Privacy Policy

Privacy Policy

How We Collect, Use, Store, and Protect Your Information

1. Who We Are and Why This Policy Exists

The Matrix Grid is operated by Inceptus Matrix Intelligence LLC (IMI), a Texas limited liability company based in Dallas, Texas. When you create a profile, post an opportunity, join an event, or use any feature on the Platform, information about you is collected and used. This policy explains exactly what that information is, how it is used, who it is shared with, and what you can do about it.

We wrote this policy to be readable. If something is unclear or you want to exercise any of your rights, contact us directly at info@inceptusmatrix.com. We will respond.

2. Information We Collect

2.1 Information You Provide Directly

• Account registration: name, email address, phone number, business name
• Profile information: biography, photo or logo, industry, location, service tags, experience level, pricing range, availability, portfolio content, website and social media links
• Resource Spotlight content: what you currently offer, availability, pricing, action button type
• What I Am Looking For selections: the professional connection types you are seeking
• Opportunity posts: title, description, compensation, location, urgency, duration
• Event posts: event details, capacity, cost, attendee information
• Reviews, endorsements, and ratings: written content, star ratings, relationship context
• Reference requests and responses: structured form responses, visibility settings
• Messages: communications sent between members through the Platform messaging system
• Payment information: billing details when subscribing to a paid tier, processed by our payment processor. We do not store full payment card numbers.

2.2 Information Collected Automatically

• Usage data: pages visited, features used, search queries, time on Platform, click patterns
• Device and technical information: IP address, browser type, operating system, device identifiers
• Location data: geographic coordinates derived from your profile address or zip code, used to display your pin on the member map and power radius search
• Log data: server logs recording your interactions with the Platform
• Cookies and similar technologies: see Section 10 for details

2.3 Information from Third Parties and Integrations

• Google Maps and Places API: location standardization and address autocomplete when you enter location information during profile setup
• Google Geocoding API: conversion of addresses and zip codes to geographic coordinates
• Payment processor: transaction confirmation and payment status
• Our CRM platform: stores your member contact record including profile fields, industry tags, automation history, communication logs, and platform activity metrics as part of our platform operations. This data is used to power automated notifications, personalized digests, and the AI matching system.
• Our workflow automation platform: bridges our web platform and CRM to process your profile data, apply industry tags, and trigger automated member communications

3. How We Use Your Information

3.1 To Operate the Platform

• Create and maintain your member profile and account
• Display your profile in search results, on the member map, and in AI-generated match suggestions
• Power the AI matching system that surfaces relevant connection and opportunity suggestions
• Send automated notifications about matched opportunities, new connections, and platform activity relevant to your profile
• Generate your personalized weekly digest email
• Calculate your career stage and reliability tier based on platform activity
• Track referral credits for recognized referral activity
• Power the geo map showing member locations and supporting radius search

3.2 To Communicate With You

• Send transactional emails related to your account including welcome messages, moderation decisions, and security notifications
• Send your personalized weekly digest and AI-matched connection suggestions
• Respond to your support requests and questions
• Send important notices about changes to these policies or Platform features

3.3 To Improve the Platform

• Analyze usage patterns to improve features and member experience
• Monitor for security threats, fraudulent activity, and policy violations
• Improve the accuracy and relevance of AI matching over time

3.4 Legal and Safety

• Comply with applicable laws, regulations, and legal process
• Enforce our Terms of Service
• Protect the rights, safety, and property of IMI, our members, and the public

4. How We Share Your Information

4.1 With Other Members

Your profile information is visible to other members as described in the Terms of Service and your privacy settings. Your public profile URL is accessible to anyone with the link. You control the visibility of references through the three-tier reference visibility system. Your geo map pin shows your general location area, not your precise address.

4.2 With Service Providers

We share information with trusted service providers who help us operate the Platform under contractual obligations to use your information only as necessary for their services:

• Our CRM and marketing automation provider: stores member contact records and powers email automation workflows
• Google: provides Maps, Places, and Geocoding APIs for location features
• Our workflow automation provider: connects our web platform to our CRM
• Anthropic (Claude API): provides the AI layer that powers smart matching, personalized digests, and profile coaching. Content sent to this service is processed in accordance with the provider's data handling policies.
• Our payment processor: handles subscription payments for paid tiers
• Our web hosting provider: provides Platform infrastructure

4.3 We Do Not Sell Your Information

The Matrix Grid does not sell your personal information to third parties. We do not allow third-party advertisers to access member personal information for advertising purposes. The Matrix Grid platform is ad-free by design.

4.4 White-Label Partners

If you join the Platform through a white-label deployment operated by a partner organization such as a chamber of commerce or trade association, that organization may receive aggregated, anonymized reports about network activity within their deployment. Individual member data is not shared with white-label partners without your explicit consent.

4.5 Legal Requirements

We may disclose your information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, safety, or property of IMI, our members, or the public.

