assessments, contractual obligations or other due diligence processes may be undertaken before engaging third-party providers.
7.11 Subprocessors
Certain third-party service providers act as subprocessors when processing customer information on behalf of Stag Matrix.
To promote transparency, Stag Matrix maintains a separate Subprocessor & Third-Party Services Register, available through the Stag Matrix Trust Centre.
This register identifies categories of subprocessors used to support the delivery of our Services and may be updated from time to time as our platform evolves.
7.12 No Sale of Personal Information
Stag Matrix does not sell, rent or trade customer personal information to third parties for their own independent marketing or commercial purposes.
We do not permit third-party providers to use customer information for purposes unrelated to delivering the contracted services requested by Stag Matrix or our customers.
7.13 Customer Responsibility
Customers remain responsible for determining:
Which third-party integrations are enabled.
Which information is shared through those integrations.
Whether the selected integrations comply with applicable privacy legislation.
Whether additional notices or consents are required before sharing information with third-party services.
Customers should carefully review the privacy practices of any third-party services they choose to connect to their Stag Matrix account.
7.14 Changes to Third-Party Providers
As the Stag Matrix platform continues to evolve, new technologies and service providers may be introduced to improve functionality, security and customer experience.
Accordingly, the categories of third-party providers used by Stag Matrix may change from time to time.
Material changes affecting the processing of personal information will be reflected in this Privacy Policy and, where appropriate, the Stag Matrix Subprocessor & Third-Party Services Register.
8. International Data Transfers
8.1 Overview
Stag Matrix provides cloud-based Software-as-a-Service (SaaS) solutions that may involve the processing, storage or transmission of personal information across multiple jurisdictions.
Depending on the Services used, customer configuration and authorised third-party integrations, personal information may be transferred to, stored in or accessed from countries outside the customer's country or region.
Stag Matrix is committed to implementing appropriate safeguards to protect personal information whenever international transfers occur.
8.2 Why International Transfers May Occur
International data transfers may occur for purposes including:
Cloud hosting and infrastructure services
Platform operations
Disaster recovery and backup services
Email delivery
SMS and voice communications
Artificial Intelligence processing
Customer support
Technical monitoring
Security monitoring
Performance optimisation
Customer-authorised third-party integrations
Transfers occur only where reasonably necessary to provide the requested Services.
8.3 Customer-Authorised Transfers
Customers may choose to enable third-party integrations or services that process information in other jurisdictions.
Examples include:
Email providers
Messaging platforms
Calendar services
Payment providers
Artificial Intelligence services
Advertising platforms
Social media integrations
Analytics platforms
Where customers authorise such integrations, they acknowledge that personal information may be transferred to those providers in accordance with the provider's own privacy practices and service terms.
Customers are responsible for assessing whether their selected integrations satisfy their own regulatory and business requirements.
8.4 Safeguards for International Transfers
Where personal information is transferred internationally, Stag Matrix seeks to implement appropriate technical, contractual and organisational safeguards designed to protect personal information.
These safeguards may include:
Secure encrypted communications
Access controls
Role-based permissions
Confidentiality obligations
Supplier due diligence
Information security controls
Contractual data protection obligations
Ongoing supplier monitoring
The safeguards implemented will depend on the nature of the Services being provided and the applicable legal requirements.
8.5 Compliance with Applicable Laws
Stag Matrix seeks to support compliance with applicable privacy and data protection legislation relating to international transfers.
Depending on the customer's location and regulatory requirements, this may include implementing appropriate contractual, technical or organisational measures designed to protect transferred personal information.
Customers remain responsible for determining whether additional contractual requirements or regulatory obligations apply to their own business operations.
8.6 Customer Responsibilities
Customers are responsible for:
Understanding the jurisdictions in which their own business operates.
Determining whether international data transfers are appropriate for their organisation.
Assessing regulatory obligations applicable to their business.
Configuring regional settings where available.
Reviewing the privacy practices of third-party integrations they authorise.
Where customers operate in regulated industries or jurisdictions with specific data residency requirements, they should discuss those requirements with Stag Matrix before implementation.
8.7 Data Residency
Stag Matrix is committed to providing transparent information regarding the geographic location of customer data.
Customer information processed through the Stag Matrix platform is hosted within enterprise cloud infrastructure operated by our authorised technology providers.
