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Privacy Policy

Effective date: August 28, 2026

Last updated: August 28, 2026

1. Introduction

Matrix IFM LLC (“Matrix IFM,” “we,” “us,” or “our”) respects the privacy of the individuals and business representatives with whom we interact. This Privacy Policy explains how we may collect, receive, access, create, use, organize, analyze, disclose, retain, protect, and otherwise process information relating to an identified or reasonably identifiable individual in connection with our website, business communications, facility-management activities, service-partner network, vendor relationships, and related operations.

Matrix IFM operates primarily as a business-to-business integrated facility-management company. Our interactions may involve prospective and existing clients, property and facility representatives, service providers, contractors, subcontractors, vendors, suppliers, consultants, referral sources, procurement personnel, insurance representatives, public-sector representatives, and other professional contacts.

This Privacy Policy is intended to provide a complete general description of our information-handling practices. It does not eliminate, restrict, or waive any privacy right that cannot lawfully be eliminated, restricted, or waived.

2. Plain-Language Overview

Depending on how you interact with Matrix IFM, we may collect business contact information, company and professional information, facility-service requirements, provider qualifications, compliance documentation, communications, transaction records, technical website information, and related operational records.

We generally use this information to:

  • Respond to business inquiries.
  • Review facility-service requirements.
  • Prepare proposals, estimates, scopes, and operating plans.
  • Evaluate and manage service partners.
  • Coordinate facility services and work orders.
  • Maintain safety, insurance, quality, and compliance records.
  • Communicate with clients, vendors, and service providers.
  • Protect Matrix IFM, its clients, service partners, facilities, systems, and legal rights.
  • Meet applicable legal, contractual, accounting, insurance, and risk-management obligations.

We do not sell personal information for monetary consideration. We do not use general website information to make eligibility decisions concerning credit, housing, health care, education, or other consumer services. We do not knowingly direct our website to children.

The remainder of this Privacy Policy provides more detailed information and controls over any summary contained in this section.

3. Scope of This Privacy Policy

This Privacy Policy applies to personal information handled by Matrix IFM through or in connection with:

  • matrixifm.com and any Matrix IFM webpage linking to this policy.
  • Client-contact and facility-review forms.
  • Vendor, contractor, subcontractor, supplier, and service-partner forms.
  • Email, telephone, text-message, video-conference, and other business communications.
  • Proposals, estimates, requests for information, requests for proposals, qualifications, bids, scopes of work, work orders, and related documents.
  • Client, vendor, contractor, and service-partner evaluation and onboarding processes.
  • Operational communications and records associated with facility services.
  • Authorized scheduling, work-order, inspection, quality-assurance, compliance, and relationship-management systems.
  • Trade shows, networking activities, referrals, supplier portals, procurement systems, and other business-development channels.
  • Other interactions that reference or are reasonably governed by this Privacy Policy.

This policy applies to information about individuals. It may also address company information when that information identifies, relates to, or is reasonably linkable to an individual, such as a sole proprietor, company representative, business owner, or individual contractor.

4. Information Not Governed Exclusively by This Policy

This Privacy Policy may not exclusively control information that is governed by:

  • A separate client agreement.
  • A data-processing agreement.
  • A service-provider or subcontractor agreement.
  • A nondisclosure or confidentiality agreement.
  • A statement of work.
  • A procurement agreement.
  • An employment or applicant privacy notice.
  • An insurance, legal, tax, or regulatory obligation.
  • A separate notice presented at the time of collection.
  • A client’s own privacy policy when Matrix IFM processes information solely on that client’s behalf.

Where another written agreement specifically governs the handling of information, that agreement may supplement or control over this Privacy Policy with respect to the subject matter it addresses. Applicable law controls to the extent it provides rights or obligations that cannot be modified by agreement.

This Privacy Policy is not a Terms of Use, service contract, promise of work, confidentiality agreement, or guarantee of any business relationship.

5. Matrix IFM’s Information-Processing Roles

Depending on the circumstances, Matrix IFM may process personal information in different capacities.

5.1 Information Matrix IFM Controls

Matrix IFM generally determines the purposes and methods of processing information submitted directly to us for:

  • General business inquiries.
  • Facility-service opportunities.
  • Business development.
  • Proposal preparation.
  • Vendor and service-partner evaluation.
  • Relationship management.
  • Compliance and risk management.
  • Corporate administration.
  • Website operation and security.

For this information, Matrix IFM generally acts as the business or controller responsible for the processing, subject to applicable law.

5.2 Information Processed for Clients

In some circumstances, Matrix IFM may receive or process information solely to perform services for a client. When Matrix IFM acts as a service provider, contractor, or processor on a client’s behalf, the client may determine why and how the information is processed.

If your information was collected by one of our clients and provided to Matrix IFM solely for service delivery, you should generally direct your privacy request to that client. We may refer the request to the client or assist the client as required by contract or law.

5.3 Independent Third Parties

Some third parties receiving information from Matrix IFM may independently determine their purposes and methods of processing. Their handling of information may be governed by their own privacy policies and legal obligations.

6. Definitions

For purposes of this Privacy Policy:

  • “Personal information” and “personal data” mean information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked to an individual or household. The exact definition may vary under applicable law.
  • “Processing” includes collecting, receiving, accessing, organizing, using, reviewing, analyzing, storing, transmitting, sharing, disclosing, correcting, deleting, or otherwise handling information.
  • “Sensitive personal information” means information treated as sensitive under applicable law, which may include government identifiers, account credentials, financial account information, precise geolocation, biometric identifiers, health information, citizenship or immigration information, and certain protected classifications.
  • “Service partner” includes a prospective or approved vendor, supplier, contractor, subcontractor, trade provider, consultant, or other organization considered for or involved in service delivery.
  • “Client” includes a prospective, current, or former customer, facility representative, property representative, procurement representative, or other party seeking or receiving services.
  • “Website” means matrixifm.com and any related Matrix IFM webpage linking to this policy.
  • “Applicable law” means any privacy, data-security, consumer-protection, communications, recordkeeping, contractual, or other law that applies to the relevant processing activity.

