Nematrian Privacy Policy

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Privacy Policy


Nematrian Limited (company number 06908852) (and all Trading Styles) (“we” or “us”) recognises that your privacy is important. This Privacy Policy applies to all websites, web applications, other software and associated services (collectively “Services”) that are provided by us, mainly via the Nematrian website.

This Privacy Policy also applies to consultancy client and employment-specific contracts entered into by Nematrian Limited, unless the terms in these contracts supplement or override the contents of this Policy.

Please read this Privacy Policy carefully as once you use our Services you will be regarded as having read and accepted this Privacy Policy. You must not use our website or our Services if you do not accept this Privacy Policy.

If you have any questions about this Privacy Policy, please feel free to
contact us by e-mailing us at ContactUs@nematrian.com or by writing to us at:

Privacy Officer
Nematrian Limited
c/o Unit 24, Capital Business Centre

22 Carlton Road

South Croydon

Surrey CR2 0BS

United Kingdom


You are encouraged to report any improvements, suggestions or suspected breaches of privacy or security to us by using the contact information listed above.


Information that we may collect

(i) Log information. Nematrian’s servers may automatically record some information each time you visit our website or use some of our services, e.g. the URL, IP address, browser type and language and the date and time of your request.
(ii) Cookies. We may use cookies and other similar technologies to enhance your online experience and to learn about how you use our services. This can help us improve the quality of the services that we offer you. Cookies are small files containing strings of characters that are sent by a website to your computer or other device that uniquely identify your browser to the site in question. For further information, refer to “Cookies” (below).
(iii) Information that you provide. We may collect information on you when you register, log in to our site or at other times when you volunteer such information. We may alter the extent of access that we give you to our Services depending on the information you have provided us.
(iv) Links. We may present links in a format that enables us to keep track of whether these links have been followed.
(v) Affiliates. We may provide web services that route your requests to other companies’ software and websites and return back to you responses received from these third-party sites and servers. These affiliates may collate further information specific to your use of their services.
(vi) Other sites. This Policy applies to Nematrian Services only. We do not exercise control over third party sites to which there may be links on our website.

We may store log information as per (i) to allow us to understand better our aggregate user base. We may also associate this information with information that you provide as per (ii), (iii) and (iv)

If your browser permits them, we use cookies to facilitate your seamless navigation between pages on our website. We may use cookies with defined expiry times which may thus reside on your hard disk until you delete them. We may associate these cookies with information collected via (i), (iii) and (iv), bearing in mind that any particular computer, device or browser instance is not necessarily always used by the same individual.

We may store and retain information that you provide as per (iii). This may include answers you provide to ‘profiling’ questions if any when registering or logging into the website and at other times.

Users wanting to store information permanently on our website and make this information available to others generally need to provide us with an e-mail address and potentially other “personal” information, so that we can identify and notify them if we discover that the material they are then serving to third parties is potentially objectionable or involves potentially inappropriate use of other people’s intellectual property.

Pages that include Google AdSense for content ads make use of the DoubleClick DART cookie. Data collated via this cookie may be used for various purposes by Google, see
http://www.google.com. Other ad serving services used by our website may use similar types of cookies. We may also use Google Analytics on our website for anonymous reporting of site usage and for advertising on the site. If you would like to op-out of Google Analytics monitoring your behaviour on our site the please refer to the Google website given above.

Personal information we may collect


The information collated as above may include “personal” information (including “sensitive personal” information). “Personal information” is information that you provide us which personally identifies you, such as your name, e-mail address, telephone number or billing information, or other data which can reasonably be linked to such information by us.

For example, if you decide to create an account or enquire about one or more of our services then we may ask you to provide us with specific information such as:


-          Basic personal details, such as name, title and date of birth

-          Personal contact details, such as home address, home e-mail address, phone number and mobile phone number

-          Work details, such as job title, department, company name and address, work e-mail address, phone number and mobile phone number

-          Log-in details, such as username and password

-          Payment details, if applicable

-          Your opinion of our products and services and how you prefer to receive them


Lawful basis for processing personal information


We only process personal information where we have a lawful basis for doing so, such as:


-          User consent. This is where you have given us explicit permission to process personal information for a given purpose. You have the right to withdraw this consent at any time. You can manage your preferences within your account or by contacting us using the contact details given at the start of this Policy.