At the time of publication of this Privacy Policy, Stag Matrix does not intentionally host or store customer production data within data centres located in Mainland China.
Customer data is processed and stored within infrastructure operated in jurisdictions supported by our authorised cloud platform and service providers.
Should future customer requirements necessitate alternative regional deployments or data residency options, Stag Matrix will evaluate such requests based on technical capability, contractual obligations and applicable legal requirements.
Customers with specific data sovereignty, government, financial services or regulatory requirements are encouraged to discuss these requirements with Stag Matrix during the procurement or implementation process.
Any material change to the regions in which customer production data is hosted will be reflected in the Stag Matrix Trust Centre and supporting documentation where appropriate.
8.8 Security During Transfer
Stag Matrix applies appropriate security measures designed to protect personal information during transmission between users, customer systems and supporting infrastructure.
These measures may include:
Industry-standard encryption in transit
Secure authentication mechanisms
Network security controls
Secure API communications
Identity verification
Monitoring and logging of security events
These controls are intended to reduce the risk of unauthorised access during the transfer of information.
8.9 Business Continuity
Certain international transfers may occur as part of business continuity or disaster recovery operations.
For example, customer information may be replicated, backed up or restored using geographically distributed infrastructure to improve service resilience and minimise disruption.
Such activities are undertaken solely to support the secure operation and continuity of the Stag Matrix platform.
8.10 Future Changes
As cloud technologies, customer requirements and applicable privacy legislation continue to evolve, the locations in which information is processed or stored may change.
Stag Matrix will update this Privacy Policy where material changes affect the processing of personal information and, where required by applicable law, will provide appropriate notice to customers.
Customers with specific international data transfer requirements are encouraged to contact Stag Matrix prior to implementing the Services to discuss available options.
9. Data Security
9.1 Our Commitment
Protecting customer information is a fundamental responsibility of Stag Matrix.
We are committed to maintaining appropriate administrative, technical and organisational safeguards designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.
Our security approach combines enterprise-grade cloud infrastructure, operational controls and customer security best practices to support the confidentiality, integrity and availability of customer information.
9.2 Security Framework
Stag Matrix applies a layered approach to information security that includes:
Secure cloud infrastructure
Encryption technologies
Identity and access management
Authentication controls
Role-based permissions
Network security
Continuous monitoring
Audit logging
Backup and disaster recovery
Operational security procedures
These measures are regularly reviewed and enhanced as technology, security threats and regulatory requirements evolve.
9.3 Encryption
Stag Matrix seeks to protect customer information using industry-recognised encryption technologies.
This includes protecting information:
During Transmission
Information transmitted between users, customer systems and the Stag Matrix platform is protected using secure encrypted communication protocols.
While Stored
Customer information stored within the platform is protected using industry-standard encryption technologies designed to reduce the risk of unauthorised access.
Where supported by the underlying technology platform, passwords and authentication credentials are securely protected using one-way hashing or equivalent security mechanisms.
9.4 Identity & Access Management
Access to customer information is controlled using authentication and authorisation mechanisms designed to ensure that users access only the information necessary for their assigned responsibilities.
Platform capabilities include:
Individual user accounts
Role-based access control
User permission management
Team-based access
Customer ownership controls
Authentication controls
Account activity monitoring
Audit history
Customers remain responsible for configuring user permissions appropriate to their organisation.
9.5 Operational Security
Stag Matrix implements operational procedures designed to support the secure delivery of our Services.
These procedures may include:
User onboarding and offboarding processes
Access reviews
Change management
Incident management
Security awareness practices
Vendor management
Platform monitoring
Service maintenance procedures
Access to customer information is limited to authorised personnel who require such access to perform their duties.
9.6 Infrastructure Security
The Stag Matrix platform operates on enterprise-grade cloud infrastructure provided by authorised technology platform providers.
Infrastructure security includes measures designed to support:
High availability
Network protection
Infrastructure redundancy
Service resilience
Secure hosting
Monitoring and alerting
Backup operations
Disaster recovery
The underlying infrastructure provider maintains responsibility for the security of the hosting environment, while Stag Matrix remains responsible for platform configuration, customer implementation and operational management.
