One of our customers for whom we provide the Employee Background Verification service regularly, contacted us to conduct a background investigation. After receiving the required paperwork, we initiated the first phase of our HR verification process. When we contacted the candidate’s previous employer’s HR department, we learned that the employee code provided in the paperwork was not that of the candidate being verified.
We sought a service letter from the candidate about the previous employment, which was not previously provided. The service letter was to include details such as the name, email address, and phone number of the previous employer’s HR representative.
The email address provided in the service letter was contacted and we received a response from them confirming that the candidate was previously employed by them. However, when we later forwarded the email address to the initially contacted HR department, it was discovered that the email id did not belong to the company.
The HR team was initially perplexed about how this candidate received a favorable confirmation from someone.
This prompted us to consult the HR team we initially contacted to investigate the issue further. Our inquiry led us to the conclusion that the candidate had established a new domain that was strikingly similar to the company's existing domain. For instance, if the candidate created the domain "www.hrabcef.com," the corporate domain was "www.abcedef.com." The HR department reported that the service letter's name and HR details provided by the candidate in the service letter were those of the organisation's former HR manager, who had left in 2017.
The entire occurrence was disclosed to our customer, and the case was closed and marked "RED."
These terms and conditions ("Agreement") set forth the general terms and conditions of your use of the https://www.matrixbsindia.com/ website ("Website" or "Service") and any of its related products and services (collectively, "Services"). This Agreement is legally binding between you ("User", "you" or "your") and this Website operator ("Operator", "we", "us" or "our"). By accessing and using the Website and Services, you acknowledge that you have read, understood, and agree to be bound by the terms of this Agreement. If you are entering into this Agreement on behalf of a business or other legal entity, you represent that you have the authority to bind such entity to this Agreement, in which case the terms "User", "you" or "“your" shall refer to such entity. If you do not have such authority, or if you do not agree with the terms of this Agreement, you must not accept this Agreement and may not access and use the Website and Services. You acknowledge that this Agreement is a contract between you and the Operator, even though it is electronic and is not physically signed by you, and it governs your use of the Website and Services.
You must be at least 18 years of age to use the Website and Services. By using the Website and Services and by agreeing to this Agreement you warrant and represent that you are at least 18 years of age.
Although the Website and Services may link to other resources (such as websites, mobile applications, etc.), we are not, directly or indirectly, implying any approval, association, sponsorship, endorsement, or affiliation with any linked resource, unless specifically stated herein. We are not responsible for examining or evaluating, and we do not warrant the offerings of, any businesses or individuals or the content of their resources. We do not assume any responsibility or liability for the actions, products, services, and content of any other third parties. You should carefully review the legal statements and other conditions of use of any resource which you access through a link on the Website and Services. Your linking to any other off-site resources is at your own risk.
In addition to other terms as set forth in the Agreement, you are prohibited from using the Website and Services or Content:
We reserve the right to terminate your use of the Website and Services for violating any of the prohibited uses.
"Intellectual Property Rights" means all present and future rights conferred by statute, common law or equity in or in relation to any copyright and related rights, trademarks, designs, patents, inventions, goodwill and the right to sue for passing off, rights to inventions, rights to use, and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, rights to claim priority from, such rights and all similar or equivalent rights or forms of protection and any other results of intellectual activity which subsist or will subsist now or in the future in any part of the world. This Agreement does not transfer to you any intellectual property owned by the Operator or third parties, and all rights, titles, and interests in and to such property will remain (as between the parties) solely with the Operator. All trademarks, service marks, graphics and logos used in connection with the Website and Services, are trademarks or registered trademarks of the Operator or its licensors. Other trademarks, service marks, graphics and logos used in connection with the Website and Services may be the trademarks of other third parties. Your use of the Website and Services grants you no right or license to reproduce or otherwise use any of the Operator or third-party trademarks.
To the fullest extent permitted by applicable law, in no event will the Operator, its affiliates, directors, officers, employees, agents, suppliers or licensors be liable to any person for any indirect, incidental, special, punitive, cover or consequential damages (including, without limitation, damages for lost profits, revenue, sales, goodwill, use of content, impact on business, business interruption, loss of anticipated savings, loss of business opportunity) however caused, under any theory of liability, including, without limitation, contract, tort, warranty, breach of statutory duty, negligence or otherwise, even if the liable party has been advised as to the possibility of such damages or could have foreseen such damages. To the maximum extent permitted by applicable law, the aggregate liability of the Operator and its affiliates, officers, employees, agents, suppliers, and licensors relating to the services will be limited to an amount greater of one dollar or any amounts actually paid in cash by you to the Operator for the prior one-month period prior to the first event or occurrence giving rise to such liability. The limitations and exclusions also apply if this remedy does not fully compensate you for any losses or fails of its essential purpose.