7. Categories of Information We May Collect

The information we collect depends on your relationship with Matrix IFM, the method of interaction, the services involved, and applicable requirements.

7.1 Identity and Business Contact Information

We may collect:

  • First and last name.
  • Business or organization name.
  • Job title, role, or department.
  • Business email address.
  • Business telephone or mobile number.
  • Business mailing address.
  • Preferred communication method.
  • Professional profile or website address.
  • Signature.
  • Account or internal contact identifier.
  • Names and contact details of authorized representatives.

7.2 Company and Professional Information

We may collect:

  • Legal business name.
  • Trade name, if applicable.
  • Entity type.
  • Business formation jurisdiction.
  • Years in business.
  • Ownership and management information.
  • Professional qualifications.
  • Service categories and trade capabilities.
  • Geographic service territory.
  • Office and dispatch locations.
  • Staffing or workforce capacity.
  • Business references.
  • Licenses, registrations, certifications, permits, and credentials.
  • Supplier-diversity or business-status information voluntarily submitted for qualification or procurement purposes.
  • Professional history and relevant experience.
  • Publicly available disciplinary, licensing, or registration information.
  • Information necessary to confirm that a representative is authorized to act for a company.

7.3 Facility, Property, and Service-Opportunity Information

We may collect:

  • Facility or property address.
  • General facility type.
  • Number of locations.
  • Square footage.
  • Hours of operation.
  • Service frequency.
  • Requested trades or service categories.
  • Operational priorities.
  • Proposed service schedule.
  • Site-access procedures.
  • Occupancy considerations.
  • Safety requirements.
  • Service specifications.
  • Scope-of-work information.
  • Procurement requirements.
  • Proposal instructions.
  • Project schedules.
  • Requested response times.
  • Facility photographs or documents voluntarily submitted.
  • Information about equipment, finishes, systems, floor types, building conditions, or other service-related characteristics.
  • Information needed to coordinate walkthroughs, inspections, service delivery, quality assurance, and issue resolution.

Please do not submit alarm codes, unrestricted access credentials, master-key information, passwords, or other highly sensitive security information through a general public website form.

7.4 Service-Partner, Contractor, Vendor, and Supplier Information

We may collect information used to evaluate, qualify, onboard, communicate with, monitor, or manage prospective or active service partners, including:

  • Company identity and contact information.
  • Ownership or management contacts.
  • Service capabilities.
  • Geographic coverage.
  • Staffing and dispatch capacity.
  • Availability and response times.
  • Pricing or rate information.
  • Licenses and certifications.
  • Insurance certificates and policy information.
  • Bonding information.
  • Safety records.
  • Training documentation.
  • Quality-assurance information.
  • References.
  • Past-performance information.
  • Corrective-action information.
  • Tax documentation.
  • Payment and remittance information.
  • Banking details submitted through an authorized payment or onboarding process.
  • Work-order history.
  • Response and completion metrics.
  • Documentation concerning service quality, complaints, incidents, or performance.
  • Information required by a client, insurer, regulator, procurement process, or contract.

The collection of any background-screening or consumer-report information will be handled through a separate legally authorized process where required. General submission of a service-partner form is not authorization for Matrix IFM to obtain a consumer report.

7.5 Proposal, Procurement, and Contract Information

We may collect:

  • Requests for proposals, requests for information, and quote requests.
  • Bid instructions.
  • Pricing.
  • Proposed service terms.
  • Contract drafts.
  • Statements of work.
  • Purchase orders.
  • Vendor numbers.
  • Procurement-portal identifiers.
  • Supplier registration information.
  • Insurance and compliance requirements.
  • Client or governmental forms.
  • Clarification questions and responses.
  • Contract-administration records.
  • Information contained in attachments or documents voluntarily submitted.

7.6 Communications and Submitted Content

We may collect the contents and related metadata of:

  • Emails.
  • Contact-form submissions.
  • Text messages.
  • Telephone communications.
  • Voicemails.
  • Video conferences.
  • Meeting notes.
  • Walkthrough notes.
  • Requests, comments, and complaints.
  • Proposals and attachments.
  • Photographs, videos, and service documentation.
  • Quality-assurance records.
  • Records of consent and communication preferences.
  • Other information you choose to provide.

Telephone or video communications may be recorded only where appropriate and after any notice or consent required by law.

7.7 Transaction, Billing, and Payment Information

When applicable, we may collect:

  • Billing contact information.
  • Billing address.
  • Purchase-order number.
  • Invoice details.
  • Payment status.
  • Transaction date.
  • Amount paid or owed.
  • Payment method type.
  • Remittance information.
  • Tax records.
  • Accounting correspondence.
  • Limited payment-confirmation details received from payment processors.

Payment-card and bank-account information may be collected directly by an authorized payment processor. Matrix IFM may receive confirmation and limited transaction information without receiving complete payment credentials.

7.8 Website, Device, and Technical Information

When you visit or interact with the website, we or our authorized providers may collect:

  • Internet Protocol address.
  • Browser type.
  • Device type.
  • Operating system.
  • Device identifiers.
  • Approximate location derived from an IP address.
  • Referring website or source.
  • Pages viewed.
  • Links selected.
  • Dates and times of access.
  • Session duration.
  • Form-interaction information.
  • Error, diagnostic, security, and performance information.
  • Cookie or similar-technology identifiers.
  • Information concerning suspected abuse, automated access, or security threats.

The specific technical information collected depends on the website configuration and the technologies active at the time of your visit.

7.9 Geolocation and Field-Service Information

The general website may derive an approximate location from an IP address. Matrix IFM may also receive more precise field-service location information when an authorized individual uses an operational platform that supports:

  • Work-order dispatch.
  • Arrival and departure verification.
  • Timekeeping.
  • Route or service coordination.
  • Emergency response.
  • Facility attendance verification.
  • Service-completion documentation.

Precise geolocation will not be collected secretly through the general public website. Where required, a separate app, platform, notice, permission request, or agreement will govern field-service location information.