9.7 Monitoring & Logging
To help maintain the security and integrity of the platform, Stag Matrix may monitor operational events including:
Login activity
Authentication events
Platform errors
System performance
Security alerts
API activity
Workflow execution
Administrative actions
Monitoring information assists in identifying operational issues, improving service reliability and investigating suspected security incidents.
9.8 Security Incident Management
Stag Matrix maintains procedures for responding to actual or suspected security incidents.
Where a security incident affecting customer information is identified, we seek to:
Investigate the incident promptly.
Assess the scope and potential impact.
Contain and mitigate the issue.
Restore normal operations where appropriate.
Notify affected customers where required by applicable law or contractual obligations.
Review and improve security controls following the incident.
9.9 Business Continuity & Disaster Recovery
Business continuity forms an important part of our security programme.
The Stag Matrix platform is supported by infrastructure and operational processes designed to minimise service disruption.
These measures may include:
Infrastructure redundancy
Backup procedures
Disaster recovery planning
Service monitoring
Operational resilience
Recovery testing where appropriate
9.10 Customer Security Responsibilities
Security is a shared responsibility.
Customers are responsible for implementing appropriate internal security controls, including:
Protecting login credentials.
Using strong passwords.
Enabling Multi-Factor Authentication (MFA) where available.
Managing user permissions.
Reviewing user access regularly.
Maintaining secure endpoint devices.
Protecting internal networks.
Training authorised users.
Complying with applicable privacy legislation.
Failure to implement appropriate customer security controls may increase the risk of unauthorised access to customer accounts.
9.11 Third-Party Service Providers
Stag Matrix works with authorised technology platform providers and service providers that support the secure delivery of our Services.
Where customer information is processed by authorised providers, Stag Matrix seeks to ensure that appropriate contractual, operational and security measures are maintained to protect customer information.
Further information regarding subprocessors is available in the Stag Matrix Subprocessor & Third-Party Services Register.
9.12 Security Testing & Continuous Improvement
Information security is an ongoing process.
Stag Matrix regularly reviews its operational practices, platform configuration and supporting technologies to improve security, reliability and resilience.
As technology evolves and new threats emerge, we may implement additional security measures, operational controls or infrastructure enhancements designed to strengthen the protection of customer information.
9.13 Limitation of Security
While Stag Matrix applies reasonable and appropriate safeguards designed to protect customer information, no method of electronic transmission, cloud storage or information processing can be guaranteed to be completely secure.
Accordingly, Stag Matrix cannot guarantee absolute security.
Customers are encouraged to implement appropriate organisational security measures in conjunction with the security features provided by the Stag Matrix platform.
9.14 Reporting Security Concerns
Customers who believe they have identified a security vulnerability, unauthorised access or suspected security incident relating to the Stag Matrix platform should notify us immediately.
Security reports may be submitted to our Security Team Email: [email protected]
We treat all security reports seriously and will investigate reported issues in accordance with our incident management procedures.
10. Data Retention
10.1 Overview
Stag Matrix retains personal information only for as long as it is reasonably necessary to:
Provide the requested Services.
Maintain customer accounts.
Fulfil contractual obligations.
Support business operations.
Meet legal, regulatory and taxation requirements.
Resolve disputes.
Enforce contractual rights.
Protect the security and integrity of the Stag Matrix platform.
Once personal information is no longer required, Stag Matrix seeks to securely delete, anonymise or otherwise dispose of the information in accordance with applicable legal and operational requirements.
10.2 Customer Account Information
Customer account information is generally retained while an active subscription or contractual relationship exists.
This may include:
Account details
User profiles
Subscription information
Billing information
Platform configuration
User permissions
Customer preferences
Retention of this information enables Stag Matrix to provide ongoing access to the Services and maintain continuity of customer operations.
10.3 Customer CRM Data
Information uploaded by customers into the Stag Matrix platform remains under the customer's control.
This may include:
Contact records
Leads
Opportunities
Customer notes
Communication history
Workflow data
Files and documents
Marketing information
Custom fields
AI-generated content
Reporting information
Customer data is retained for the duration of the customer's active use of the Services unless otherwise instructed by the customer or required by applicable law.
10.4 Communication Records
Communication records generated through the Stag Matrix platform may be retained for operational purposes, including:
Email communications
SMS messages
Live Chat conversations
WhatsApp Business communications
Voice call records
Voicemail
Customer support interactions
Appointment history
Retention periods may vary depending on:
Customer configuration
Platform functionality
Legal obligations
Operational requirements
10.5 Backup Data
To support business continuity and disaster recovery, customer information may continue to exist within secure backup systems for a limited period after deletion from active production systems.
