PRIVACY POLICY
Last update: May 2020
THIS POLICY
This Privacy Policy sets out how we, Holomatrix, collect, store and use information about you when you use or interact with Holomatrix.com (our website) and where we otherwise obtain or collect information about you. This Privacy Policy is effective from June 2020. If you have any questions about this Privacy Policy, you can contact our data protection officer by emailing monique@holomatrix.com.
PERSONAL INFORMATION WE COLLECT
INFORMATION PROVIDED BY YOU
When you register for an account with Holomatrix you provide your name, email address, password, delivery address and payment information e.g. your credit or debit card details and billing postcode. Through your use of the service you may also choose to provide your product feedback in the form of star ratings and comments.
We collect information you voluntarily provide to us, such as your name, phone number and email address when you contact our Customer Care team.
INFORMATION OBTAINED FROM OTHER SOURCES
We may receive information about you from social media platforms when you interact with us on those platforms.
HOW WE USE PERSONAL INFORMATION
PROVIDING THE HOLOMATRIX SERVICE
We process your personal information in order to provide you with the service you have requested from us and signed up for. This processing is necessary for the performance of our agreement with you and helps us provide you with the best possible experience of Holomatrix. We also use your data to develop aggregate analysis and business intelligence that enables us to operate, make informed decisions about, and report on the performance of our business. We have a legitimate interest in processing your data for these reasons and it is often necessary for the fulfillment of our contract with you.
TAKING CARE OF OUR CUSTOMERS
To help provide you with the best possible customer care we collect certain data by email or using our contact us form and make tools available to our Customer Care team that process your personal data to help us respond to your enquiries, to investigate and diagnose problems with your service and to help manage your account.
We do not routinely offer customer care by telephone but should you contact us by phone, we may collect your phone number and any information provide to us during your conversation with us. We do not record phone calls.
If you contact us by post, we will collect any information you provide to us in any postal communications you send us however we will not keep physical copies of your communication any longer than is strictly necessary to handle your enquiry.
We have a legitimate interest in processing your data for these reasons and it is often necessary for the fulfillment of our contract with you.
WEBSITE AND ITS IMPROVEMENTS
We collect and store server logs to improve network, server and database security. This includes analysing log files to help identify and prevent unauthorised access to our network, the distribution of malicious code, denial of services attacks, fraud and other attacks, by detecting unusual or suspicious activity.
We also analyse how our website users interact with our website and its features. For example, we analyse total visitor numbers and unique visitors, the time and date of the visit, whether certain pages or sequences of pages were visited, whether a visit resulted in a subscription to our service, the operating system and browser used and approximately where visitors are when they are accessing our websites. We use the information gathered from the analysis of this information to improve our websites.
We have a legitimate interest in improving our websites so that we can provide a better experience for existing customers and to attract new customers to our service.
COMMUNICATION AND MARKETING
We use the data we collect to deliver and personalise our communications with you. For example, we may contact you by email to inform you about new products, special offers or to invite you to take part in a survey or provide product feedback. This processing is necessary to serve our legitimate interest. As a subscriber to Holomatrix you can opt-out of these emails at any time by visiting your email settings.
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TYPE OF EMAIL |
LAWFUL BASIS |
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Transactional emails Welcome email, payment emails, forgotten password email, cancellation confirmation email, important announcements about service or security |
Legitimate interest These communications are fundamental to providing your service and you cannot unsubscribe from these emails while remaining a customer of Holomatrix. |
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Newsletters and special announcements
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Legitimate interest These emails are part of our product and the service you have subscribed to. |
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Feedback and satisfaction surveys Customer surveys |
Legitimate interest Responses to these emails help us improve hour products and your service. |
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Rate your box emails Product ratings and feedback emails |
Legitimate interest Responses to these emails help us improve our products and your service. |
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Special offers from Holomatrix
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Legitimate interest These offers will only related to the product you currently buy from us and are part of the service that we offer. |
We may also choose to send carefully selected emails from trusted third parties. We will always choose offers that we believe you will genuinely be interested in and that are related to your experience of Holomatrix and we will only send you these messages if you specifically provide consent for us to do so. You can withdraw that consent at any time by visiting your email settings and this will not impact your service in any way. Note we will never transfer your details to the 3rd party for the email to be sent.
We also use cookies and similar technologies to provide the most relevant advertising to you. Please see Use of automated decision making for display advertising below.
