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Privacy Policy

Last updated: April 25, 2026

1. Who we are

Tech Matrix is operated by [YOUR LEGAL ENTITY NAME], registered in [YOUR JURISDICTION]. We are the data controller responsible for your personal data when you use the Service.

If you have any questions about this policy or want to exercise your rights, contact us at privacy@techmatrix.ai.

2. What information we collect

Account information

• Email address — used for account login, billing notifications, and important service announcements
• Name — shown in your profile and on invoices
• Password — stored as a one-way hash; we cannot recover or see your password
• Account creation date and last login — for security and audit purposes

Content you provide

• Chat messages and queries — the questions and inputs you submit to the AI
• Personal notes — any notes you save in the "My Notes" feature
• Inventory data — device hostnames, IP addresses, vendor/model info you add to "My Devices"
• Uploaded files — PCAP captures, PDFs, images, Visio diagrams when you attach them to a chat (we extract text/data and pass to the AI; original files are stored temporarily)

Subscription and payment information

• Plan and subscription status — which plan you're on, when it renews, current usage
• Stripe customer ID — used to link your Tech Matrix account to your Stripe billing record
• We do NOT store your full credit card number, CVC, or other payment card details. All card data is handled directly by Stripe and never touches our servers.

Usage data

• Per-request logs — timestamp, model used, token counts, cost, which product was selected
• Aggregate analytics — total messages, daily usage patterns, cache hit rates
• Browser and device info — basic technical info from your browser (browser type, OS) for compatibility and debugging
• IP addresses — kept short-term in server logs for security and abuse prevention

3. How we use your information

We use your information to:

• Provide the Service — process your queries, generate AI responses, store and retrieve your notes and chat history
• Manage your subscription — bill you, send receipts, handle renewals and cancellations
• Communicate with you — service announcements, billing notifications, security alerts, support replies
• Improve the Service — understand which features get used, identify bugs, optimize performance and cost
• Enforce our Terms of Service — detect and prevent abuse, fraud, or unauthorized access
• Comply with legal obligations — respond to lawful requests, maintain financial records

We do not use your chat content to train AI models. Your queries and responses are processed by Anthropic to generate replies but are not used by them to train future models per our enterprise terms with them.

We do not sell your personal data to anyone.

4. Who we share information with

Service	What we share	Why
Anthropic (AI provider)	Your chat queries, included context (notes, file content), product prompts	To generate AI responses
Stripe (payments)	Your email, name, payment card details (entered directly), subscription details	To process subscriptions and handle billing
Hosting provider	All data stored on our servers	To run the Service infrastructure
Legal authorities	Only what's legally required	To comply with subpoenas, court orders, or other legal process

We do not share your personal data with advertisers, marketers, or data brokers. We do not sell your information.

5. Where and how we store your data

Your data is stored on commercial web hosting infrastructure. We protect it using industry-standard measures including:

• HTTPS encryption for all data in transit between your browser and our servers
• Password hashing with bcrypt (we cannot recover passwords)
• Restricted database access limited to authorized personnel
• Regular database backups

No system can guarantee absolute security. If a data breach affects you, we'll notify you and the relevant data protection authority within 72 hours of discovery, as required by law.

6. How long we keep your data

Data type	Retention period
Active account data	For as long as your account is active
Chat history and notes	Until you delete them or close your account
Account after cancellation	30 days then deleted (you can reactivate within this window)
Billing records and invoices	7 years (legal requirement for financial records)
Server access logs	30 days
Aggregate / anonymized usage data	Indefinitely (cannot identify individuals)

7. Your rights

Depending on your location (EU, UK, California, etc.), you have the following rights regarding your personal data:

• Access — request a copy of all personal data we hold about you
• Correction — fix inaccurate or incomplete data
• Deletion — request deletion of your account and associated data
• Export / portability — receive your data in a machine-readable format
• Restriction — limit how we use your data
• Objection — object to certain types of processing
• Withdraw consent — withdraw any consent you've given (e.g., for personal notes injection)
• Complain — lodge a complaint with your local data protection authority

To exercise any of these rights, email privacy@techmatrix.ai. We'll respond within 30 days.

8. Cookies and tracking

We use a single essential session cookie (named tm_sess) to keep you logged in. This cookie is set when you sign in and expires after 8 hours of inactivity. It contains a session identifier only — no personal data.

We do not use third-party tracking cookies, advertising cookies, or analytics cookies that share your data with external services.

9. Children

Tech Matrix is not directed at children under 16. We don't knowingly collect personal data from anyone under 16. If you believe a child has registered an account, contact us and we'll delete it.

10. International data transfers

The Service is hosted in [YOUR HOSTING REGION — likely USA based on Namecheap]. Your data may be transferred to and processed in countries other than your own. When we transfer personal data from the EU/UK to other countries, we rely on Standard Contractual Clauses or other approved transfer mechanisms.

Our AI provider (Anthropic) processes data in the United States. Stripe processes payments globally with regional data centers.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we'll update the "Last updated" date at the top. For material changes affecting how we use your data, we'll notify you by email or in-app notice at least 14 days before the change takes effect.

12. Contact us

For privacy questions, data requests, or to report a concern, contact:

Email: privacy@techmatrix.ai
[Your Legal Entity Name]
[Your Business Address]