Backup information:
Is retained only for operational recovery purposes.
Is protected using appropriate security controls.
Is not ordinarily accessible for day-to-day operational use.
Is deleted or overwritten in accordance with backup lifecycle management processes.
10.6 Account Termination
Upon termination or expiry of a customer's subscription:
Customers are encouraged to export any information they wish to retain before account closure.
Following termination:
Access to the Services may be suspended or removed.
Customer information may remain temporarily available in accordance with operational processes.
Data may subsequently be securely deleted or anonymised in accordance with applicable contractual, operational and legal requirements.
Certain information may continue to be retained where required to:
Comply with legal obligations.
Resolve disputes.
Enforce contractual rights.
Maintain financial records.
Protect against fraud or abuse.
10.7 Customer Deletion Requests
Customers may request deletion of personal information processed by Stag Matrix where permitted under applicable law.
Where Stag Matrix acts as a Data Processor, requests relating to customer-uploaded information should generally be directed to the relevant customer acting as the Data Controller.
Deletion requests will be assessed in accordance with:
Applicable privacy legislation.
Contractual obligations.
Operational requirements.
Legitimate business interests.
10.8 Legal Retention Requirements
Certain categories of information may be retained beyond normal operational periods where required by law.
Examples may include:
Financial records.
Taxation records.
Audit records.
Security logs.
Legal correspondence.
Compliance documentation.
Retention periods for such information are determined by applicable legal and regulatory obligations.
10.9 De-Identification and Anonymisation
Where practical and permitted by law, Stag Matrix may retain information in an aggregated, statistical or de-identified form for purposes such as:
Product improvement.
Service analytics.
Platform performance monitoring.
Capacity planning.
Business reporting.
Research and development.
Such information is not intended to identify individual users.
10.10 Customer Responsibilities
Customers are responsible for:
Managing the information they upload to the platform.
Exporting information prior to account closure where required.
Determining appropriate retention periods for their own business operations.
Complying with applicable legal obligations regarding record retention and deletion.
Responding to data subject requests where they act as the Data Controller.
Stag Matrix provides the technical platform but does not determine the retention policies applicable to customer-uploaded information beyond the operation of the Services.
10.11 Secure Disposal
When personal information is no longer required and no legal or contractual obligation exists to retain it, Stag Matrix seeks to securely remove, anonymise or otherwise dispose of the information using processes appropriate to the nature of the information and the storage environment.
This may include:
Secure deletion from production systems.
Scheduled removal from operational databases.
Secure overwrite during backup lifecycle management.
Anonymisation or de-identification where appropriate.
10.12 Changes to Data Retention Practices
As technology, legal requirements and business operations evolve, Stag Matrix may update its data retention practices from time to time.
Material changes affecting customer information will be reflected in this Privacy Policy and, where appropriate, communicated to customers in accordance with applicable law.
Customers with contractual, regulatory or industry-specific data retention requirements are encouraged to discuss these requirements with Stag Matrix prior to implementation of the Services.
11. Your Privacy Rights
11.1 Overview
Stag Matrix respects the privacy rights of individuals and is committed to providing reasonable access to personal information in accordance with applicable privacy and data protection legislation.
Depending on your location, your relationship with Stag Matrix, and the manner in which your personal information is processed, you may have certain rights regarding your personal information.
Where Stag Matrix acts as a Data Processor on behalf of our customers, requests relating to customer-uploaded information should generally be directed to the relevant customer acting as the Data Controller.
11.2 Right to Access
You may request confirmation of whether Stag Matrix processes your personal information and, where applicable, request access to the personal information we hold about you.
Where permitted by law, we may request reasonable proof of identity before providing access to personal information.
Access requests will be handled within a reasonable timeframe and in accordance with applicable legal requirements.
11.3 Right to Correction
You may request that inaccurate, incomplete or outdated personal information be corrected or updated.
Where appropriate, Stag Matrix will take reasonable steps to ensure that personal information remains accurate and current.
Customers using the Stag Matrix platform are responsible for maintaining the accuracy of information stored within their own CRM environments.
