Matrix Diagnostics

Privacy Policy

Effective: February 28th 2022

This Privacy Policy describes how Matrix Diagnostics Ltd collects, uses and discloses information, and what choices you have with respect to the information.

When we refer to “Matrix Diagnostics Ltd”, we mean the Matrix Diagnostics Ltd entity that acts as the controller or processor of your information, as explained in more detail in the “Identifying the Data Controller and Processor” section below.

Table of Contents:

Applicability Of This Privacy Policy

This Privacy Policy applies to Matrix Diagnostics Ltd’s services and other interactions (e.g., customer service enquiries, etc.) you may have with Matrix Diagnostics Ltd (collectively “Services”).  This Privacy Policy also applies to the Matrix Diagnostics Ltd’s website ( If you do not agree with the terms, do not access or use the Services or website.

A separate agreement governs delivery, access and use of Matrix Diagnostic Ltd’s Services (the “Customer Agreement”), including the processing of any messages, files or other content submitted through services accounts (collectively, “Customer Data”). The organisation (e.g., your employer or another entity or person) that entered into the Customer Agreement (“Customer”) controls their services (“Account”) and any associated Customer Data.

Information We Collect And Receive

Matrix Diagnostics Ltd may collect and receive Customer Data and other information and data (“Other Information”) in a variety of ways:

You can adjust the settings on your computer to decline any cookies if you wish. This can easily be done by activating the reject cookies setting on your computer.

Generally, no one is under a statutory or contractual obligation to provide any Customer Data or Other Information (collectively, “Information”). However, certain Information is collected automatically and, if some Information, such as Account setup details, is not provided, we may be unable to provide the Services.

How We Use Information

Customer Data will be used by Matrix Diagnostics Ltd in accordance with Customer’s instructions, including any applicable terms in the Customer Agreement, and as required by applicable law. Matrix Diagnostics Ltd is a processor of Customer Data and Customer is the controller.  Processing of Customer Data is for the purpose of health or social care.

Matrix Diagnostics Ltd uses Other Information in furtherance of our legitimate interests in operating our Services, Websites and business. More specifically, Matrix Diagnostics Ltd uses Other Information:

If Information is aggregated or de-identified so it is no longer reasonably associated with an identified or identifiable natural person, Matrix Diagnostics Ltd may use it for any business purpose. To the extent Information is associated with an identified or identifiable natural person and is protected as personal data under applicable data protection law, it is referred to in this Privacy Policy as “Personal Data.”

Lawful Basis

Matrix Diagnostics Ltd control and process data based on the following:

Consent – Consent is required and requested for processing sensitive data and when sending out information for marketing purposes.

Contract – Other information is processed because it is necessary for fulfilling a contract or because specific steps need to be taken before entering into a contract.

Legitimate interests – The processing is necessary for Matrix Diagnostics Ltd’s legitimate interests or the legitimate interests of a Customer/third party.



Data Retention

Matrix Diagnostics Ltd will retain Customer Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement, and as required by applicable law.

Matrix Diagnostics Ltd may retain Other Information pertaining to you for as long as necessary for the purposes described in this Privacy Policy. This may include keeping your Other Information after you have deactivated your account for the period of time needed for Matrix Diagnostics Ltd to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our agreements.

Records are retained as specified by legal requirements, guidelines from the appropriate professional authorities or as defined in the service level agreement or contract. In absence of such guidance, the default storage of paper records is 6 years from creation.


Electronic records including Drug and Alcohol screening reports are stored indefinitely provided that future hardware and software systems are capable of accessing the data. The data may printed to hardcopy if required.

Where no specific retention period is shown, the records are held for 6 years as live, after which they are archived on the server.

Paper records are disposed of by secure shredding to ensure that confidentiality is maintained.

How We Share And Disclose Information

This section describes how Matrix Diagnostics Ltd may share and disclose Information. Customers determine their own policies and practices for the sharing and disclosure of Information, and Matrix Diagnostics Ltd does not control how they or any other third parties choose to share or disclose Information.


Matrix Diagnostics Ltd takes security of data very seriously. Matrix Diagnostics Ltd works hard to protect Other Information you provide from loss, misuse, and unauthorised access or disclosure. These steps take into account the sensitivity of the Other Information we collect, process and store, and the current state of technology. Given the nature of communications and information processing technology, Matrix Diagnostics Ltd cannot guarantee that Information, during transmission through the Internet or while stored on our systems or otherwise in our care, will be absolutely safe from intrusion by others. The Company does not accept responsibility for any loss arising from unauthorised access to, or interference with, any internet communications by any third-party, or from the transmission of any viruses.

Changes To This Privacy Policy

Matrix Diagnostics Ltd may change this Privacy Policy from time to time. Laws, regulations and industry standards evolve, which may make those changes necessary, or we may make changes to our business. We will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If we make changes that materially alter your privacy rights, Matrix Diagnostics Ltd will provide additional notice, such as via email or through the Services. If you disagree with the changes to this Privacy Policy, you should deactivate your Services account. Contact the Customer if you wish to request the removal of Personal Data under their control.

Data Protection Officer

We aren’t required to appoint a DPO under the UK GDPR but we have decided to do so voluntarily. We understand that the same duties and responsibilities apply had we been required to appoint a DPO. We support our DPO to the same standards.

Our DPO is our Managing Director, Mr James Lawson.

Our DPO is sufficiently well resourced to be able to perform his tasks.

We do not penalise the DPO for performing their duties.

He can be contacted at 01992 762 678 or at [email protected]

Identifying The Data Controller And Processor

Data protection law in certain jurisdictions differentiates between the “controller” and “processor” of information. In general, the Customer is the controller of Customer Data. In general, Matrix Diagnostics Ltd is the processor of Customer Data and the controller of Other Information.

Your Rights

Individuals located in certain countries, including the UK and the European Economic Area, have certain statutory rights in relation to their personal data. Subject to any exemptions provided by law, you may have the right to request access to Information, as well as to seek to update, delete, withdraw consent or correct this Information.

To the extent that Matrix Diagnostics Ltd’s processing of your Personal Data is subject to the UK General Data Protection Regulation, Matrix Diagnostics Ltd relies on its legitimate interests, described above, to process your data. Matrix Diagnostics Ltd may also process Other Information that constitutes your Personal Data for direct marketing purposes and you have a right to object to Matrix Diagnostics Ltd’s use of your Personal Data for this purpose at any time. To do this email [email protected] with the request.

Contacting Matrix Diagnostics Ltd

Please also feel free to contact Matrix Diagnostics Ltd if you have any questions about this Privacy Policy or Matrix Diagnostics Ltd’s practices, or if you are seeking to exercise any of your statutory rights. You may contact us at [email protected] or at our mailing address below:

Matrix Diagnostics, Unit 9 Meridian Business Park, Fleming Road, Waltham Abbey, EN9 3BZ

T: 01992 762 678 E: [email protected]

Contacting the Information Commissioner’s Office (ICO)

If you believe there is a problem with the way Matrix is handling your data, individuals have the right to complain to the ICO.


Please Get In Touch

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