HOW WE SHARE PERSONAL INFORMATION
Holomatrix does not and will never sell personal information about our customers. We do, however, share your personal information with a number of 3rd parties where strictly necessary to operate as a business and provide the service you ordered. We may share information with the following types of third parties:
THIRD PARTY VENDORS
Holomatrix uses a variety of third-party vendors to carry out critical services like website hosting, online product purchases and shipping, credit card processing and email communications. We will only share your personal data when absolutely necessary. It is our legitimate interest to process your personal data for these purposes. We do not display the identities of our service providers for security and competitive reasons but if you have any questions please send an email to privacy@Holomatrix.com.
SALE OR MERGER
We may share your personal information in the event of a merger, acquisition, or sale of all or a portion of our assets. Of course, we shall notify you via email and/or a prominent notice on our website and inform you of your rights.
LEGAL DISCLOSURE
When legally required, strictly necessary for the performance of the services or to protect our rights, or the rights of our affiliates or users, we disclose your personal information to law enforcement authorities, investigative organisations, our affiliates or in legal proceedings.
HOW LONG WE RETAIN YOUR INFORMATION
We will retain your personal information for as long as we deem it necessary to enable you to use the website, to provide your subscriptions to you, to comply with applicable laws (including those regarding document retention), resolve disputes with any parties and otherwise as necessary to allow us to conduct our business. All personal information we retain will be subject to this Privacy Statement and our internal retention guidelines. If you have a question about a specific retention period for certain types of personal information please send an email to monique@holomatrix.com.
HOW WE SECURE YOUR INFORMATION
While we are committed to protecting against the prevent loss, theft or misuse of your personal information and though we take all reasonable precautions to secure the personal information we collect, no system should be considered completely safe from compromise.
We store the personal data you provide on computer systems that have limited access, that are in controlled facilities and which have suitable backup policies in place. We ensure that our third-party data centre vendors provide adequate security measures. Additionally, your data is protected with encryption, such as Transport Layer Security (TLS), during transmission over the Internet.
Your password is stored using a one-way hash, which means that it cannot be recovered (or disclosed) by anyone, including Holomatrix, it can only be reset. To protect the confidentiality of your personal information, you must keep your password confidential and not disclose it to any other person. Please notify us immediately if you believe your password has been misused and note that we will never ask you to disclose your password in an unsolicited phone call or email.
If you send us any information by email you should be aware that email is not secure and as such could be read in transit within systems outside of our control. If you send us information in this manner you do so at your own risk. Though we cannot discuss the details of our security systems and policies if you have any questions please email privacy@Holomatrix.com and we will try to answer them.
YOUR RIGHTS AND CHOICES
YOUR RIGHTS
We want you to be in control of how your personal information is used by us. You have the following rights over your personal information that we hold:
- you can ask us for a copy of the personal information we hold about you
- you can inform us of any changes to your personal information, or if you want us to correct any of the personal information we hold about you – you can do this by logging in to your account or emailing our customer care team
- in some situations you can ask us to delete your personal information
- you can object to certain ways in which we are using your personal information and
- you can also request that we send your personal information to a third party of your choice
Where we are using your personal information on the basis of your consent, you are entitled to withdraw that consent at any time. Where we process your personal information based on legitimate interest or the public interest, you have the right to object at any time to that use of your personal information. If you are not satisfied with the way we have handled any enquiry relating to the way we process your personal information you have the right to complain to The Information Commissioner’s Office
YOUR CHOICES
You can opt out of receiving various types of email communications from Holomatrix by following the unsubscribe link in every email sent to you by us. You can also opt out by updating your Account email preferences however there are some emails that we will continue to send you: for example regarding meaningful changes to this policy, responding to routine customer care and transactional emails relating to your use of our service, including but not limited to welcome, forgotten password emails and payment failure emails.
You can adjust the amount of interest based advertising you may receive by changing your cookie settings and/or opting out of certain advertising networks. For more information see Cookies and similar technologies.
CHANGES TO OUR PRIVACY POLICY
We may modify or update this Statement when necessary, to reflect customer feedback and changes in our products and service. Please review it regularly. When we update this Statement, we will revise the ‘Last Update’ date at the top of the Statement. If there are material changes to the Statement or in how Holomatrix uses your personal data, we will inform you either by posting a notice of such changes, prior to them taking place, or by directly sending you a notification. We encourage you to regularly review this Statement to learn more how Holomatrix is using and protecting your information.