11.4 Right to Deletion
Subject to applicable legal, contractual and operational obligations, you may request that personal information be deleted.
Deletion requests may not always be possible where information must be retained for purposes such as:
Compliance with legal obligations.
Financial record keeping.
Fraud prevention.
Security investigations.
Contract enforcement.
Protection of legal rights.
Where Stag Matrix acts solely as a Data Processor, deletion requests should generally be submitted directly to the customer responsible for the information.
11.5 Right to Restrict Processing
Where permitted under applicable law, you may request that the processing of your personal information be temporarily restricted in certain circumstances.
Examples may include:
Where the accuracy of information is being verified.
Where processing is disputed.
Where information is required for legal proceedings.
Where processing is believed to be unlawful.
During any approved restriction period, information may continue to be stored where required by law but may not be actively processed except where legally permitted.
11.6 Right to Object
Where applicable law permits, you may object to certain types of processing of your personal information.
This may include objections relating to:
Direct marketing.
Certain automated processing activities.
Processing based upon legitimate interests.
Stag Matrix will consider such requests in accordance with applicable legal requirements and our legitimate business obligations.
11.7 Right to Withdraw Consent
Where processing is based on your consent, you may withdraw that consent at any time.
Examples may include:
Marketing communications.
Newsletter subscriptions.
Promotional updates.
Optional cookies and tracking technologies.
Withdrawal of consent will not affect the lawfulness of processing undertaken before consent was withdrawn.
Please note that certain Services may no longer be available where consent is withdrawn for processing that is essential to the delivery of those Services.
11.8 Right to Data Portability
Where applicable law provides this right, you may request a copy of certain personal information in a structured, commonly used and machine-readable format.
This right generally applies only where:
The information was provided directly by you.
Processing is based on consent or contractual necessity.
Processing is carried out by automated means.
Customers using the Stag Matrix platform may also export their CRM information using platform tools where available.
11.9 Automated Decision-Making
Stag Matrix provides AI-powered automation and workflow tools designed to assist customers in improving business efficiency.
While automated processes may assist customers in making business decisions, Stag Matrix does not intentionally make legally binding decisions about individuals solely through automated processing without appropriate human oversight.
Customers remain responsible for reviewing AI-generated outputs and determining how they are used within their own business operations.
11.10 Exercising Your Rights
Individuals wishing to exercise their privacy rights may contact Stag Matrix using the contact details provided in this Privacy Policy.
To protect customer privacy and prevent unauthorised disclosure, Stag Matrix may request reasonable verification of identity before responding to privacy requests.
Requests will be assessed and responded to in accordance with applicable privacy legislation.
11.11 Complaints
If you believe that Stag Matrix has not handled your personal information appropriately, you may submit a privacy complaint.
We are committed to investigating complaints fairly and responding within a reasonable timeframe.
Where a complaint cannot be resolved directly with Stag Matrix, you may have the right to refer the matter to the relevant privacy regulator or supervisory authority in your jurisdiction.
11.12 Where Stag Matrix Acts as a Data Processor
For most customer information processed within the Stag Matrix CRM platform, Stag Matrix acts as a Data Processor.
In these situations:
The customer determines why the information is collected.
The customer determines how the information is used.
The customer determines applicable retention periods.
The customer is responsible for responding to most privacy rights requests.
If your personal information has been collected by one of our customers using the Stag Matrix platform, you should normally contact that organisation directly to exercise your privacy rights.
Stag Matrix will provide reasonable assistance to our customers where required to support their compliance with applicable privacy legislation.
11.13 Our Commitment
Stag Matrix is committed to respecting the privacy rights of individuals and supporting our customers in meeting their own privacy obligations.
We continually review our privacy practices and platform capabilities to help customers manage personal information responsibly, transparently and securely.
12. Children's and Minors' Privacy
12.1 Overview
Stag Matrix provides enterprise software, Customer Relationship Management (CRM), marketing automation and Artificial Intelligence (AI) solutions intended for use by businesses, government agencies, educational institutions and other organisations.
Our Services are not designed for, marketed to or intended to be used directly by children or minors.
12.2 Age Requirements
Individuals using the Stag Matrix website or platform should have the legal capacity to enter into a binding agreement or otherwise be authorised to use the Services on behalf of an organisation.
Stag Matrix does not knowingly collect personal information directly from children or minors for its own business purposes.
