Privacy Policy

Last updated: 10 December 2025
Business name: Recruit Matrix Pty Ltd
ABN: 94 682 460 402
Contact: [email protected]

1. Purpose

We respect your privacy and are committed to handling personal information in a transparent and secure way. This Privacy Policy explains how we collect, use, store, and share your information when you use our website, services, and software.

2. What personal information we collect

Depending on how you interact with us, we may collect:

Information you provide
• Name
• Email address
• Phone number
• Business name and role
• Billing details and transaction records
• Information you submit in forms, questionnaires, and messages
• Any files or documents you upload

Information collected automatically
• Device information (browser, device type, operating system)
• Usage data (pages viewed, clicks, time on site)
• IP address and general location (approximate)
• Cookies and similar tracking technologies

3. How we collect personal information

We collect information when you:
• Visit our website
• Create an account or complete a profile
• Book an onboarding call or request a demo
• Purchase a service or subscription
• Submit a form or contact us
• Use our software features and automations
• Interact with our emails, messages, or ads

4. Why we collect and use personal information

We use personal information to:
• Provide and manage access to our software and services
• Set up and maintain your account
• Deliver onboarding and customer support
• Process payments and send invoices or receipts
• Send service related communications (for example reminders, updates, security notices)
• Improve our website, automations, and product experience
• Comply with legal and regulatory obligations
• Send marketing communications where you have opted in, or where permitted by law

5. Our software and service providers

We use trusted third party platforms to operate our systems, including:

• GoHighLevel (GHL) for CRM, forms, automations, email and SMS communication, booking flows, and client management
• Microsoft Dynamics for customer relationship management and business operations

These providers may store or process data on our behalf. We take reasonable steps to ensure providers handle information securely and in line with applicable privacy obligations.

6. Sharing your information

We may share personal information with:
• Our service providers and technology partners (for example hosting, analytics, communications, CRM platforms)
• Payment processors to complete transactions
• Professional advisers (legal, accounting, insurance) where needed
• Regulators or authorities if required by law
• A purchaser of our business, if a sale or restructure occurs (only as permitted by law)

We do not sell your personal information.

7. Overseas disclosure

Some of our service providers may store or process information outside Australia. Where this occurs, we take reasonable steps to ensure your information is protected through contractual, technical, and organisational safeguards.

8. Marketing communications

If you opt in, we may send you marketing updates, product announcements, and offers. You can unsubscribe at any time using the link in our messages or by contacting us.

We may still send essential service communications even if you unsubscribe from marketing.

9. Cookies and analytics

We may use cookies and similar technologies to:
• Remember preferences
• Understand how visitors use our site
• Improve performance and user experience
• Measure marketing effectiveness

You can control cookies through your browser settings. Disabling cookies may affect how parts of the site function.

10. Data security and retention

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure.

We keep personal information only for as long as needed to provide our services, meet legal requirements, resolve disputes, and enforce our agreements. When no longer required, we take reasonable steps to delete or de identify it.

11. Access and correction

You can request access to the personal information we hold about you and ask for corrections if it is inaccurate, out of date, incomplete, irrelevant, or misleading. To make a request, contact us using the details below.

12. Complaints

If you have a privacy complaint, contact us and we will respond within a reasonable timeframe. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

13. Contact us

Privacy contact: Will Ivens
Email: [email protected]
Address: Brisbane

14. Updates to this policy

We may update this Privacy Policy from time to time. The latest version will always be published on this page with the updated date.