You agree to indemnify and hold the Operator and its affiliates, directors, officers, employees, agents, suppliers and licensors harmless from and against any liabilities, losses, damages or costs, including reasonable attorneys' fees, incurred in connection with or arising from any third party allegations, claims, actions, disputes, or demands asserted against any of them as a result of or relating to your Content, your use of the Website and Services or any willful misconduct on your part.
All rights and restrictions contained in this Agreement may be exercised and shall be applicable and binding only to the extent that they do not violate any applicable laws and are intended to be limited to the extent necessary so that they will not render this Agreement illegal, invalid or unenforceable. If any provision or portion of any provision of this Agreement shall be held to be illegal, invalid or unenforceable by a court of competent jurisdiction, it is the intention of the parties that the remaining provisions or portions thereof shall constitute their agreement with respect to the subject matter hereof, and all such remaining provisions or portions thereof shall remain in full force and effect.
The formation, interpretation, and performance of this Agreement and any disputes arising out of it shall be governed by the substantive and procedural laws of Chennai, India without regard to its rules on conflicts or choice of law and, to the extent applicable, the laws of India. The exclusive jurisdiction and venue for actions related to the subject matter hereof shall be the courts located in Chennai, India, and you hereby submit to the personal jurisdiction of such courts. You hereby waive any right to a jury trial in any proceeding arising out of or related to this Agreement. The United Nations Convention on Contracts for the International Sale of Goods does not apply to this Agreement.
We reserve the right to modify this Agreement or its terms relating to the Website and Services at any time, effective upon posting of an updated version of this Agreement on the Website. When we do, we will revise the updated date at the bottom of this page. Continued use of the Website and Services after any such changes shall constitute your consent to such changes.
You acknowledge that you have read this Agreement and agree to all its terms and conditions. By accessing and using the Website and Services you agree to be bound by this Agreement. If you do not agree to abide by the terms of this Agreement, you are not authorized to access or use the Website and Services.
If you would like to contact us to understand more about this Agreement or wish to contact us concerning any matter relating to it, you may send an email to firstname.lastname@example.org.
Matrix Business Services India Private Limited (Herewith referred to as Matrix) (‘we’ or ‘us’ or ‘our’) gathers and processes your personal information in accordance with this privacy notice and in compliance with the relevant data protection regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.
Matrix Business Services India Private Limited’s registered office is at Sree Mahamadhi Towers. No. 17, Arulambal Street, T. Nagar, Chennai – 600 017, India and we are a company registered in India under corporate identification number U74140TN2003PTC051482. We act as the PII Controller when processing your data.
1.2 Information That We Collect
Matrix Business Services India Private Limited (Herewith referred to as Matrix) processes your personal information (information that specifically identifies an individual or that is linked to information that identifies a specific individual) to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
The personal data that we collect are:
By accessing our website or providing data directly to Matrix through customer website/ portal or through Matrix internal portal/ any other source, you agree and consent to the collection and use of your personal information and sensitive personal information for specific verification and screening purposes only.
We collect information in the below ways:
1.3 How We Use Your Personal Data
Matrix takes your privacy very seriously and will never disclose, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time. The purposes and reasons for processing your personal data are detailed below:
1.4 Your Rights
You have the right to access any personal information that Matrix processes about you and to request information about:
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure. Requests to access, change, or remove your information will be handled within thirty (30) days.
1.5 Sharing and Disclosing Your Personal Information
We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement.
A. Unrestricted information
Any information that you voluntarily choose to include in a Public Area of the Service, such as a public profile page, will be available to any Visitor or User who has access to that content.
B. Service Providers
We work with third party service providers who provide the following services:
These third parties may have access to, or process Personal Data as part of providing those services for us. We limit the information provided to these service providers to that which is reasonably necessary for them to perform their functions, and our contracts with them require them to maintain the confidentiality of such information.
We may disclose such Information to related third parties outside of the country (such country or countries having same level of data protection as in our country) for the purpose of verification if the subject is a foreign national or employed/being employed outside India.
Matrix may disclose and transfer such information to a third party who acquires any or all of Matrix’s business units, whether such acquisition is by way of merger, consolidation or purchase of all or a substantial portion of our assets or by any other permitted method. A prominent notice will be displayed on our website to intimate you of any such change in ownership or control. Third parties referred to in this section includes our associates, affiliates or related entities
1.6 Safeguarding Measures
Matrix takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including:
However, no method of transmission over the Internet, or method of electronic storage, is 100% secure. We cannot ensure or warrant the security of any information you transmit to us or store on the Service, and you do so at your own risk. We also cannot guarantee that such information may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards.
If you believe your Personal Data has been compromised, please contact us as set forth in the “Contact Us” section.
