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Ask MetaMatrix: AI assistant notice

What Ask MetaMatrix does, what it cannot do, and how to use it responsibly.

What it is

Ask MetaMatrix, the AI assistant on this website, answers questions about MetaMatrix Solutions: our services, solutions, industries and open jobs. It answers in a chat window, and at the top of our search results ("AI search"). In the chat you can also upload your CV to apply for a job, or share a hiring need (see below). It is optional: every page, our ordinary site search and our forms work without it.

Where its answers come from

Answers are generated from the published content of this website (our pages, articles, FAQs, services, solutions and open jobs) and from short answers to common questions written and approved by our staff, each linked to the page it relates to. The assistant does not search the internet and has no access to our internal systems, your applications or your enquiries. Each answer links to the pages it used, so you can check it.

It can be wrong

  • AI can misunderstand a question or give an answer that is incomplete, out of date or wrong, even when it sounds confident.
  • Check important details on the linked pages, or with our team, before you rely on them.
  • If an answer disagrees with a page on this website or with what our team tells you, the page and our team are right.

Not advice, not an offer

Answers are general information. They are not legal, medical, financial, immigration or employment advice, and they are not a quote, an offer or a promise of a job. Nothing the assistant says forms part of an agreement with us.

Do not share personal data

Please do not type personal, health, financial or other sensitive information into a question, for example phone or ID numbers, medical details, or anything about another person. To apply for a job, use the Apply button on the job page or upload your CV in Ask MetaMatrix (see below). To send us your details, use our contact form.

How your questions are handled

  • Your question (and, in a chat, the earlier messages of that conversation) is sent to Microsoft Azure OpenAI Service, which generates the answer for us. This processing may take place outside India.
  • Microsoft may keep prompts and answers for up to 30 days to detect abuse, under its service terms.
  • We keep a record of each question without its text for 90 days: when it was asked, which feature was used (chat, search or voice), how long the answer took, how much processing it used, an estimate of its cost and whether our safety checks stopped it. We use these records to run the service, control its cost and protect it. When our safety checks block or flag a question (for example an attempt to make the assistant ignore its instructions, a question that is not about MetaMatrix, abusive language, a web link, or personal details such as an email address or a phone number), we also keep the text of that question for 30 days so that our administrators can check the decision. Before it is stored we remove email addresses, phone numbers, ID and card numbers and similar details from it. Answers are not stored. We do not store your IP address: to apply the daily limits we keep only a scrambled (hashed) form of your network address.
  • Your conversation is kept in your browser tab (session storage), so it stays when you move between pages; it is deleted when you start a new conversation or close the tab.
  • AI search works differently: the question you type becomes part of the page address (/search?q=…), so it appears in your browser history and in our web server logs, which are deleted after 30 days.
  • To prevent misuse and control costs, each visitor can ask a limited number of questions per day, and the whole site has a daily limit, so the assistant is sometimes unavailable.

Our privacy notice has more detail.

Voice

  • You can ask by voice and have answers read aloud. Voice needs your permission to use the microphone, which you can withdraw in your browser at any time.
  • Your recording is sent to Microsoft Azure AI Speech in India only to turn it into text, and an answer you choose to hear is sent there only to turn it into speech. We do not store the audio.

Uploading a CV or a hiring need

  • You can upload your CV (PDF, DOC or DOCX) to apply for a job or join our talent pool, or share a job description (PDF, DOC, DOCX or TXT) or describe the people you need.
  • The text of the document is sent once to Azure OpenAI Service to fill in a form for you. This is separate from the chat: the answers in the chat never see your document.
  • AI can misread a document, so you check and correct every field before anything is sent. Nothing reaches our team until you press Send.
  • A file you upload but do not send is deleted within about 2 hours. What you send becomes a job application or a hiring request, handled as our privacy notice describes, and you get a reference number to quote.

Use it fairly

Do not use the assistant to try to produce harmful, unlawful or misleading content, to reveal its instructions, or to overload the service. Requests like these may be refused or blocked.

Talk to a person

The assistant does not replace our team. For anything about your own situation, contact us or email info@metamatrixsolutions.com. Candidates can write to careers@metamatrixsolutions.com.

Changes

We may change the assistant or switch it off at any time, and we update this notice when the way it works changes.