Privacy Policy

Train Matricx ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how your personal information is collected, used, and disclosed by Train Matricx when you visit our website (trainmatricx.com) or engage with our B2B sports data annotation services.

1. Information We Collect

We collect information in four distinct categories:

• B2B Contact Information: When you request a quote, book a call, or contact us, we collect your name, business email address, company name, and details regarding your project scope.
• Client Data (Service Delivery): As a managed data service, we receive sports video footage, datasets, and proprietary ML schemas from our clients. We act strictly as a Data Processor for Client Data.
• Candidate Data: When you apply to join our talent pool, we collect your name, email address, country and timezone, sports and skills, tools used, years of experience, availability, your CV, and any optional links you choose to share. This is covered in detail in Section 5.
• Chat Messages: When you use the chat assistant on this website, we process the questions you type and, if you choose to send an enquiry through it, your name, company, email address, phone number and project details. This is covered in detail in Section 6.

2. How We Use Your Information

Your B2B Contact Information is used solely to communicate with you, provide proposals, and manage our business relationship.

Handling of Client Data: Any video footage, schemas, or datasets provided to us are used exclusively to perform the agreed-upon annotation services. We do not use client data to train our own internal machine learning models, nor do we sell, rent, or share your proprietary data with any third parties outside of the strict execution of your project.

3. Data Security & Compliance

We implement enterprise-grade security measures to protect your information. Our operations are aligned with SOC2, ISO, GDPR, and HIPAA compliance frameworks.

• All data transfers occur over encrypted channels (TLS/SSL).
• Data annotation is performed on secure, encrypted servers with strict access controls.
• Our annotators operate under strict Non-Disclosure Agreements (NDAs) and do not have the ability to download or export raw client footage locally.

4. Data Retention and Deletion

Client Data: Upon successful delivery and acceptance of a project, or upon termination of our agreement, we will securely purge and delete all raw footage and annotated datasets from our active servers according to the timeline specified in our Master Services Agreement (MSA), unless otherwise legally required.

Contact Information: We retain B2B contact information for as long as necessary to fulfill the purposes outlined in this policy or as required by law.

5. Candidate and Applicant Data

This section applies to anyone who applies to join our talent pool through the application form at trainmatricx.com/talent, or who sends us a CV directly. It applies to applicants worldwide, not only those in the EU or EEA. For this data, Train Matricx is the Data Controller.

What we collect and why: the information listed in Section 1 is used for one purpose only — to assess whether your experience matches a client project, and to contact you about that project. We do not use it for marketing, we do not sell it, and we do not share it with clients or any other third party without asking you first.

Where it is stored: applications are collected and stored by Tally (the form provider) and synchronised to Google Workspace (Sheets and Drive) for our internal review. Both act as our processors. Your CV is stored with them, not on this website — this site holds no applicant database.

Retention: we keep applications for 24 months from the date of submission, after which they are deleted. If you are engaged on a project, your data is retained for the duration of that engagement and for as long as we are required to keep records of it.

Your choices: you can ask us at any time to send you a copy of what we hold, correct it, or delete it entirely. Email info@trainmatricx.com with "Talent pool" in the subject line and we will action it. Withdrawing your application has no effect on any other relationship you have with us.

Joining the pool is not an offer of employment and does not guarantee work of any kind. It records your details so that we can approach you when a matching project arises.

6. Website Chat Assistant

The chat assistant on this website is automated. It is not a person, and some of its answers are generated by an artificial intelligence model.

What is sent to an AI provider: when you type a question, that question and the most recent messages of the same conversation are sent to Groq, a third-party AI service, to generate a reply. We use the free tier of this service, and Groq handles what it receives under its own terms, which can include keeping it for a period. Please do not type personal, confidential or proprietary information into the chat. Questions answered by tapping one of the suggested buttons are answered in your browser and are not sent to any AI provider.

What we store: we do not keep a record of chat conversations on our servers. The conversation is held in your own browser so that it survives moving between pages, and it is cleared when you close the tab. If you leave a quote or free pilot request unfinished, the answers you had given (for example the sport and footage volume, never your email) are also kept in your browser for up to 14 days so you can finish it on a later visit, along with your choice of whether replies play a sound. Your IP address is held briefly in memory to limit abuse of the service and is not written to disk.

If you send an enquiry: when you choose to send a question, a quote request or a free pilot request to our team, the details you enter (your name, email address, phone number, message, and optionally your company), the page you were on, and the recent messages of that conversation are delivered to us by email through FormSubmit, our form-delivery provider, and recorded in a spreadsheet in Google Workspace so that no enquiry is lost. We use them only to reply to you, and they are then treated as B2B Contact Information under this policy.

Analytics: we record that the chat was opened, whether a question could be answered, and whether an answer was marked helpful. We do not record the text of what you type in our analytics.

Accuracy: AI-generated answers can be wrong. Nothing the assistant says is a quote, an offer or a commitment; pricing, timelines and terms are confirmed only in writing by our team.

7. Third-Party Disclosures

We do not sell your personal data. We may share contact information with trusted third-party service providers (e.g., CRM software, email hosting) solely to facilitate our business operations. These providers are bound by strict confidentiality agreements. The providers involved in the website chat assistant are described in Section 6.

8. Your Rights

Depending on your location (e.g., under the GDPR or CCPA), you may have the right to access, correct, delete, or restrict the processing of your personal data. To exercise these rights, please contact us.

9. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact our Data Protection Officer at:

Email: info@trainmatricx.com