12.3 Customer-Controlled Information
Customers using the Stag Matrix platform may, depending on the nature of their organisation or industry, choose to collect, store or process personal information relating to children or minors.
Examples include:
· Educational institutions
· Childcare providers
· Healthcare providers
· Sporting organisations
· Community organisations
· Government agencies
In these circumstances:
· The customer acts as the Data Controller (or equivalent under applicable law).
· The customer determines the purposes for collecting and processing personal information.
· The customer is responsible for obtaining any required consent from a parent, legal guardian or authorised representative where required by law.
· The customer is responsible for complying with all applicable child protection, education, healthcare, privacy and data protection legislation.
Stag Matrix processes such information solely in accordance with the customer's instructions and applicable contractual obligations.
12.4 Unintentional Collection
If Stag Matrix becomes aware that personal information has been collected directly from a child or minor in circumstances where such collection was not intended or authorised, we will take reasonable steps to investigate the matter and, where appropriate, delete the information in accordance with applicable legal obligations.
Parents, legal guardians or authorised representatives who believe that a child or minor has provided personal information directly to Stag Matrix without appropriate authorisation are encouraged to contact our Privacy Officer using the contact details provided in this Privacy Policy.
12.5 Customer Responsibility
Customers who use the Stag Matrix platform to collect, store or process personal information relating to children or minors remain solely responsible for ensuring that:
· Appropriate privacy notices are provided to parents, legal guardians or authorised representatives where required.
· Necessary consent has been obtained where applicable.
· Personal information is collected lawfully.
· Appropriate security controls are implemented.
· Applicable child protection, education, healthcare, privacy and data protection legislation is complied with.
Stag Matrix provides the technology platform but does not determine whether a customer has a lawful basis for processing personal information relating to children or minors.
12.6 Safeguarding Personal Information
Where customer information relating to children or minors is processed through the Stag Matrix platform, such information is protected using the same administrative, technical and organisational security measures applied to all personal information processed through our Services.
Due to the potentially sensitive nature of such information, Stag Matrix encourages customers to implement enhanced governance measures, including:
· Restricting access to authorised personnel only.
· Applying role-based access controls.
· Reviewing user permissions regularly.
· Maintaining appropriate audit records.
· Applying additional internal policies where required by law or industry standards.
12.7 Updates to this Section
Privacy legislation relating to children and minors continues to evolve across different jurisdictions.
Accordingly, Stag Matrix may update this section of the Privacy Policy from time to time to reflect changes in legal requirements, regulatory guidance, industry standards or operational practices.
Customers whose organisations routinely collect or process personal information relating to children or minors are encouraged to review this Privacy Policy periodically and ensure their own internal privacy practices remain compliant with applicable laws.
13. Changes to this Privacy Policy
13.1 Commitment to Continuous Improvement
Stag Matrix is committed to maintaining a Privacy Policy that accurately reflects our business operations, technology, security practices and applicable legal obligations.
As our Services continue to evolve, we may update this Privacy Policy from time to time to ensure it remains current, transparent and aligned with applicable privacy and data protection requirements.
13.2 Reasons for Updates
This Privacy Policy may be updated for a variety of reasons, including but not limited to:
Introduction of new products or services.
New platform features or functionality.
Changes to customer support processes.
Changes to our technology platform or authorised service providers.
Security enhancements.
Changes to applicable privacy or data protection legislation.
Regulatory guidance.
Industry best practices.
Business restructuring.
Operational improvements.
Updates are intended to ensure that this Privacy Policy continues to accurately describe how Stag Matrix collects, uses, stores and protects personal information.
13.3 Notification of Material Changes
Where a material change affects the way personal information is collected, processed, shared or protected, Stag Matrix will take reasonable steps to notify customers using one or more of the following methods:
Publication of the updated Privacy Policy on the Stag Matrix website.
Notification through the Stag Matrix Trust Centre.
Email notification to registered account administrators.
Platform notifications.
Customer support communications.
The method of notification may vary depending on the significance of the changes and any applicable legal requirements.
13.4 Effective Date
Unless otherwise stated, updates to this Privacy Policy become effective from the date they are published.
Continued use of the Stag Matrix Services after the effective date constitutes acceptance of the updated Privacy Policy, except where applicable law requires additional notice or consent.