7.10 Photographs, Video, Audio, and Quality-Assurance Records

Matrix IFM or its authorized service partners may create or receive:

  • Before-and-after photographs.
  • Facility-condition photographs.
  • Inspection photographs.
  • Work-completion photographs.
  • Damage documentation.
  • Incident documentation.
  • Security-camera footage provided by a client.
  • Audio or video communications where properly noticed or authorized.
  • Other visual records reasonably necessary for service verification, quality assurance, safety, dispute resolution, or legal compliance.

Individuals should avoid intentionally capturing unrelated persons, confidential documents, computer screens, access credentials, payment information, medical information, or other unnecessary sensitive content in service photographs.

7.11 Publicly Available and Third-Party Information

We may collect relevant business information from:

  • Company websites.
  • Professional networking platforms.
  • Government records.
  • Licensing databases.
  • Supplier-diversity directories.
  • Procurement portals.
  • Industry directories.
  • Business registries.
  • Trade associations.
  • Referrals.
  • Clients.
  • Service partners.
  • Insurance representatives.
  • Public bid records.
  • Publicly available news or professional sources.
  • Commercial business-information providers where permitted by law.

7.12 Inferences and Internal Business Assessments

We may generate reasonable internal assessments from information available to us, such as:

  • Whether a service request falls within our capabilities.
  • Whether geographic coverage is available.
  • Whether a service partner appears to meet stated qualifications.
  • Whether additional documentation is required.
  • Whether an opportunity is operationally suitable.
  • Likely service categories or coverage needs.
  • Responsiveness, quality, risk, or relationship-management indicators.
  • Suspected duplicate, inaccurate, fraudulent, or abusive submissions.

These assessments are used for ordinary business and operational purposes. Unless separately disclosed, Matrix IFM does not use general website information to make solely automated decisions producing legal or similarly significant effects concerning an individual.

7.13 Sensitive Personal Information

Matrix IFM does not seek to collect unnecessary sensitive personal information through general website forms. In limited authorized circumstances, we may receive information such as:

  • Tax identification information.
  • Government-issued identification used for authorized verification.
  • Payment or banking information.
  • Precise field-service geolocation.
  • Information relevant to supplier-diversity status.
  • Citizenship, immigration, or work-authorization information where legally required.
  • Safety, incident, or accommodation information.
  • Account credentials created for an authorized operational platform.

We will process sensitive personal information only as reasonably necessary for the disclosed purpose, with required consent or authorization, and subject to applicable legal and contractual protections.

Do not submit Social Security numbers, driver-license images, passport information, financial credentials, medical records, protected health information, biometric identifiers, or other highly sensitive information through a general contact form unless Matrix IFM has specifically directed you to an appropriate secure process.

7.14 Deidentified and Aggregated Information

We may create and use aggregated, statistical, or deidentified information that is not reasonably linkable to a specific individual. We may use such information for operational planning, service-area analysis, capacity planning, quality improvement, reporting, security, and business analysis.

Where required by law, we will maintain deidentified information in deidentified form and will not attempt to reidentify it except as permitted to test or validate deidentification safeguards.

8. Sources of Information

We may obtain information:

  • Directly from you.
  • From the company or organization you represent.
  • From an authorized representative.
  • From a client.
  • From a service partner, vendor, contractor, subcontractor, supplier, or consultant.
  • From a referral source.
  • From procurement and supplier-registration systems.
  • From government or licensing databases.
  • From insurance carriers, brokers, agents, or compliance platforms.
  • From authorized payment and financial-service providers.
  • From website, hosting, analytics, security, communications, and form-processing providers.
  • From operational, work-order, scheduling, inspection, and quality-assurance systems.
  • From publicly available sources.
  • From business directories and professional platforms.
  • From records created during our relationship.
  • From information inferred or generated through legitimate business review.

If you provide information concerning another person, you are responsible for having appropriate authority to provide that information and for giving that person any notice required by law.

9. How We Use Information

We may process information for the following business and operational purposes:

9.1 Responding to Inquiries

  • Receiving and reviewing communications.
  • Confirming receipt.
  • Identifying the appropriate Matrix IFM contact.
  • Responding to questions.
  • Scheduling calls or facility walkthroughs.
  • Following up on requested information.
  • Maintaining a record of the inquiry.

9.2 Evaluating Facility-Service Opportunities

  • Understanding the facility, portfolio, or project.
  • Determining whether requested services are within our capabilities.
  • Reviewing geography, staffing, service frequency, timing, and risk.
  • Identifying appropriate service categories.
  • Evaluating operational feasibility.
  • Determining whether a site visit or additional information is needed.
  • Coordinating with qualified service partners where appropriate.

9.3 Preparing Business Materials

  • Preparing proposals.
  • Preparing estimates.
  • Developing scopes of work.
  • Creating service plans.
  • Responding to procurement requirements.
  • Preparing qualifications and capability information.
  • Conducting internal pricing and capacity reviews.
  • Negotiating or documenting prospective business relationships.

9.4 Service-Partner and Vendor Management

  • Reviewing provider applications.
  • Verifying capabilities and geographic coverage.
  • Reviewing licensing, insurance, bonding, safety, and compliance information.
  • Requesting missing or updated documents.
  • Categorizing providers by trade or service area.
  • Matching providers with appropriate opportunities.
  • Performing due diligence.
  • Coordinating onboarding.
  • Monitoring responsiveness and performance.
  • Maintaining vendor and service-partner records.
  • Managing corrective actions, suspensions, or relationship changes.
  • Protecting clients and Matrix IFM from operational and compliance risks.

9.5 Service Coordination and Performance

  • Dispatching or coordinating authorized services.
  • Scheduling work.
  • Communicating site requirements.
  • Confirming arrival and completion.
  • Managing work orders.
  • Reviewing photographs and service documentation.
  • Conducting inspections.
  • Tracking quality assurance.
  • Responding to deficiencies.
  • Managing escalations.
  • Coordinating emergency or after-hours service.
  • Maintaining operational continuity.

9.6 Relationship and Account Management

  • Maintaining client and partner contact records.
  • Managing communications.
  • Providing service updates.
  • Responding to requests and concerns.
  • Reviewing relationship history.
  • Maintaining continuity when representatives or personnel change.
  • Supporting renewals, expansions, or additional opportunities.

