Privacy notice
Key facts
- Data fiduciary
- MetaMatrix Solutions Private Limited
- Office
- Innov8, Pranava Business Park, 7th Floor Kothaguda, Kondapur Hyderabad, Telangana 500084 India
- Privacy questions
- info@metamatrixsolutions.com
- Grievances
- support@metamatrixsolutions.com
- Form data kept after we close it
- 365 days
Who we are
MetaMatrix Solutions Private Limited ("MetaMatrix Solutions", "we", "us") provides healthcare solutions, biometric systems, digital, IT and AI services, and IT and healthcare staffing. We decide why and how the personal data described in this notice is processed, so we are its data fiduciary under the Digital Personal Data Protection Act, 2023. This notice covers this website, the forms on it and MetaMatrix accounts on our member portal (Your MetaMatrix account below).
What we collect
- Contact form: your name, email address, phone number (optional), company (optional), the topic you choose, your message and the page you sent it from.
- Job applications: your name, email address, phone number, location, LinkedIn profile (optional), cover note and CV. If you apply with Ask MetaMatrix, also the details you check and confirm in the chat form (for example your current job title, experience, skills, notice period and a short summary) and a record of what was read automatically from your CV.
- Hiring requests: if you share a hiring need with Ask MetaMatrix: your company, your name, work email and phone number (optional), the roles you need, timing and notes, and any job description you upload.
- Technical data: our hosting platform keeps standard web server logs (IP address, the pages requested, including the words in site-search addresses, browser type and time) to run and secure the website; they are deleted after 30 days. With each form submission we also keep a one-way (hashed) form of your IP address and your browser's user agent, and we use the hashed IP address to rate-limit our forms and Ask MetaMatrix.
- Ask MetaMatrix (AI assistant): the questions you type or speak. We keep a record of each question without its text, and the text of questions our safety checks block or flag (with personal details removed) for 30 days; see Ask MetaMatrix below.
- MetaMatrix account: if you create one on our member portal, see Your MetaMatrix account below.
We do not use advertising or analytics trackers, and we do not collect payment details. Please do not send patient records or other health information through this website.
Why we use it
- To reply to your enquiry and route it to the right team.
- To consider you for the roles you apply for, or for later roles if you join our talent pool.
- To reply to a hiring request and prepare a proposal for it.
- To prepare your application or hiring request from the CV or job description you upload, with automated extraction (see Ask MetaMatrix below).
- To answer the questions you ask Ask MetaMatrix.
- To keep this website and its forms secure and to prevent abuse.
Consent
We process the information you submit through our forms with your consent, which you give by ticking the consent box on each form. You can withdraw your consent at any time by writing to the contact under Key facts. Withdrawing consent does not affect processing that has already taken place; we then stop processing your data and delete it, unless the law requires us to keep it.
How your submission reaches us
When you send the contact form, a job application or a hiring request, it is stored in our content management system on Microsoft Azure and given a reference number. We also send a notification email with the details of your submission (never your CV or job description) to the company mailbox that handles it (info@, sales@, careers@ or support@metamatrixsolutions.com). These emails are sent with Microsoft Azure Communication Services, with its data location set to India, and are received in our company email on Microsoft 365.
How long we keep it
Contact messages, job applications (including CVs) and hiring requests (including job descriptions) are deleted automatically once the period shown under Key facts has passed after we close them: after we have answered your enquiry, decided on your application, or completed or ended your hiring request. Anything still open after that period is reviewed by our team, and nothing is kept for longer than twice that period from the day you sent it, unless the law requires us to keep it longer. A CV or job description you upload in Ask MetaMatrix but do not send is deleted within about 2 hours. Notification emails are kept in our mailboxes only as long as we need them to deal with your submission, unless the law requires us to keep them longer.
Who can see it
Only authorised staff who need the information for the purposes above. CVs and job descriptions are kept in private storage and are never public. We do not sell personal data.
We use these service providers, who process personal data on our behalf and on our instructions:
- Microsoft Azure: hosting of this website and its content management system in India, private file storage, notification emails (Azure Communication Services), Ask MetaMatrix and the automated reading of uploaded CVs and job descriptions (Azure OpenAI Service), and voice questions and spoken answers (Azure AI Speech, in India).
- Microsoft 365: our company email.
- Cloudflare: bot protection on our forms (Turnstile), when we switch it on.
Your rights
Under India's Digital Personal Data Protection Act, 2023 (DPDP Act), once its provisions on your rights are in force, and subject to its conditions, you can:
- get a summary of the personal data we process about you, the processing we carry out, and who we have shared it with;
- ask us to correct, complete, update or erase your personal data;
- withdraw your consent at any time;
- raise a grievance about how we handle your personal data and have it resolved, through our grievance process;
- nominate someone to exercise these rights for you if you die or become unable to exercise them.
We already honour these requests today. Until the DPDP Act provisions are in force, we handle your personal data in line with the Information Technology Act, 2000 and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, under which our Grievance Officer addresses grievances within one month.
To use these rights, write to the grievance contact under Key facts. We may need to confirm your identity before we act on a request. If you are not satisfied with how we resolve your grievance, you can approach the Data Protection Board of India once the relevant provisions of the DPDP Act are in force.
Children
This website is meant for adults. We do not knowingly collect personal data from children (people under 18). If you believe a child has sent us personal data, please tell us and we will delete it.
Security
We protect personal data with access controls, encryption in transit and at rest, private storage for CVs, automatic deletion after the retention period, and rate limits and other checks against abuse. To report a security problem, see our responsible disclosure policy.
Cookies and browser storage
This website stores only what it needs to work and to remember your choices, such as light or dark mode, and your Ask MetaMatrix conversation while the browser tab is open. We do not use advertising or analytics cookies. Our cookie and storage notice lists everything.