-          Legitimate business purposes. This is where we have a legitimate business interest to process personal information. For example, where we are aware of copyright infringements on our website, it is in our legitimate business interest to identify those responsible so that we can meet obligations imposed on us.

-          Contractual necessity. This is where we need to process personal information to meet our contractual obligations. For example, when we have a contract to provide you with a Service and we need to e-mail you a message as part of this Service then the act of e-mailing you involves processing your information.

-          Legal obligation. This is where we need to process your personal information to comply with law or regulation.


How we use your personal information


We use personal information for the following main reasons:


1.       To provide our Services

2.       To improve and maintain performance

3.       To bill our customers

4.       To monitor compliance with terms and policies to which our contracts are subject

5.       To personalise our Services

6.       To communicate changes to Services and offers of new Services

7.       For advertising purposes

8.       For recruitment and other human resources purposes


Who we share your personal information with


We, and our advertising partners, use cookies to collect personal information and serve you with advertisements that we believe are relevant to you and your interests.


Our website is publicly accessible and anyone around the world who accesses it will be able to see anything that you post onto it. We encourage you to use a pseudonym when commenting on our website if you do not wish to be identifiable to others.


We may disclose your information to comply with applicable laws, court orders or other valid legal processes, and to enforce or apply our terms of use or any of our other rights.


Should we set up wholly or largely owned subsidiaries then the privacy policy set out above will apply to the Nematrian group collectively. We may transfer or disclose your personal information to any entity which takes over or acquires a Nematrian business.


We may share aggregated, non-identifiable information with third parties. Before sharing any such information, we will ensure that it cannot identify you as an individual.


We may also disclose your personal data to third-party service providers, e.g. payroll service providers. The identity and categories of such service providers may change during the lifetime of your account. We require that our third-party service providers only use your personal data as necessary to provide the requested services to us. Each service provider is subject to a set of terms consistent with this Privacy Policy. Some of our third-party service providers, e.g. cloud storage providers, may be located outside the EEA. Where this is the case, we will take steps to ensure as far as possible that the service providers cannot access your personal information (e.g. it is suitably encrypted) or if they can that your privacy rights continue to be protected as outlined in this Policy.


The extent to which we share information about our own employees (e.g. roles, contact telephone numbers) will be as agreed with the relevant employee.


How long we retain your personal information


Unless a longer retention period is required by applicable lay, we will retain your personal information for the longer of the time your account is active or 7 years (and for a short time afterwards to cover any outstanding issues or queries that may arise in relation to your account), or for a shorter period if our lawful basis for processing your personal information has expired before then. This period of retention is subject to review and alteration.


Information that others may collect via your use of our website

If a webpage that you visit includes third party advertisements then third parties may be placing and reading cookies on your browser or using web beacons to collect information as a result of ad serving on our website.

Your Rights

Under data protection laws, you have rights as an individual in relation to the personal data we hold about you. These rights include:


-          The right to object to direct marketing

-          The right to access the personal data that we process about you

-          The right to request the deletion of your personal data

-          The right to request the rectification of your personal data

-          The right to be informed about how we use your personal data

-          The right not to be subject to any decision based solely on automated processing of your data

-          The right to restrict the use of your personal data, e.g. because it is not accurate, it has been used unlawfully but you don’t want us to delete it or it is not relevant anymore but you want us to keep it for use in legal claims


You can exercise these rights through your account or by contacting us using the contact details given at the start of this Policy. You may in limited circumstances have the right to receive your personal data in a format that can be transmitted to another entity.


You also have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO). Information about how to do this is currently available on their website at www.ico.org.uk or by calling their helpline on 0303-123-1113.


We may use information on you collated as above to provide the services you have requested, and to provide services that display customised content and advertising.

We may also use such information for auditing, research and analysis to operate and improve Nematrian technologies and services.

If you have indicated that you are happy for us to do so, we may share information on you with selected third parties and/or use this information to provide you with marketing communications. You will have been given the opportunity to indicate the means of communication (if any) you wish us to use for this purpose. You can withdraw your consent or object to marketing from us at any time, by unsubscribing from an e-mail you receive from us that contains an ‘unsubscribe’ link, updating your account preferences or contacting us as set out at the start of this policy.