9.7 Billing, Payment, and Corporate Administration

  • Preparing and sending invoices.
  • Receiving and reconciling payments.
  • Managing accounts receivable and payable.
  • Maintaining transaction records.
  • Processing authorized provider payments.
  • Conducting accounting, tax, audit, and financial administration.
  • Responding to payment questions or disputes.
  • Preventing duplicate or fraudulent transactions.

9.8 Compliance, Safety, Insurance, and Risk Management

  • Verifying insurance or licensing.
  • Reviewing contractual requirements.
  • Supporting safety programs.
  • Documenting incidents and claims.
  • Responding to insurers, brokers, auditors, or regulators.
  • Maintaining legally or contractually required records.
  • Protecting facility, client, worker, and public safety.
  • Investigating suspected misconduct or policy violations.

9.9 Website and Technology Operations

  • Delivering website content.
  • Processing forms.
  • Maintaining website functionality.
  • Diagnosing errors.
  • Protecting website and system security.
  • Preventing spam, fraud, scraping, and abuse.
  • Measuring website reliability and performance.
  • Understanding general website use.
  • Improving accessibility, content, and navigation.

9.10 Business Development and Communications

  • Communicating about relevant services or opportunities.
  • Following up with professional contacts.
  • Managing referrals.
  • Maintaining prospective-client and partner relationships.
  • Sending requested information.
  • Sending marketing communications where permitted by law.
  • Recording and honoring communication preferences.

9.11 Legal and Protective Purposes

  • Establishing, exercising, or defending legal and contractual rights.
  • Enforcing agreements and policies.
  • Investigating fraud, abuse, security threats, or misconduct.
  • Responding to subpoenas, court orders, governmental requests, or other lawful process.
  • Preserving records subject to litigation holds.
  • Protecting Matrix IFM, clients, service partners, facilities, systems, individuals, and the public.
  • Supporting mergers, financing, restructuring, or other corporate transactions.

9.12 Other Compatible or Authorized Purposes

We may use information for another purpose that is reasonably compatible with the context in which it was collected. If applicable law requires separate notice or consent for a materially different purpose, we will provide that notice or obtain that consent before proceeding.

10. Legal Bases for Processing Where Required

Certain jurisdictions require an organization to identify a legal basis for processing. Where those requirements apply, Matrix IFM may rely on:

  • Performance of a contract or steps requested before entering a contract.
  • Compliance with a legal obligation.
  • Matrix IFM’s legitimate interests, including business operations, relationship management, service coordination, security, fraud prevention, quality assurance, and protection of legal rights.
  • The legitimate interests of a client or business partner where those interests are not overridden by individual rights.
  • Consent, where legally required or voluntarily requested.
  • Protection of vital interests in an emergency.
  • Establishment, exercise, or defense of legal claims.

Where processing is based on consent, consent may generally be withdrawn prospectively. Withdrawal does not affect processing lawfully completed before withdrawal and may not prevent processing supported by another lawful basis.

11. Required and Optional Information

Providing information is generally voluntary. However, Matrix IFM may be unable to respond, prepare a proposal, evaluate a provider, establish a relationship, make a payment, coordinate services, or comply with a legal or contractual requirement without certain information.

A decision not to provide optional marketing information will not prevent you from making a general business inquiry. A decision not to provide information necessary for a requested service or business process may prevent Matrix IFM from completing that process.

12. Cookies and Similar Technologies

The website may use cookies, local storage, pixels, tags, embedded functions, security tools, and similar technologies.

Depending on the website’s actual configuration, these technologies may include:

12.1 Strictly Necessary Technologies

These technologies support functions such as:

  • Website security.
  • Network management.
  • Form processing.
  • Load balancing.
  • Fraud and abuse prevention.
  • Accessibility.
  • User-requested functionality.

Disabling strictly necessary technologies may prevent parts of the website from functioning correctly.

12.2 Functional Technologies

These technologies may remember preferences or support enhanced website features.

12.3 Analytics and Performance Technologies

Where used, these technologies may help us understand:

  • Website traffic.
  • General visitor interactions.
  • Page performance.
  • Errors.
  • Referring sources.
  • Navigation patterns.
  • Website improvements.

Analytics information may be aggregated or associated with technical identifiers.

12.4 Advertising Technologies

Matrix IFM does not currently use the website to conduct cross-context behavioral advertising. If that practice changes, we will update this policy and implement any notice, consent, or opt-out mechanism required by law before using information for that purpose.

12.5 Cookie Controls

You may be able to control cookies through:

  • Browser settings.
  • Device settings.
  • A website cookie-preference tool, if available.
  • Legally recognized browser-based opt-out signals.

Blocking cookies may affect website performance or functionality. Browser controls apply to the particular browser and device on which they are configured.

Where applicable law requires prior consent for nonessential technologies, we will seek the required choice before activating those technologies.

13. Global Privacy Control and Do Not Track

Some browsers or extensions transmit Global Privacy Control signals or similar opt-out preference signals. Where Matrix IFM is legally required to recognize such a signal, we will treat a valid signal as an opt-out request for the browser or device transmitting it.

Because Matrix IFM does not currently sell personal information or use it for cross-context behavioral advertising, a preference signal may not materially change our current processing.

“Do Not Track” signals are not governed by a universally accepted technical or legal standard. Unless required by applicable law, the website may not respond to every Do Not Track signal. This does not limit our obligation to honor a legally recognized opt-out preference signal where required.

14. Automated Tools and Artificial Intelligence

Matrix IFM may use software-assisted or artificial-intelligence-enabled tools for limited business functions such as:

  • Organizing inquiries.
  • Classifying service categories.
  • Summarizing business communications.
  • Identifying incomplete submissions.
  • Detecting duplicates, spam, or suspected fraud.
  • Assisting with scheduling, routing, or operational planning.
  • Drafting internal business materials.
  • Improving workflows and quality controls.

Such tools may be provided by third-party service providers and may process information only as reasonably necessary for the authorized function.

Matrix IFM does not intend to use general website information to make solely automated decisions that produce legal or similarly significant effects concerning an individual. Material client, provider, or business decisions may involve human review, professional judgment, operational requirements, due diligence, contractual criteria, and other relevant factors.