Contact and grievances
Questions about this notice: write to the contact under Key facts or use our contact page. To raise a grievance, follow our grievance process.
Changes to this notice
We may update this notice from time to time. The current version is always on this page.
Ask MetaMatrix (AI assistant)
Our website offers Ask MetaMatrix, an optional AI assistant that answers in a chat window and at the top of our search results ("AI search"). When you use it, the question you type (and, in a chat, the earlier questions and answers of that conversation) is sent to Microsoft Azure OpenAI Service to generate an answer from the published content of this website and from short answers to common questions written and approved by our staff. This processing may take place outside India, and Microsoft may keep prompts and answers for up to 30 days to detect abuse, under its service terms.
We keep records of questions without their text for 90 days, and the text of questions our safety checks block or flag, with personal details removed, for 30 days; answers are not stored. Your conversation is kept in your browser tab (session storage) until you start a new conversation or close the tab. A question you type into site search or AI search 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. Please do not enter personal, health or financial information into a question.
If you use voice, your spoken question is sent to Microsoft Azure AI Speech in India to turn it into text, and an answer you choose to hear is turned into speech there. We do not store the audio.
If you upload a CV or a job description, or describe a hiring need, in Ask MetaMatrix, its text is sent once to Azure OpenAI Service to fill in a form for you, separately from the chat (the answers in the chat never see it). You check and correct every field before anything is sent. What you send becomes a job application or a hiring request, as described above; a file you upload but do not send is deleted within about 2 hours.
Our Ask MetaMatrix notice explains what the assistant can and cannot do.
Your MetaMatrix account
If you create a MetaMatrix account on our member portal (job seekers, recruiters and employers), this section applies as well as the rest of this notice. The account terms explain how accounts work.
Where the data comes from
You sign in with an account you already have at one of the sign-in providers shown on the sign-in page (such as Google or Microsoft). That identity provider tells us your name, your email address, whether it has verified that address, and an identifier of your account with it. It may also send other details of your profile with it, such as your picture or language: we do not keep them. We never receive your password with them or your contacts. Everything else in your account comes from you.
What we collect
- Your account: name, email address, the sign-in methods you use (provider and dates, never your password), why you joined (job seeker, recruiter, employer or something else), when you registered and last signed in, and the status of your account with our decision.
- Your profile: phone number (optional), city and country; for job seekers a headline and a LinkedIn link (optional); for recruiters and employers the organisation, job title and website.
- Your consent: which versions of the account terms and of this notice you accepted, when, and a fingerprint (hash) of their text; and your confirmation that you are 18 or older.
- Our review: our decision and its date, the message we show you if we do not approve or suspend your account, which of our staff verified it, a reference to an agreement with your organisation (recruiters and employers), notes our reviewers write for each other, and checks we derive from your details to help the review (for example whether your email address is from a free email service, or its domain matches your organisation's website).
- Security: a session cookie while you are signed in, a one-way (hashed) form of the email address of your current sign-in, a hashed form of your IP address to limit abuse, and a log of actions on your account that identifies you by a number, never by your name or email.
We do not ask for a CV, date of birth, photo, ID numbers, health information or salary in your account. To apply for a job, use the job page.
Why we use it
- To create your account, keep it secure and let you sign in.
- To review your profile, and decide whether to verify it and which role to give it.
- To show you the status of the job applications you sent us with the same email address, once your account is verified as a job seeker. Applications sent from another address are not shown.
- To keep the portal secure and prevent abuse, and to keep the records the law requires.
We do not send you emails from the portal: sign in to see the status of your account. Our staff receive a daily count of new registrations without any names or email addresses.
Legal basis
We process this data with your consent, which you give when you create your account and accept the account terms and this notice, under the Digital Personal Data Protection Act, 2023 (until its provisions are in force, under the Information Technology Act, 2000 and its rules). You withdraw your consent by deleting your account; this does not affect what was done before.
How long we keep it
- An account whose profile has not been sent for review (or that we sent back to you for changes): deleted 90 days after the latest of your registration, your last sign-in and our last decision on it. Each sign-in starts the 90 days again.
- An account submitted for review: kept until we decide; the periods below then apply.
- An account we did not approve: deleted 60 days after our decision.
- A verified account: deleted after 2 years without a sign-in, counted from the latest of your registration, your last sign-in and our last decision on it.
- A suspended account: kept while the suspension lasts, because we may need it to investigate or to protect you or others. When the reason for it ends, we either reinstate the account, and these periods apply again, or delete it.
- You can delete your account yourself at any time, unless it is suspended or under a legal hold.
We keep an account longer only while the law requires it, for example during a legal dispute (a legal hold); these periods apply again once the hold ends. Deleting your account does not delete job applications you sent through this website's forms: they are kept as described above, and you can ask us to delete them.
Your rights
- Access: download your data at any time under Profile › Privacy & account › Download my data. The download holds everything above except our reviewers' internal notes and checks; ask us for those through the grievance process.
- Correction: edit your profile yourself. Once your account is verified, ask us to change the details we verified.
- Erasure: delete your account under Profile › Privacy & account (you sign in again first, to confirm it is you). A suspended account, or one under a legal hold, cannot be deleted until the suspension or the hold ends.
- Withdrawing consent: delete your account.
- Grievances: follow our grievance process; the Grievance Officer is named under Key facts.
Who processes it
- Microsoft Azure: hosting of the portal and its database in India.
- The identity provider you choose (one of those shown on the sign-in page): the sign-in itself, under its own privacy terms.
- Microsoft Azure Communication Services: the daily registrations count to our staff (no personal data).
- Cloudflare: bot protection on the "Finish creating your account" step (Turnstile), when we switch it on.