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Privacy Policy
Effective Date: September 1, 2026
Timebase Studios Inc., operating as MATRX (“MATRX”, “we”, “us” or “our”), is a Canadian company that provides data storage, transfer, processing, delivery and related technology services.
This Privacy Policy explains how we collect, use, disclose, retain and protect Personal Information in connection with our websites, applications and services (collectively, the “Services”).
Our Terms of Service contain additional terms governing use of the Services. Capitalized terms not defined in this Privacy Policy, including User Data, have the meanings given to them in our Terms of Service.
1. Scope of this Policy
This Privacy Policy applies when you:
“Personal Information” means information about an identifiable individual, as defined by applicable privacy law.
This Policy distinguishes between Personal Information that MATRX collects for its own business and operational purposes and User Data that customers provide to MATRX for storage, transfer, processing or other Services.
2. Customer User Data
Our customers may provide files, media, documents, databases, metadata and other information to MATRX as User Data.
The customer determines what User Data is submitted to the Services and is responsible for ensuring that it has the right and authority to provide that User Data to MATRX.
User Data may contain Personal Information relating to individuals who do not have a direct relationship with MATRX. When we process Personal Information contained within User Data on behalf of a customer, we generally act as a service provider or processor to that customer rather than collecting the information for our own independent purposes.
MATRX does not routinely inspect Customer User Data and does not use its contents for advertising, marketing or unrelated commercial purposes.
Access to User Data is restricted to authorized MATRX personnel and legitimate operational purposes. Personnel responsible for operating, supporting or administering MATRX infrastructure may technically have access to User Data as necessary to perform their duties. Access is permitted only where reasonably necessary to:
MATRX does not acquire ownership of Customer User Data.
3. Personal Information We Collect
Depending on how you use the Services, we may collect the following categories of Personal Information.
Account and Contact Information
This may include your:
Authentication and Security Information
Authentication and security information may include account identifiers, authentication events, login history, multi-factor authentication information, IP addresses, security events and related technical information, some of which is stored with our third-party identity provider.
We do not require users to share account credentials with other users, and credential sharing is prohibited by our Terms and security policies.
Billing and Transaction Information
We may collect information relating to subscriptions, purchases, invoices, payment status, account balances and transaction history.
Payment card information submitted through our online payment systems is processed by our payment processors, Stripe or Intuit. MATRX does not store complete payment card numbers.
Service Activity and Technical Information
When you access or use the Services, our systems may automatically record technical and operational information, including:
We use this information to operate, secure, troubleshoot and understand the use and performance of our own Services.
We do not currently use third-party website analytics platforms, advertising pixels or behavioural advertising systems.
Communications and Support Information
When you communicate with us, we may retain the communication and information you provide.
This includes support tickets, emails, service requests, attachments, troubleshooting information, telephone or meeting notes and other correspondence.
Please avoid including unnecessary sensitive information or User Data in a support request unless it is relevant to the issue being investigated.
4. Public and Shared Links
Some MATRX Services allow customers to create public, shared, or tokenized links that can be accessed without creating or signing into a MATRX account.
When you access one of these links, we may not know your identity.
We may nevertheless collect technical information associated with the request, including your IP address, date and time of access, browser or device information, transfer information, security events and related technical telemetry.
We use this information to provide the requested transfer or other functionality, maintain audit records, protect the Service and investigate technical problems or misuse.
The MATRX customer that created or provided the link may also receive information about activity associated with that link as part of the Service.
5. How We Use Personal Information
MATRX may use Personal Information to:
We limit the collection and use of Personal Information to purposes that are reasonably necessary and appropriate for our Services and business operations.
6. Artificial Intelligence and Model Training
MATRX does not currently use Personal Information or Customer User Data to train MATRX-developed generalized artificial intelligence or machine-learning models.
We may use software or service providers that include AI-assisted functionality as part of the services they provide to us. Those providers process information subject to their applicable agreements, privacy obligations and the configurations we select.
If MATRX introduces a program under which identifiable Personal Information or Customer User Data would be used to train a generalized AI or machine-learning model for purposes beyond providing the Services requested by the customer, we will provide additional information about that use and obtain any consent required by applicable law before enrolling affected information.
Existing customers will not automatically be enrolled in a future MATRX Customer User Data training program solely because this Privacy Policy changes.
Where MATRX offers customers an option to contribute Customer User Data to generalized AI model training, participation will be presented separately from the consent necessary to receive ordinary MATRX Services.
We may use aggregated statistical information that does not reasonably identify an individual or customer to analyze and improve our systems, subject to applicable law.
7. Cookies and Similar Technologies
MATRX does not currently use third-party advertising or behavioural analytics cookies on our Services.
Our websites and applications may use cookies, browser storage or similar technologies where necessary to:
We do not use these technologies to sell Personal Information or create third-party advertising profiles.
If our use of cookies or similar technologies materially changes, we will update this Privacy Policy and provide any choices or consent mechanisms required by applicable law.
8. Service Providers
MATRX engages third-party service providers to perform certain business and operational functions on our behalf. These currently include providers used for purposes such as:
These providers may receive or process Personal Information only as reasonably necessary to perform the services for which they are engaged, subject to applicable contractual, confidentiality, security and privacy requirements.
Some service providers may process or store Personal Information outside Canada. Additional information about international processing is provided in the Data Location and International Processing section below.
9. Data Location and International Processing
MATRX is located in Canada, and our employees and MATRX-owned production infrastructure are currently located in Canada.