Do not submit unnecessary confidential, regulated, or sensitive information for AI-assisted processing. Matrix IFM may restrict the use of particular tools for information subject to heightened contractual or legal protections.

15. Email, Telephone, and Business Communications

If you contact Matrix IFM in a professional or business capacity, we may use your business contact information to communicate concerning:

  • Your inquiry.
  • A requested service.
  • A facility opportunity.
  • A proposal.
  • A provider relationship.
  • A work order.
  • Compliance documentation.
  • A payment or invoice.
  • An existing or potential business relationship.
  • Related Matrix IFM services or opportunities where legally permitted.

We may retain communications for business continuity, quality assurance, relationship management, legal compliance, dispute resolution, fraud prevention, and documentation.

You may opt out of promotional emails by using the unsubscribe method in the message or by contacting info@matrixifm.com. An opt-out from promotional communications does not prevent Matrix IFM from sending nonpromotional communications concerning a transaction, request, work order, contract, safety issue, payment, compliance requirement, security matter, or existing relationship.

16. Text Messages

Matrix IFM may send person-to-person or operational text messages when a telephone number is provided for purposes such as:

  • Responding to an inquiry.
  • Coordinating a meeting or walkthrough.
  • Confirming a service appointment.
  • Managing an active work order.
  • Addressing an urgent operational issue.
  • Requesting required documentation.
  • Communicating concerning a current business relationship.

Promotional or recurring automated text messages will be sent only where Matrix IFM has obtained any consent required by law.

Where applicable:

  • Consent to promotional text messages is not a condition of purchasing or receiving services.
  • Message frequency may vary.
  • Message and data rates may apply.
  • Reply STOP to request cancellation of promotional messages.
  • Reply HELP for assistance.
  • Carriers are not responsible for delayed or undelivered messages.

Mobile telephone numbers, text-message opt-in records, and text-message consent information will not be sold or provided to unaffiliated third parties for their own promotional use. Matrix IFM may disclose this information to communications providers that assist us in delivering and managing messages, subject to appropriate restrictions.

17. Payment Processing

If Matrix IFM offers electronic payment capabilities, payment information may be collected and processed by an authorized third-party payment processor.

Matrix IFM may receive:

  • Transaction confirmation.
  • Payment status.
  • Payment date.
  • Transaction amount.
  • Payment method category.
  • Limited account or card information, such as the last four digits.
  • Fraud-prevention or reconciliation information.

The payment processor’s own privacy policy, security controls, and terms may apply to information submitted directly to it. You should not send complete payment-card data, online-banking credentials, or security codes through ordinary email or a general website contact form.

18. How and Why We May Disclose Information

Matrix IFM may disclose information only as reasonably necessary for legitimate business, operational, contractual, safety, security, or legal purposes.

18.1 Clients and Prospective Clients

We may disclose limited service-partner or operational information to a client or prospective client when reasonably necessary to:

  • Demonstrate available service coverage.
  • Evaluate qualifications.
  • Coordinate a facility review.
  • Prepare a proposal.
  • Confirm licensing, insurance, or capability.
  • Coordinate authorized services.
  • Manage a work order.
  • Address quality, safety, or performance concerns.

We do not guarantee that information submitted by a prospective service partner will be presented to any particular client.

18.2 Service Partners, Vendors, and Contractors

We may disclose limited client or facility information to a qualified or prospective service partner when reasonably necessary to:

  • Determine interest, capability, or availability.
  • Obtain pricing or coverage information.
  • Coordinate a walkthrough.
  • Prepare a proposal.
  • Dispatch or manage authorized work.
  • Communicate site instructions.
  • Verify completion.
  • Address service deficiencies, emergencies, or claims.

Where practical, Matrix IFM will limit disclosure to information reasonably necessary for the relevant opportunity or assignment.

18.3 Technology and Operational Providers

We may disclose information to companies that provide:

  • Website hosting.
  • Cloud storage.
  • Form processing.
  • Email and communications.
  • Customer-relationship management.
  • Scheduling and dispatch.
  • Work-order management.
  • Quality-assurance systems.
  • Payment processing.
  • Accounting.
  • Document management.
  • Data backup.
  • Analytics.
  • Cybersecurity.
  • Fraud prevention.
  • Technical support.
  • Other business infrastructure.

These providers may process information for us subject to contractual, operational, or legal restrictions appropriate to their role.

18.4 Professional Advisers and Risk Partners

We may disclose information to:

  • Attorneys.
  • Accountants.
  • Auditors.
  • Consultants.
  • Insurance carriers.
  • Insurance agents or brokers.
  • Bonding companies.
  • Claims administrators.
  • Banks and financial institutions.
  • Tax advisers.
  • Safety and compliance professionals.

18.5 Governmental and Legal Disclosures

We may preserve or disclose information if we reasonably believe disclosure is necessary or appropriate to:

  • Comply with applicable law.
  • Respond to legal process.
  • Respond to a lawful governmental request.
  • Cooperate with regulators or law enforcement.
  • Enforce a contract or policy.
  • Investigate suspected fraud, misconduct, abuse, or security threats.
  • Protect the rights, property, systems, facilities, safety, or security of Matrix IFM, a client, a service partner, an individual, or the public.
  • Establish, exercise, or defend a legal claim.

18.6 Corporate Transactions

Information may be reviewed, transferred, or disclosed in connection with an actual or proposed:

  • Merger.
  • Acquisition.
  • Financing.
  • Reorganization.
  • Sale of assets.
  • Change of control.
  • Joint venture.
  • Due-diligence process.
  • Insolvency or similar corporate event.

A successor or acquiring party may continue processing information subject to applicable law and the commitments governing the information at the relevant time.

18.7 With Your Direction or Consent

We may disclose information to another party when you direct us to do so, authorize the disclosure, or intentionally use a feature designed to transmit information to that party.