13.5 Version Control
Each published version of this Privacy Policy includes:
Version number.
Publication date.
Last updated date.
Where appropriate, Stag Matrix may maintain a summary of significant changes to assist customers in understanding revisions between versions.
13.6 Customer Responsibility
Customers are encouraged to review this Privacy Policy periodically to remain informed about how Stag Matrix protects and processes personal information.
Customers operating in regulated industries or jurisdictions with specific privacy obligations should ensure that they also review updates to any related documents published within the Stag Matrix Trust Centre, including:
Enterprise Security Overview
Data Processing Agreement (DPA)
Service Level Agreement (SLA)
Responsible AI Policy
Vendor Security & Compliance Response Pack
Subprocessor & Third-Party Services Register
13.7 Historical Versions
Where practical, Stag Matrix may retain previous versions of this Privacy Policy for reference and governance purposes.
Archived versions may be made available upon reasonable request or through the Stag Matrix Trust Centre where appropriate.
13.8 Questions About This Policy
If you have any questions regarding this Privacy Policy or any changes made to it, please contact the Stag Matrix Privacy Officer using the contact details provided in Section 14 of this Privacy Policy.
We are committed to providing clear and transparent information regarding our privacy practices and will make reasonable efforts to respond to enquiries in a timely manner.
14. Contact Information
14.1 Privacy Enquiries
Stag Matrix is committed to maintaining transparent and responsible privacy practices.
If you have any questions regarding this Privacy Policy, the way we collect or process personal information, or your privacy rights, please contact our Privacy Officer.
Privacy Officer
Email: [email protected]
Website: https://www.stagmatrix.com
Trust Centre: https://www.stagmatrix.com/trust
14.2 Security Enquiries
If you wish to report a suspected security vulnerability, unauthorised access, data breach or other information security concern relating to the Stag Matrix platform, please contact our Security Team.
Security Team
Email: [email protected]
Security reports will be reviewed promptly in accordance with our internal incident response procedures.
Customers are encouraged to provide sufficient information to assist us in investigating the reported issue.
14.3 Customer Support
For technical assistance, platform support, account enquiries or implementation assistance, please contact our Customer Success Team.
Customer Success
Email: [email protected]
Website: https://www.stagmatrix.com
Support requests are handled in accordance with the applicable Service Level Agreement (SLA) and customer support plan.
14.4 Privacy Requests
Individuals wishing to exercise their privacy rights, including requests for:
Access to personal information
Correction of inaccurate information
Deletion of personal information
Restriction of processing
Withdrawal of consent
Data portability (where applicable)
may submit their request by contacting the Privacy Officer using the details above.
To protect personal information, Stag Matrix may request reasonable proof of identity before processing privacy requests.
Where Stag Matrix acts solely as a Data Processor on behalf of a customer, individuals may be directed to contact the relevant customer acting as the Data Controller.
14.5 Regulatory Enquiries
Where required by applicable law, individuals who are not satisfied with Stag Matrix's response to a privacy concern may have the right to lodge a complaint with the relevant privacy regulator or supervisory authority within their jurisdiction.
Stag Matrix encourages individuals to contact us first so that we may have the opportunity to investigate and resolve any concerns promptly and fairly.
14.6 Trust Centre
Additional information regarding the security, privacy and compliance practices of the Stag Matrix platform is available through the Stag Matrix Trust Centre, including:
Enterprise Security Overview
Vendor Security & Compliance Response Pack
Privacy Policy
Data Processing Agreement (DPA)
Service Level Agreement (SLA)
Responsible AI Policy
Subprocessor & Third-Party Services Register
The Trust Centre is maintained as the primary source of information relating to the governance, security and compliance framework supporting the Stag Matrix platform.
14.7 Document Information
Document Name
Privacy Policy
Document Version
Version 2.0
Effective Date
1 July 2025
Last Updated
1 July 2025
Document Owner
Stag Matrix
Next Scheduled Review
1 July 2027, or earlier if required due to legal, regulatory or operational changes.
© 2026 Stag Matrix. All rights reserved.
This Privacy Policy forms part of the Stag Matrix Trust Centre and should be read together with the Stag Matrix Terms of Service, Enterprise Security Overview, Data Processing Agreement (DPA), Service Level Agreement (SLA), Responsible AI Policy and other applicable policies published by Stag Matrix.