Our security management standards are in compliance with ISO 27001:2013 and ISO 9001:2015 which is a widely recognized international security management standard that specifies security management best practices and comprehensive security controls, by way of which we also meet the requirements of reasonable security practices under the Information Technology Act, 2000. Our compliance with ISO 27001 demonstrates our commitment to information security at every level.
If we learn of a security systems breach, we will inform you of the occurrence of the breach in accordance with applicable law.
1.7 Consequences of Not Providing Your Data
You are not obligated to provide your personal information to Matrix, however, as this information is required for us to provide you with our services, we will not be able to offer some/all our services without it.
1.8 Legitimate Interests
As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.
We use the legitimate interests’ legal basis for processing direct marketing emailers / phone calls and have identified that our interests are to provide you with high quality, best in industry, performance support system to ease and improve user onboarding, support and training.
1.9 Cookie Notice
Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimize user experience and for features and services to function properly.
We use automatically collected information and other information collected through our website through cookies and similar technologies to: (i) personalize our service, such as remembering your information so that you will not have to re-enter it during a visit or on subsequent visits; (ii) provide customized advertisements, content, and information; (iii) monitor and analyze the effectiveness of Service and third-party marketing activities; (iv) monitor aggregate site usage metrics such as total number of visitors and pages viewed; and (v) track your entries, submissions, and status in any promotions or other activities on the Service.
These cookies do not collect personal information about you. A persistent cookie remains on your hard drive after you close your browser so that it can be used by your browser on subsequent visits to the Service. Persistent cookies can be removed by following your web browser’s directions. A session cookie is temporary and disappears after you close your browser. You can reset your web browser to refuse all cookies or to indicate when a cookie is being sent. However, some features of the Service may not function properly if the ability to accept cookies is disabled.
Most web browsers allow some control to restrict or block cookies through the browser settings, however if you disable cookies you may find this affects your ability to use certain parts of our website or services.
1.10 Minors and Children’s Privacy
Protecting the privacy of young children is especially important. Our Service is not directed to children under the age of 16, and we do not knowingly collect Personal Data from children under the age of 16 without obtaining parental consent. If you are under 16 years of age, then please do not use or access the Service at any time or in any manner. If we learn that Personal Data has been collected on the Service from persons under 16 years of age and without verifiable parental consent, then we will take the appropriate steps to delete this information. If you are a parent or guardian and discover that your child under 16 years of age has obtained an Account on the Service, then you may alert us at email@example.com and request that we delete that child’s Personal Data from our systems.
1.11 How Long We Keep Your Data
Occasionally, Matrix would like to contact you with the marketing materials / offers relating to our services that we provide. If you consent to us using your contact details for this purpose, you have the right to modify or withdraw your consent at any time by using the opt-out/unsubscribe options or by contacting Matrix directly.
If you consent to us contacting you with the above-mentioned marketing and offers, please tick to say how you would like to be contacted:
Matrix will occasionally send you marketing material / offers related to our services by email and tele-conversation that have been identified as being beneficial to our customers and in our interests. Such information will be relevant to you as a customer and is non-intrusive and you will always have the option to opt-out/unsubscribe at any time. Personally identifiable information collected / stored under this legitimate interests’ basis is protected by the same security measures listed in the ‘Safeguarding Measures’ section above.
If you would prefer not to receive above-mentioned marketing and offers, please tick below:
1.13 How to Contact Us
Matrix only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with our Data Protection Officer at firstname.lastname@example.org.
1.14 Consent (Physical Hard Copy)
Matrix takes your privacy seriously and will only process your personal data with your consent and in accordance with the terms stated in our Privacy Notice. If you consent to us collecting and processing your personal data, please sign below:
I, , (PII Principal’s name) confirm that I have been provided with a copy of Matrix ’s Privacy Notice & Terms & Conditions prior to giving consent.
1.15 Consent (Digital Format)
Matrix takes your privacy seriously and will only process your personal data with your consent and in accordance with the terms stated in our Privacy Notice. If you consent to us collecting and processing your personal data, please tick the check-box below:
I, , ( PII Principal’s name) consent to you processing my personal data as detailed in your
1.16 Grievance Officer
Matrix has appointed Ms. Jayasree Srinivasan as the Chief Privacy Officer/Grievance Officer. She can be reached at email@example.com. If there is a breach/incident found related to data privacy, an email can be shared to the Chief Privacy Officer/Grievance Officer in the above set email id. The timeline to attend to resolving minor incidents (incidents which do not cause no/very negligible damage) would be next 24 hours. With respect to other major/critical incidents – first level would be attended to in the next 24 hours and subsequently would be resolved within a maximum timeline of 72 hours depending on the gravity of the issue.
If you have any queries, kindly contact us at firstname.lastname@example.org. We will employ all commercially reasonable efforts to address the same.
This information was last published on the 8th of April 2022.