Customer User Data stored directly within MATRX storage and transfer infrastructure is primarily hosted on MATRX-owned infrastructure located in Canadian data centres.
Personal Information used for authentication, customer support, email, accounting, payments and other business functions may be processed by third-party service providers. Depending on the provider, service and configuration, this information may be stored, processed or accessible outside Canada, including in the United States and other jurisdictions.
Information processed outside your country may be subject to the laws and lawful-access requirements of the jurisdiction in which it is processed.
Where required, MATRX uses contractual and other measures intended to provide an appropriate level of protection when Personal Information is handled by a service provider.
10. Disclosure of Personal Information
We may disclose Personal Information:
To Service Providers
We may disclose information to service providers that perform functions on our behalf, subject to appropriate restrictions and safeguards.
To Your Organization or Account Administrator
If your MATRX account is provided or managed by an organization, information about your account or use of organizational Services may be available to authorized administrators of that organization.
As Directed by You or a Customer
We may disclose information where you, or the MATRX customer responsible for the applicable Service, directs or authorizes us to do so.
For Legal and Security Reasons
We may disclose information where we reasonably believe disclosure is required or permitted by applicable law, including to respond to a valid court order, warrant, subpoena or other lawful requirement.
We may also disclose information where permitted by law where reasonably necessary to investigate fraud, abuse or security incidents; protect users or the public; protect MATRX systems or property; or establish, exercise or defend legal rights.
Business Transactions
Personal Information may be disclosed as permitted by law in connection with a proposed or completed financing, reorganization, merger, acquisition, sale or other transfer of all or part of our business.
Any recipient receiving Personal Information as part of such a transaction will be required to handle it as required by applicable law.
11. We Do Not Sell Personal Information
MATRX does not sell Personal Information.
We do not sell Customer User Data.
We do not use Personal Information or Customer User Data for third-party targeted or behavioural advertising.
12. Retention and Deletion
MATRX retains Personal Information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to satisfy applicable legal, accounting, security, contractual and operational requirements.
Different categories of information may therefore have different retention periods.
For example:
Customer User Data is retained and deleted in accordance with the applicable Service, Terms of Service and any customer agreement, including any applicable retrieval or grace period following termination.
When Personal Information is no longer reasonably required, we will delete, destroy or anonymize it as appropriate and as permitted by law.
13. Security
MATRX uses administrative, physical, and technical safeguards designed to protect Personal Information and Customer User Data against unauthorized access, use, disclosure, alteration, loss or destruction.
Safeguards vary based on the nature and sensitivity of the information and may include access controls, authentication systems, encryption, logging and monitoring, network and infrastructure security, physical data-centre protections, employee confidentiality requirements and operational security procedures.
No information system or method of electronic transmission can be guaranteed to be completely secure.
Users are responsible for protecting their account credentials and must promptly report suspected credential compromise or other security concerns to MATRX.
14. Security Incidents
MATRX maintains procedures for investigating suspected privacy and security incidents.
Where a breach of Personal Information creates an obligation to notify affected individuals, privacy regulators or other parties under applicable law, MATRX will provide the required notification.
Customers should promptly report suspected security issues through MATRX Support or our designated security-reporting channels.
15. Your Privacy Rights
Depending on where you live and the law that applies, you may have rights concerning your Personal Information, including rights to:
These rights may be subject to legal limitations and exceptions.
We may need to verify your identity before completing a request.
If your request concerns Personal Information contained within User Data controlled by a MATRX customer, we may refer your request to that customer because the customer determines the purposes for which that User Data is processed.
Privacy requests may be submitted to privacy@thematrx.net.
16. European Economic Area and United Kingdom
MATRX is a Canadian company and does not currently operate establishments or data centres in the European Economic Area or United Kingdom.
Where European or UK data-protection law applies to our processing of Personal Information, we will process that information on an applicable lawful basis, which may include:
Individuals covered by those laws may have additional rights concerning access, correction, erasure, restriction, objection and portability of their Personal Information and concerning certain automated decision-making.
17. Minors
MATRX Services are intended for adults and for business and professional use. We do not offer MATRX accounts directly to minors.
Some public, shared or customer-managed functionality can be accessed without authentication. In those circumstances, MATRX generally does not know the identity or age of the individual using the link.
A MATRX customer is responsible for determining who it authorizes to access its User Data or customer-managed Services.
If we learn that Personal Information relating to a minor has been collected directly by MATRX in circumstances where additional consent or other measures are legally required, we will take appropriate action.
18. Marketing Communications
We may send customers or prospective customers business or marketing communications where permitted by applicable law.
You may unsubscribe from optional marketing emails using the unsubscribe mechanism provided in the message or by contacting us.
Transactional, billing, account, security and other service-related communications are not marketing communications and may continue where necessary to administer your account or provide the Services.
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our Services, business practices, service providers or legal obligations.
The current version will be published through our website with an updated effective date.
Where a change is material or applicable law requires additional notice or consent, we will provide that notice or request that consent as appropriate.
A change to this Privacy Policy will not by itself enroll existing customers in a new use of Customer User Data for generalized AI model training.
20. Privacy Officer and Contact Information
Responsibility for MATRX’s privacy program rests with our Privacy Officer.
Questions, complaints, requests for access or correction, and other privacy inquiries may be directed to:
privacy@thematrx.net
Last Updated: August 14, 2026
