Xmateria Ltd and its subsidiaries or affiliated companies, hereinafter referred as ‘Xmateria,’ respects your privacy. This policy outlines how we collect, process, use, and disclose your personal data.
Contact: Xmateria is headquartered in London in the United Kingdom. Xmateria has not appointed an internal data protection officer as our processing is not of a type or scale that requires one. However, should you have any questions or concerns about our personal data policies or practices, you can get in touch at the following address:
Xmateria Ltd
15 Burghley Avenue
New Malden
KT3 4SW
United Kingdom
privacy@xmateria.com
How we use your information: We will only collect and process your personal data when it is necessary for the performance of a contract with you, when we have a legitimate interest in processing your personal data, or when we have obtained your explicit consent to do so. We may also process your personal data to comply with legal obligations or to protect your vital interests or the vital interests of another person.
We will only use your personal data for the purposes for which it was collected, and we will not process your personal data in a way that is incompatible with those purposes. We will also take appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction.
Xmateria may share your personal data with third-party service providers who process your data on our behalf, such as IT support and hosting providers, payment processors, and marketing agencies. We may also share your personal data with our business partners or affiliates if necessary to fulfil a contract or provide a service to you.
We may disclose your personal data if required by law or if we believe that such disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or comply with a judicial proceeding, court order or legal process.
In some cases, we may transfer your personal data to countries outside the European Economic Area (EEA) that do not have the same data protection laws. When we do so, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable laws, such as standard contractual clauses approved by the European Commission or other appropriate safeguards.
We will not sell, rent, or lease your personal data to third parties for marketing purposes without your explicit consent.
We may use your personal information to interact with you on third party social networks. Our interactions with you on a third-party social network are subject to that network’s privacy policies and terms of use.
Lawful basis for processing: We rely on a number of lawful bases for collecting and using personal data and/or special category data, depending on the specific processing activity. These lawful bases include:
1. Consent: where we have obtained your explicit consent to process your personal data for a specific purpose, such as direct marketing.
2. Contractual necessity: where we need to process your personal data in order to perform a contract with you or to take steps at your request prior to entering into a contract.
3. Legal obligation: where we need to process your personal data in order to comply with a legal obligation, such as tax or regulatory requirements.
4. Legitimate interests: where we have a legitimate interest in processing your personal data, such as for the purposes of improving our products or services, ensuring the security of our systems, or detecting and preventing fraud.
In the case of special category data, we will only process such data where we have a specific legal basis for doing so, such as where you have given your explicit consent, where the processing is necessary for the establishment, exercise, or defence of legal claims, or where the processing is necessary for reasons of substantial public interest.
Transfer of data: Xmateria may transfer your personal data to countries or organisations outside the European Union (EU) or the European Economic Area (EEA) where necessary for the provision of our services or products to you. When we do so, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with the European Commission under Article 45 of the UK GDPR.
By providing us with your personal data, you agree to the transfer of your personal data outside the EU or EEA, where necessary, for the purposes described in our privacy policy.
If you have any questions or concerns about how we transfer your personal data outside the EU or EEA, please contact us.
Retention of data: Xmateria will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected unless a longer retention period is required or permitted by law. The length of time for which we retain your personal data will depend on the specific purposes for which it was collected.
We will keep your personal data for the duration of any contract between us, and for a reasonable period of time thereafter, in order to fulfil any contractual obligations, to resolve disputes, or to enforce our agreements.
In addition, we may retain your personal data for a period required by applicable laws or regulations, or for legitimate business purposes, such as maintaining records for tax, accounting, or compliance purposes.
When we no longer need to retain your personal data, we will securely delete or destroy it in accordance with our data retention policy and applicable laws and regulations.
Individual rights: As an individual, you have certain rights with respect to your personal data, which are outlined below:
1. Right to access: You have the right to request access to the personal data we hold about you, as well as information about how we process it.
2. Right to rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right to request that we rectify or complete it.
3. Right to erasure: You have the right to request that we delete your personal data, where it is no longer necessary for the purposes for which it was collected, where you withdraw your consent, or where there is no lawful basis for us to continue processing it.
4. Right to restriction: You have the right to request that we restrict the processing of your personal data, where you contest the accuracy of the data, where you object to the processing of the data, or where the data is no longer needed for the original purposes but is required for legal claims.
5. Right to data portability: You have the right to receive a copy of your personal data, in a structured, commonly used, and machine-readable format, and to transmit that data to another controller where technically feasible.
6. Right to opt out: You have the right to choose not to provide the personally identifiable information or information sought to be collected.
7. Right to withdraw: If your personal data is processed based on your consent, you may withdraw your consent any time, without affecting the lawfulness of our processing based on such consent before was withdrawn.
To exercise any of these rights, please contact us. We will respond to your request in accordance with applicable data protection laws and regulations.
Please note that we may require certain information from you in order to verify your identity before processing your request.
Right to object: You have the right to object to the processing of your personal data where we are relying on our legitimate interests as the legal basis for processing, or where we are using the data for direct marketing purposes.
Authenticity: Xmateria shall not be responsible for the authenticity of your personal data, and it is your duty to ensure that the information provided is authentic.
Cookies and other technologies: Our website uses cookies. A cookie is a text-only string of information that a website transfers to the cookie file of the browser on your computer’s hard disk so that website can remember who you are. We use cookies to enable Google Analytics to track how you use our website. The first time you visit our website, you will have the choice to either accept or reject the use of these cookies.
Links to third party websites: Our website may contain links to other sites including social media sites, whose information practices may be different from ours. You should read such third party’s websites privacy notices and Xmateria does not control those sites or their privacy practices. We do not endorse or make any representations about third-party websites.
Our commitment to security: Xmateria utilises appropriate physical, technical and administrative procedures to safeguard the information we collect. Xmateria takes reasonable steps to ensure that all dealings in personally identifiable information are processed fairly and lawfully after receiving the consent of the information provider.
Complaint: You have the right to lodge a complaint with a supervisory authority if you believe that your personal data has been processed in violation of applicable data protection laws and regulations. In the UK, the supervisory authority is the Information Commissioner's Office (ICO).
If you wish to exercise this right, you can find more information on the ICO website at https://ico.org.uk/concerns/. However, we encourage you to contact us first on privacy@xmateria.com so that we can try to resolve any concerns or issues you may have.
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