19. Service-Partner and Vendor Submissions

Information submitted by a prospective or existing service partner may be:

  • Reviewed.
  • Verified.
  • Categorized.
  • Compared with opportunity requirements.
  • Retained for future opportunities.
  • Shared internally with authorized personnel.
  • Shared in limited form with clients or prospective clients.
  • Used to request updated documentation.
  • Used for compliance, safety, quality, insurance, and risk-management purposes.
  • Used to administer an active or potential relationship.
  • Used to address performance, payment, claims, disputes, or legal requirements.

Submitting information does not guarantee:

  • Approval.
  • Prequalification.
  • Onboarding.
  • A work assignment.
  • Minimum work volume.
  • Minimum revenue.
  • A particular service territory.
  • Exclusivity.
  • Preferred status.
  • Renewal.
  • Continued eligibility.
  • Acceptance of proposed pricing.
  • A contract or partnership.
  • Selection by a client.

Matrix IFM may consider operational fit, licensing, insurance, safety, pricing, responsiveness, geographic coverage, availability, experience, quality, client requirements, and other lawful business criteria.

20. Client and Facility Information

Facility information may contain commercially sensitive or security-relevant details. Matrix IFM may limit access to such information based on role, need, contractual requirements, and operational necessity.

Clients and service partners should use authorized channels when communicating:

  • Facility access instructions.
  • Alarm procedures.
  • Key or badge information.
  • Restricted-area information.
  • Security incidents.
  • Emergency contacts.
  • Confidential floor plans.
  • Network or system information.
  • Other information that could create a facility-security risk.

General contact forms should not be used to submit this information.

21. Confidentiality and Unsolicited Information

Submission of information through a general website form, email address, or unsolicited proposal does not automatically create:

  • A nondisclosure agreement.
  • A confidential relationship.
  • An attorney-client relationship.
  • A fiduciary relationship.
  • An agency relationship.
  • An employment relationship.
  • A partnership.
  • A joint venture.
  • An exclusive arrangement.
  • A contractual obligation to review or use the information.

Matrix IFM will handle personal information as described in this Privacy Policy and applicable law. However, do not submit trade secrets, proprietary methods, passwords, facility access credentials, protected health information, or other highly sensitive confidential information through a general intake channel unless an appropriate written agreement and secure submission method are already in place.

22. Public Procurement and Public Records

Matrix IFM may participate in governmental or public-sector procurement processes. Information submitted to a government agency, public authority, educational institution, housing authority, or other public entity may become subject to public-records, freedom-of-information, bid-protest, audit, disclosure, or records-retention laws.

Matrix IFM cannot guarantee that information submitted in a public procurement process will remain confidential merely because it is marked confidential. Confidentiality may depend on applicable law, the public entity’s procedures, the nature of the information, and whether an exemption is validly asserted.

Service partners and other parties should clearly identify genuinely confidential information and avoid providing unnecessary personal or proprietary information for a public-sector submission.

23. Sale, Sharing, and Targeted Advertising

Matrix IFM does not sell personal information for monetary consideration.

Matrix IFM does not currently share personal information for cross-context behavioral advertising or process personal information obtained from activity across unrelated websites to serve targeted advertisements on behalf of third parties.

Disclosures to clients, service partners, contractors, payment processors, technology providers, professional advisers, insurers, regulators, and transaction participants for the purposes described in this policy are not intended as sales of personal information.

Because definitions differ among jurisdictions, Matrix IFM will provide any disclosure or opt-out mechanism required if our practices or applicable legal definitions change.

We do not knowingly sell or share the personal information of individuals under 16 years of age.

24. Data Retention

Matrix IFM retains information only for as long as reasonably necessary for the purpose for which it was collected and for legitimate related purposes.

Retention may depend on:

  • The nature and sensitivity of the information.
  • The duration of an inquiry or evaluation.
  • Whether a business relationship is established.
  • The duration of a client, provider, vendor, or contractual relationship.
  • Operational continuity requirements.
  • Contractual documentation requirements.
  • Accounting and tax obligations.
  • Insurance and claims requirements.
  • Licensing and compliance obligations.
  • Applicable statutes of limitation.
  • Dispute-resolution needs.
  • Fraud-prevention and security needs.
  • Public-records obligations.
  • Litigation holds.
  • Regulatory or governmental requirements.
  • The cost and risk associated with continued retention.
  • Whether deletion, aggregation, or deidentification is technically and legally appropriate.

Representative retention criteria include:

  • General inquiries may be retained while the inquiry remains active and afterward for relationship management, documentation, fraud prevention, and potential future opportunities.
  • Proposal, procurement, and contract records may be retained for the evaluation period, the duration of the resulting relationship, and an additional period necessary for accounting, compliance, insurance, audit, and legal purposes.
  • Service-partner records may be retained during evaluation, onboarding, active service, suspension, or inactive status and afterward for compliance, qualification history, payment, quality, claims, and future opportunity purposes.
  • Billing and tax records may be retained for the period required by financial, accounting, tax, audit, and legal obligations.
  • Work-order, inspection, and quality-assurance information may be retained for service administration, client reporting, claims, performance history, contractual requirements, and dispute resolution.
  • Website security and technical logs may be retained for a period appropriate to operational, diagnostic, fraud-prevention, and cybersecurity needs.
  • Consent, opt-out, and suppression records may be retained as necessary to demonstrate compliance and ensure that communication preferences continue to be honored.
  • Information subject to a legal hold may be retained until the hold is released and the information is no longer required.

When information is no longer reasonably required, Matrix IFM may delete, destroy, anonymize, aggregate, or otherwise dispose of it using measures appropriate to its nature and the storage medium.

Backup copies may remain for a limited period until overwritten or deleted through ordinary backup processes. We may isolate backup information from active use pending deletion.

25. Data Minimization

Matrix IFM seeks to collect information that is adequate, relevant, and reasonably necessary for the disclosed business purpose.

We encourage clients, service partners, and website users to:

  • Avoid submitting unnecessary personal information.
  • Redact irrelevant government identifiers.
  • Use secure channels for sensitive documents.
  • Avoid including personal information in photographs unless operationally necessary.
  • Avoid sending passwords or security codes through email.
  • Provide only the information reasonably required for the inquiry or process.
  • Notify Matrix IFM if information was submitted in error.