5. Geo and Location Data

The Platform uses your location information to display your pin on the member map and to power radius-based search. Your location on the map represents your city or general service area, not your precise street address. You control your location display through your profile settings. You may set a general service area rather than a specific address if you prefer.

Location data is stored in our CRM as city, state, and geographic coordinates derived from your profile address. This data is used to power geo-targeted notifications when new members join your area and to personalize your weekly digest with locally relevant content.

6. AI Processing

The Platform uses AI powered by third-party AI providers to deliver several features. When these features operate:

• Your profile content and platform activity data may be included in prompts sent to AI providers to generate personalized recommendations, matching suggestions, and digest content
• We do not use your information to train AI models
• AI-generated content is a starting point only and does not constitute professional advice, endorsement, or guarantee of any kind
• AI matching surfaces suggestions based on profile data and activity patterns. It does not make binding decisions about members or guarantee the quality of any suggested connection.
• You may opt out of AI-powered features by contacting info@inceptusmatrix.com

7. Data Retention

7.1 Active Accounts

We retain your information for as long as your account is active and for a reasonable period afterward for account reactivation, dispute resolution, and legal compliance.

7.2 Account Deletion

When you delete your account:

• Your profile is removed from public display within 30 days
• Reviews you have written are anonymized — your name and profile link are replaced with "Former Member" and the review text is retained to preserve the integrity of other members' ratings
• References you have written are automatically withdrawn from display
• Your contact record in our CRM is anonymized 24 months after account deletion
• Backup copies may be retained for up to 90 days for disaster recovery purposes

7.3 Legal Hold

We may retain certain information for longer periods when required for legal proceedings, regulatory compliance, or dispute resolution.

8. Your Privacy Rights

8.1 Your Rights as a Member

These are your rights. They apply to every member regardless of where you are located. To exercise any of them, contact us at info@inceptusmatrix.com.

• You have the right to access your data. Ask us and we will send you a copy of the personal information we hold about you.
• You have the right to correct inaccurate information. Update it yourself in account settings or ask us to fix it.
• You have the right to delete your account and your personal information. We will process deletion requests promptly, subject to the retention requirements in Section 7.
• You have the right to your data in a portable format. Ask us for an export of your profile data and we will provide it in a common readable format.
• You have the right to opt out of non-essential communications at any time. Use the unsubscribe link in any email or turn off communications in your account settings. Transactional emails about your account cannot be turned off while your account is active.
• You have the right to opt out of AI-powered features. Contact us at info@inceptusmatrix.com and we will disable AI matching and digest personalization for your account.

8.2 If You Are a California Resident

California law gives you additional privacy rights beyond those listed above. Here is what you are entitled to under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: request details about categories and specific pieces of personal information collected, purposes for collection, and categories of third parties with whom it is shared
• Right to Delete: request deletion of your personal information subject to legal exceptions
• Right to Correct: request correction of inaccurate personal information
• Right to Opt Out of Sale or Sharing: IMI does not sell or share personal information for cross-context behavioral advertising. You retain the right to direct us not to do so at any time.
• Right to Limit Use of Sensitive Personal Information: limit our use of sensitive personal information to what is necessary to provide the Platform
• Right to Non-Discrimination: exercise your rights without receiving different service or treatment

To submit a California privacy request, email info@inceptusmatrix.com with the subject line "CCPA Privacy Request." We will verify your identity before processing and respond within 45 days.

9. Security

We implement reasonable technical and organizational measures to protect your personal information including encrypted data transmission, access controls, and regular security monitoring. No internet transmission is completely secure. If you believe your account has been compromised, contact us immediately at info@inceptusmatrix.com.

10. Cookies

The Platform uses the following types of cookies:

• Strictly necessary cookies: required for login, session management, and core Platform functions. Cannot be disabled.
• Functional cookies: remember your preferences and settings such as search radius and filter selections.
• Analytics cookies: collect aggregate usage data to help us improve the Platform. You may opt out through your browser settings.
• Third-party cookies: placed by Google Maps when you interact with the member map. Governed by Google's privacy policy.

A cookie preference center will be available on the Platform allowing you to manage optional cookies without leaving the site.

11. Children's Privacy

The Matrix Grid is not intended for use by individuals under 18. We do not knowingly collect information from anyone under 18. If we become aware a minor has created an account, we will delete it promptly. Contact info@inceptusmatrix.com if you believe a minor has created an account.

12. Third-Party Links

The Platform may contain links to third-party websites and services. We are not responsible for the privacy practices of third parties. We encourage you to review the privacy policies of any third-party service you access through the Platform.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated by posting the updated policy on the Platform and, where feasible, by email notification. Continued use of the Platform after the effective date constitutes acceptance of the updated policy.

14. Contact

To exercise your privacy rights or ask questions about this policy:

The Matrix Grid — Operated by Inceptus Matrix Intelligence LLC
Dallas, Texas
Email: info@inceptusmatrix.com
Phone: (972) 573-9870
Web: thematrixgrid.net