Privacy Notice

1. Personal data we collect

• Account data: name, business name, work email, role, password hash.
• Profile data: photo, contact details, professional categories, locations.
• Enquiry & referral data: client first name, last name, contact details, matter description, attachments and call recordings that you submit.
• Communications: in-app messages, referral notes, support requests.
• Usage data: log files, device identifiers, IP address, page views, feature usage and diagnostic events.
• Cookies: session and preference cookies needed to operate the Service, plus analytics cookies where enabled.

2. Purposes & legal bases

• Providing the Service and your account — performance of contract.
• Routing enquiries, sending referrals and notifications — performance of contract.
• Security, fraud prevention and abuse monitoring — legitimate interests.
• Improving the Service and diagnostics — legitimate interests.
• Customer support — performance of contract.
• Marketing communications — consent, which you can withdraw at any time.
• Complying with our legal obligations — legal obligation.

3. Sharing of personal data

We share personal data with the following categories of recipients:

• Service providers / subprocessors: hosting, database, transactional email, file storage, error monitoring, analytics and customer-support tooling.
• Paddle.com (Merchant of Record): for the sale of subscriptions, subscription management, payments, tax compliance and invoicing.
• Other businesses on the platform: when you send a referral or accept a connection, the recipient business sees the data needed to act on it.
• Professional advisers: legal, accounting and insurance advisers where reasonably necessary.
• Authorities: where required by law or to protect our rights.

4. International transfers

Where personal data is transferred outside the UK or EEA, we rely on appropriate safeguards such as the UK International Data Transfer Addendum, EU Standard Contractual Clauses or adequacy decisions.

5. Retention

We keep personal data only for as long as needed for the purposes set out in this Notice, to comply with legal obligations, or to resolve disputes and enforce our agreements. Enquiry and referral records are retained while your account is active and for a reasonable period afterwards. After that, data is deleted or anonymised.

6. Your rights

Subject to applicable law, you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• request erasure or restriction of processing;
• object to processing based on legitimate interests;
• withdraw consent at any time where processing is based on consent;
• request portability of data you have provided to us;
• lodge a complaint with the UK Information Commissioner's Office (ICO) or your local supervisory authority.

We aim to respond within one month of receiving a verified request.

7. Security

We use appropriate technical and organisational measures including encryption in transit, access controls, audit logging and regular security reviews to protect personal data against unauthorised access, alteration, disclosure or destruction.

8. Cookies

We use a small number of essential cookies needed to keep you signed in and to remember your preferences. Where analytics cookies are enabled, you can manage your preferences from your browser settings.

9. Contact

To exercise your rights or to contact us about this Notice, email hello@matterin.co.uk.