26. Data Security

Matrix IFM uses reasonable administrative, organizational, physical, and technical measures intended to protect information against unauthorized access, acquisition, destruction, loss, misuse, alteration, or disclosure.

Depending on the information and systems involved, measures may include:

  • Role-based access.
  • Access limitation based on business need.
  • Authentication controls.
  • Password practices.
  • Secure communications methods.
  • Vendor review.
  • Contractual confidentiality requirements.
  • Device and account management.
  • Malware and threat protection.
  • Backup and recovery processes.
  • Employee or contractor training.
  • Incident-response procedures.
  • Record-disposal practices.
  • Periodic review of operational risks.

Security measures may change as technology, threats, legal requirements, and business operations evolve.

No website, email, text message, cloud platform, electronic transmission, storage system, or security measure is completely secure. Matrix IFM therefore cannot guarantee absolute security or that an unauthorized party will never defeat security safeguards.

You are responsible for using reasonable care when sending information, protecting your devices and credentials, and notifying us promptly if you suspect unauthorized use of information or communications associated with Matrix IFM.

27. Security Incidents and Data Breaches

If Matrix IFM becomes aware of a suspected security incident, we may:

  • Investigate the incident.
  • Take steps to contain and remediate it.
  • Preserve relevant evidence.
  • Engage cybersecurity, legal, insurance, forensic, or other professionals.
  • Notify affected clients, individuals, regulators, law enforcement, insurers, or other parties where required or appropriate.
  • Delay notice where legally authorized or requested by law enforcement.
  • Implement corrective actions and additional safeguards.

Any legally required notice will be provided in accordance with applicable law. Nothing in this section promises notification when the relevant legal standard has not been met.

28. Your Privacy Choices

Depending on the circumstances, you may:

  • Decline to provide optional information.
  • Request that we update your business contact information.
  • Unsubscribe from promotional emails.
  • Opt out of promotional text messages.
  • Adjust browser cookie settings.
  • Use an available cookie-preference tool.
  • Transmit a legally recognized browser-based opt-out signal.
  • Request access, correction, deletion, portability, restriction, or other rights where applicable.
  • Withdraw consent where processing is based on consent.
  • Contact us with a privacy concern.

Some choices may limit our ability to respond, evaluate a provider, coordinate a service, process a payment, comply with a contract, or maintain a requested relationship.

29. Privacy Rights Under Applicable United States Law

Depending on your state of residence, the law applicable to Matrix IFM, and whether statutory applicability thresholds are satisfied, you may have one or more of the following rights:

  • To confirm whether Matrix IFM processes your personal information.
  • To access personal information maintained about you.
  • To obtain certain categories or specific pieces of personal information.
  • To learn the categories of sources from which information was collected.
  • To learn the business purposes for collecting or using information.
  • To learn the categories of third parties to whom information was disclosed.
  • To correct inaccurate personal information.
  • To request deletion of personal information.
  • To receive a portable copy of certain information.
  • To opt out of the sale of personal information.
  • To opt out of sharing for cross-context behavioral advertising.
  • To opt out of targeted advertising.
  • To opt out of certain profiling or automated decision-making.
  • To limit certain uses or disclosures of sensitive personal information.
  • To withdraw consent for certain processing.
  • To appeal a denial of a privacy request.
  • To designate an authorized agent.
  • To receive equal service and not be unlawfully discriminated against for exercising a privacy right.

These rights are not absolute. We may deny, limit, or retain information in response to a request where permitted or required for reasons such as:

  • Inability to verify the requester’s identity or authority.
  • Contract performance.
  • Transaction completion.
  • Security.
  • Fraud prevention.
  • Legal compliance.
  • Accounting or tax requirements.
  • Insurance or claims administration.
  • Recordkeeping.
  • Exercise or defense of legal claims.
  • Protection of another person’s rights.
  • Information maintained solely on behalf of a client.
  • A legally recognized exemption.
  • A request that is manifestly unfounded, excessive, repetitive, or technically infeasible.

30. Submitting a Privacy Request

To submit a privacy request, email:

info@matrixifm.com

Use the subject line:

Privacy Request

Describe:

  • Your full name.
  • Your relationship with Matrix IFM.
  • The company you represent, if applicable.
  • The email address or telephone number associated with your interaction.
  • The specific privacy right you wish to exercise.
  • The state or country in which you reside.
  • Any information reasonably necessary to locate the relevant records.

Do not send a copy of a Social Security card, passport, driver license, financial statement, password, or other highly sensitive document unless Matrix IFM specifically requests an appropriate verification method.

31. Verification of Requests

Before completing a request, Matrix IFM may take reasonable steps to verify:

  • The requester’s identity.
  • The relationship between the requester and the information.
  • The requester’s authority to act for another individual.
  • The scope and authenticity of the request.

Verification information will be used for verification, security, fraud prevention, request documentation, and legal compliance.

If we cannot reasonably verify a request, we may ask for additional information or deny the request as permitted by law.

Matrix IFM will not disclose sensitive or specific personal information in response to an unverified request.

32. Authorized Agents

Where applicable law permits an authorized agent to submit a request, Matrix IFM may require:

  • Proof that the agent has written authorization.
  • Direct confirmation from the individual.
  • Verification of the individual’s identity.
  • Verification of the agent’s identity and authority.
  • A valid power of attorney where applicable.

We may deny an agent request if adequate authorization cannot be verified.

33. Response Timing, Fees, and Appeals

Matrix IFM will respond within the period required by applicable law. We may extend the response period where legally permitted based on the complexity or number of requests and will provide any notice required for an extension.

Privacy requests are generally processed without charge. Where permitted by law, Matrix IFM may charge a reasonable fee or decline to act on a request that is manifestly unfounded, excessive, repetitive, or abusive.

If Matrix IFM denies a request and applicable law provides an appeal right, submit an appeal to info@matrixifm.com with the subject line:

Privacy Request Appeal

Identify the original request and explain the basis for the appeal. Matrix IFM will review and respond within the period required by applicable law.

34. Non-Discrimination

Matrix IFM will not unlawfully discriminate against an individual for exercising an applicable privacy right.