We may share “aggregated non-personal information” with third parties outside Nematrian. “Aggregated non-personal information” means information that groups together users and their site usage characteristics according to user characteristics, but does not reveal individual Users or User ID’s (or provide such a high level of granularity that others can infer with a reasonable likelihood who might be the specific individual in question).

We may also share your personal information with suitably authorised representatives of law enforcement agencies or financial regulatory bodies, if reasonably requested to do so, and with others if required by law to do so. In this context, please bear in mind that we may process personal information on servers in different countries and may therefore be required to submit to requests for such information that might deemed appropriate in some jurisdictions but not in others. Please also bear in mind that as a result of anti-terrorism, crime and money laundering legislation, we may be required by law to obtain satisfactory evidence of the identity of our customers. We may also be obliged to disclose knowledge or suspicion of money laundering or terrorist activities or dealing with proceeds of crime and in particular circumstances that obligation will override other duties of confidentiality we might implicitly or expressly be subject to. Moreover, we may not be permitted to inform our customers that we have made such a disclosure or the reasons for it.


You may decline to provide personal information to us and/or refuse cookies in your browser, although some of the features of our services may not function properly as a result, or the quality of service you may receive may be diminished in some other way.

We will not collect or use "sensitive personal" information for purposes other than those described in this Privacy Policy and/or in supplementary notices, unless we have obtained your prior consent. "Sensitive personal" information includes information we know to be related to confidential medical information, racial or ethnic origins, political or religious beliefs or sexuality and tied to personal information.

Third party providers and data privacy

If you decide to enter into a contract with a third party provider through a channel on our website, the information you have provided to the third party provider may be held by the provider for the purposes set out in that provider's privacy policy. Therefore, you are strongly advised to read your chosen provider's privacy policy and satisfy yourself as to the purposes for which the provider will use your personal information before entering into the contract. We have no responsibility for the uses to which a provider puts your personal information once you have contracted with that provider.


The advertisements that you see displayed on this website may be delivered on our behalf by a third-party advertising company. In such circumstances, no personal information will be used during the course of serving these advertising unless you have separately supplied such information to the third-party advertiser. However, on our behalf, such a third-party advertiser may place or recognize a unique cookie on your browser.


Keeping information about you secure is very important to us. We take appropriate measures to ensure your personal information is kept secure, accurate, up-to-date, only for as long as necessary, and only used for the purpose(s) it was originally captured/processed for.


However, no data transmission over the internet can be guaranteed to be totally secure. As a result, whilst we strive to protect your personal information, we cannot ensure or warrant the security of any information which you send to us, and you do so at your own risk. If during log-in you are redirected to a secure Nematrian server (referenced by ‘https’ in the browser address field) then, where practical, your subsequent interaction with that server during the same site session, including transfer of sensitive information if any, will be encrypted until you log out, to minimise the risk of interception during transit.

Our security practices, processes or technology do not guarantee absolute security of your information and you should take all normal personal precautions such as, but not limited to, not sharing passwords, not reusing passwords on multiple sites, closing browsers and not using public networks (e.g. internet cafes, etc.) when transmitting sensitive information.



A cookie is a small text file placed on your computer by a web browser, which has been sent by a web server. It is essentially an ‘identification card’ relating to you. The main purpose of our cookies is to identify you when you visit our website. Each time your browser requests a web page from our server, the browser sends the information in the text file back to the server and lets the server know that you have returned to that web page. If you do not accept incoming cookies then the performance of our website on your system will not be to full standard or our website may not serve at all.

Sensitive Personal Information and information from children under the age of 13


We do not knowingly collect sensitive personal information (sometimes referred to as special categories of personal data) except where we need to do so for employment purposes. Legal grounds that would allow us to process your sensitive personal information include:


-          When we obtain your explicit consent to do so

-          When the processing is necessary for carrying out our obligations under employment, social security or social protection law

-          When processing is necessary for reasons of substantial public interest


We do not knowingly collect any form of personal data from children under the age of 13. Where user consent is needed from such an individual, it typically needs to be provided by someone exercising parental responsibility for that child.


Changes to our Privacy Policy


We keep our Privacy Policy under review and we will place any updates to it on our website.

Version Dated 24 May 2018


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