Our Privacy Policy
Last updated: 29 June 2025
Thank you for choosing Xpand Matrix (“we,” “our,” or “us”). We respect your privacy and are committed to protecting the personal information you share with us when you visit xpandmatrix.com, interact with us on WhatsApp, social media, or engage any of our services (collectively, the “Services”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information, and what choices and rights you have.
1. Scope
This Policy applies to information we collect:
- Online via our website, landing pages, social channels, and email.
- Offline when you call, WhatsApp, or meet us.
- Through the course of delivering our services (e.g., Odoo ERP implementation, bookkeeping, data migration, hosting).
2. The Information We Collect
| Category | Examples | Source |
|---|---|---|
| Identification & Contact Data | Name, business name, postal address, email, phone/WhatsApp number | You |
| Business & Financial Data | Chart of accounts, invoices, bank statements, transaction files (during bookkeeping or migration projects) | You or your authorized systems (e.g., QuickBooks, Odoo) |
| Technical & Usage Data | IP address, browser type, device identifiers, pages visited, session duration, cookies | Automatic via cookies & analytics |
| Marketing Preferences | Newsletter opt‑ins, cookie consent, ad‑contact permissions | You |
| Support & Communications | Chat transcripts, emails, support tickets, recordings (where legal) | You |
We do not knowingly collect data from children under 13. If you become aware that a child has provided us personal data, please contact us.
3. How We Use Your Information
We process personal data to:
-
Provide and maintain the Services
- Set up Odoo instances, migrate data, reconcile accounts, host servers, and deliver reports.
-
Communicate with you
- Quotes, onboarding emails, project updates, invoices, and support responses.
-
Improve and secure our Services
- Analytics, error logging, vulnerability monitoring.
-
Market our offerings
- With your consent, send newsletters, case studies, and promotional offers.
-
Comply with legal obligations
- Tax records, contractual requirements, anti‑fraud, or requests from competent authorities.
4. Legal Bases (for EEA/UK visitors)
When required by the GDPR, we rely on:
- Contractual necessity – to deliver the service you requested.
- Legitimate interests – to improve security, prevent fraud, or market similar offerings.
- Consent – for optional marketing emails or non‑essential cookies.
- Legal obligation – where regulations require record‑keeping.
5. Cookies & Tracking Technologies
We use first‑party and third‑party cookies (e.g., Google Analytics) to:
- Remember your preferences
- Measure site performance
- Improve content relevance
You can reject non‑essential cookies via our cookie banner or your browser settings.
6. Disclosure of Information
We never sell your data. We only share it with:
- Authorized employees and contractors under confidentiality agreements.
- Sub‑processors needed to run our infrastructure (e.g., cloud hosts, email providers, analytics tools).
- Professional advisers (lawyers, accountants) bound by confidentiality.
- Authorities when required by law or to protect rights, property, or safety.
A current list of sub‑processors is available on request.
7. International Transfers
Our main servers are located in Germany (Contabo) and the United States. If you access us from outside these regions, your data may be transferred, processed, and stored in those countries. We use appropriate safeguards (e.g., Standard Contractual Clauses, encryption) for such transfers.
8. Data Retention
- Prospect data: up to 24 months from last interaction.
- Client project data: minimum 7 years (to meet accounting and tax obligations) unless you request earlier deletion where permitted.
- Server backups: rolling 30‑day retention unless longer is contractually required.
9. Your Rights
Depending on your location, you may have the right to:
- Access or obtain a copy of your personal data.
- Correct inaccuracies.
- Delete or anonymize data no longer necessary.
- Restrict or object to processing.
- Port data to another provider.
- Withdraw consent at any time (for marketing or optional cookies).
To exercise any of these rights, email info info@xpandmatrix.com or WhatsApp +92 321 2344882. We reply within 15 days.
10. Data Security
We employ industry‑standard safeguards:
- TLS/SSL encryption for data in transit
- Encrypted backups and password‑vault practices
- Server firewalls, malware scanning, and patch management
- Role‑based access controls; principle of least privilege
- NDA‑bound staff and mandatory security training
Despite our measures, no system is 100 % secure; we therefore encourage you to adopt strong security practices on your side.
11. Third‑Party Links & Integrations
Our website may link to external sites (e.g., Odoo, QuickBooks, WhatsApp). We are not responsible for their privacy practices. Review their policies before providing personal data.
12. Changes to This Policy
We may update this Privacy Policy to reflect changes in law or our practices. We will:
- Post the revised version and update the “Last updated” date.
- Notify you via email or banner if changes are material.
13. Contact Us
Questions, concerns, or complaints?
Email: info@xpandmatrix.com
WhatsApp: +92 321 2344882
By using our Services, you acknowledge you have read and understood this Privacy Policy.