Unless stated otherwise, this privacy statement applies to all of Mattox Solution's externally facing applications, services, tools, websites and other data processing activities where Mattox Solution is acting as a data controller. The purpose of this statement is to provide you with a comprehensive description of our practices concerning the processing of personal information.

1. How Does Mattox Solution Protect Your Personal Data?

Mattox Solution attaches great importance to your right to privacy and the protection of your personal data. We want you to feel secure that when you deal with Mattox Solution, your personal data are in good hands.

Mattox Solution protects your personal data in accordance with applicable laws and our data privacy policies. We maintain appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, alteration, disclosure or access.

What personal data do we collect?

We collect personal data of our employees, potential employees, clients and their representatives, suppliers, business contacts and website users. The categories of personal data we may collect include:

Category	Types of personal information
Personal & contact details	Name, email address, phone number, physical address, date of birth, and similar identifiers.
Commercial information	Records of services obtained from Mattox Solution; correspondence via email or other channels.
Marketing & research information	IP address, online identifiers, browser/device data, and preferences expressed through use of our services.
Sensitive data	Health or disability information collected only where permitted by law or with your explicit consent.
Audiovisual materials	Photographs or footage captured at our offices or during events we host or sponsor.
Professional information	Job title, employer, professional background, and Mattox Solution contact details.
Cookies & geolocation data	Data collected through cookies and similar technologies — see Section 3 for details.
Recruitment information	CV/résumé, employment history, references, and assessment results for job applicants.

For which purposes do we use your personal data?

Purpose	Legal basis
Managing our contractual or employment relationship with you.	Performance of a contract to which you are a party.
Facilitating communication with you (including email, calls, and meetings).	Legitimate interest in ensuring proper communication.
Operating and managing our business and providing services to clients.	Legitimate interest in proper functioning of business operations.
Complying with legal requirements.	Legal obligation.
Monitoring use of our systems and website.	Legitimate interest in avoiding non-compliance.
Improving website security and user experience.	Legitimate interest in security and excellent user experience.
Data analytics to improve business performance.	Legitimate interest in proper functioning of business operations.
Marketing our services to you.	Legitimate interest in conducting and growing our business.
Assessing job applicants for employment.	Legitimate interest in recruiting appropriate employees.

Will we share your personal data with third parties?

We may transfer personal data to our service providers, professional advisors, public authorities, or affiliates in connection with our business operations. Before sharing, we take the necessary steps to ensure adequate protection. We do not sell your personal data to third parties.

We may share data with service providers (billing, IT, analytics, security), to protect legal rights or safety, or in connection with a corporate transaction such as a merger or acquisition.

What about sensitive data?

We do not generally seek to collect sensitive data (racial or ethnic origin, health information, religious beliefs, biometric data, etc.). In the limited cases where we do, we act in accordance with applicable law and/or request your explicit consent.

What about data security?

We maintain organisational, physical and technical security measures for all personal data we hold, including:

Encryption of data in transit and at rest
Role-based access controls and regular access reviews
Regular security assessments and penetration testing
A global client data protection program governing stewardship of client information

How long will your personal data be retained?

We retain personal data only as long as necessary — while you have an active relationship with us, as long as needed to provide services, or as required by our legal and contractual obligations.

Your rights

Subject to applicable law, you have the right to:

Access — obtain a copy of the personal data we hold about you.
Rectification — have inaccurate or incomplete data corrected.
Erasure — request deletion of your personal data.
Restriction — request that we limit processing to specific circumstances.
Portability — receive your data in a structured, machine-readable format.
Objection — object to processing based on our legitimate interests.
Withdraw consent — where processing is based on consent, withdraw it at any time.

To exercise any of these rights, contact us at contact@mattoxsolution.com.

2. How Do We Use Personal Data When You Visit Our Website?

We collect personal data on our website in two ways: directly (e.g. when you fill in a contact form or submit a job application) and indirectly (e.g. through cookies and analytics technologies).

We may collect and process:

Information you provide by filling in forms (name, email, company, message)
Records of correspondence when you contact us
Technical data about your device: IP address, browser type, operating system
Details of your visits: pages viewed, resources accessed, traffic data and web logs

Our website may include links to third-party sites. We do not accept responsibility for those sites' privacy practices — please review their statements before providing personal data.

We use website data to respond to your enquiries, process job applications, improve our website performance, and for the other purposes set out in Section 1.

3. How Do We Use Cookies and Other Tracking Technologies?

We analyse your IP and browser information to understand what is most effective about our website and to improve user experience. We use cookies and similar technologies for this purpose.

Types of cookies we use:

Cookie type	Purpose
Strictly necessary	Required for the website to function (e.g. session management).
Performance & analytics	Help us understand how visitors use our site (e.g. pages visited, time on page).
Functionality	Remember your preferences to provide a personalised experience.
Marketing	Used to deliver relevant content and measure the effectiveness of our campaigns.

You can manage your cookie preferences at any time via your browser settings. Note that disabling certain cookies may affect website functionality.

4. How Do We Use Personal Data When You Visit Our Offices?

When you visit our offices at 66 Angove St, North Perth WA 6006, Australia, we process your personal data in accordance with this privacy statement. Specific information about visitor data, including any security monitoring, is available at reception.

Visitor data is used solely to maintain the safety and security of our premises and personnel, and is retained only as long as necessary for those purposes.

5. How Do We Use Personal Data for Marketing Purposes?

The majority of personal data we use for marketing relates to employees of our clients and other companies with whom we have or are developing a business relationship. We may also obtain contact information from publicly available sources to make an initial approach.

Targeted emails

We may send commercial emails to business contacts in accordance with applicable marketing laws. These emails may include tracking technologies (such as web beacons) to understand engagement. You can opt out of marketing emails at any time by clicking the unsubscribe link or by contacting us directly.

CRM databases

We maintain CRM databases containing business contact information, publicly available information, and records of business interactions. This helps us manage our client relationships effectively.

Your marketing rights

You can prevent marketing communications by checking opt-out boxes on our forms, using unsubscribe links in our emails, or contacting contact@mattoxsolution.com. We will retain minimum data to honour your opt-out request.

6. How Do We Use Personal Data When Using AI in Our Communications?

Mattox Solution may use AI-supported capabilities in some of our communication services — for example, to generate suggested replies, produce meeting summaries, translate content, or bring relevant information into a conversation.

Processing of personal data for proper communication (including translation) is based on our legitimate interest. We will only record or transcribe audio or video with your prior consent. You are always free to leave a conversation at any time.

Your personal data will not be used to train or improve AI models unless we specifically inform you and apply appropriate anonymisation techniques. We will always make it clear when you are interacting with an automated system.

To withdraw consent for AI-assisted communications or to exercise your privacy rights, contact us at contact@mattoxsolution.com.

7. Contact Us

Please contact our Privacy Officer if you have questions about how we protect your personal data, wish to exercise your rights, or wish to make a complaint:

contact@mattoxsolution.com

General enquiries