This does not require Matrix IFM to provide a service or complete a business process when information is reasonably necessary to provide the service, verify qualifications, administer the relationship, process payment, protect security, or comply with law.

35. Additional California Disclosures

This section applies only to the extent California law applies to Matrix IFM or the relevant processing activity.

During the preceding 12 months, Matrix IFM may have collected the categories of personal information described in this Privacy Policy, including:

  • Identifiers and business contact information.
  • Commercial and transaction information.
  • Internet or electronic-network activity.
  • Approximate geolocation.
  • Professional or employment-related information submitted in a business or provider context.
  • Audio, electronic, visual, or similar information.
  • Inferences used for ordinary business evaluation.
  • Limited sensitive personal information submitted through authorized business processes.

The sources, purposes, disclosure recipients, and retention criteria for these categories are described throughout this Privacy Policy.

Matrix IFM does not sell personal information for monetary consideration. Matrix IFM does not currently share personal information for cross-context behavioral advertising.

Matrix IFM does not use or disclose sensitive personal information for the purpose of inferring characteristics about an individual or for purposes outside those reasonably necessary to provide requested services, verify qualifications, process authorized transactions, maintain security, or comply with law.

Matrix IFM does not offer financial incentives in exchange for the collection, sale, or sharing of personal information.

California’s former general exemptions for certain employment-related and business-to-business information have expired. Accordingly, eligible California residents may submit applicable requests concerning covered business-contact or professional information, subject to statutory exceptions and applicability requirements.

California residents may also request information concerning certain disclosures of personal information to third parties for their own direct-marketing purposes where California’s “Shine the Light” law applies. Matrix IFM does not disclose personal information to unaffiliated third parties for their own direct marketing without authorization.

36. Nevada and Other State-Specific Requests

Residents of Nevada and other states may have rights to opt out of certain legally defined sales or processing activities.

Matrix IFM does not sell personal information for monetary consideration. If applicable law defines a relevant activity more broadly or if our practices change, eligible individuals may submit an opt-out request to info@matrixifm.com.

We will interpret and process the request according to the law applicable to the requester and the relevant activity.

37. International Visitors

Matrix IFM is established in the United States, and the website is primarily intended for United States business activities.

Merely making the website accessible internationally does not mean Matrix IFM intentionally offers services in every jurisdiction. If you access the website from outside the United States, information may be transferred to, stored in, and processed in the United States or another location in which our authorized providers operate.

Privacy and data-protection laws in those locations may differ from those in your country.

Where European Economic Area, United Kingdom, Swiss, Canadian, or other international privacy law applies, eligible individuals may have rights such as:

  • Access.
  • Correction.
  • Deletion.
  • Restriction.
  • Objection.
  • Portability.
  • Withdrawal of consent.
  • Complaint to a competent supervisory authority.

Where required, Matrix IFM will use an appropriate legal mechanism or safeguard for international transfers.

To raise an international privacy issue, contact info@matrixifm.com and identify your country of residence and the nature of your request.

38. Children’s Privacy

The website and Matrix IFM’s services are intended for businesses and adults acting in a professional or commercial capacity. They are not directed to children.

Matrix IFM does not knowingly solicit or collect personal information from children through its general website forms. Individuals under 18 should not submit information through the website.

If we learn that a child submitted personal information without appropriate authorization, we may delete or restrict the information as required by law. A parent or legal guardian may contact info@matrixifm.com regarding a suspected child submission.

39. Health and Medical Information

Matrix IFM is not offering medical treatment or health care through this website, and general Matrix IFM forms are not designed to receive protected health information.

Do not submit medical records, patient information, health-insurance information, diagnoses, treatment information, or other protected health information through a general form or ordinary email.

If a facility-service engagement requires legally regulated health information, it must be handled through an authorized process governed by the appropriate agreement, notice, access control, and legal requirements.

40. Biometric Information

Matrix IFM does not intentionally collect fingerprints, voiceprints, facial-recognition templates, retinal scans, or other biometric identifiers through its general public website.

Photographs, video, or audio are not treated as biometric identifiers by Matrix IFM unless they are specifically processed using technology designed to identify a particular individual based on biological characteristics.

If Matrix IFM introduces biometric processing, it will provide any separate notice, consent, retention schedule, or destruction policy required before implementing that processing.

41. Third-Party Websites, Platforms, and Integrations

The website may link to or integrate with websites, forms, maps, social media, payment services, procurement portals, scheduling tools, communications platforms, or other services operated by third parties.

Matrix IFM does not control the independent privacy, security, availability, or data-handling practices of those third parties.

A link does not necessarily mean that Matrix IFM endorses every activity or policy of the linked party. Review the privacy policy and terms of any third-party service before providing information to it.

Information you submit directly to a third party may be governed by that party’s policy, even if the third-party service is accessible through a Matrix IFM webpage.

42. Social Media and Public Interactions

If you interact with Matrix IFM through a social-media platform, the platform may collect and process information independently under its own privacy policy.

Information posted publicly may be visible, copied, indexed, or redistributed by others. Do not post confidential facility information, access instructions, payment details, personal identifiers, or sensitive information in a public comment or social-media message.

Matrix IFM may retain records of social-media communications for legitimate business, safety, security, legal, and relationship-management purposes.

43. Information Accuracy

We rely on clients, service partners, vendors, representatives, and other individuals to provide information that is reasonably accurate and current.

Please notify Matrix IFM if your:

  • Contact information changes.
  • Company affiliation changes.
  • Authority to represent a company changes.
  • Licensing or insurance information expires.
  • Service area changes.
  • Communication preference changes.
  • Submitted information was inaccurate.

Matrix IFM may update information using reliable public or business sources where permitted by law.

44. Changes in Business Contacts

Business contact information may remain in Matrix IFM’s records after an individual changes roles or leaves an organization.

We may:

  • Update the record.
  • Mark the contact inactive.
  • Retain historical correspondence.
  • Obtain a replacement contact.
  • Continue retaining records for legal, contractual, continuity, or documentation purposes.

A former representative may request correction of inaccurate current contact information, subject to applicable law and legitimate recordkeeping requirements.

45. Changes to This Privacy Policy

Matrix IFM may revise this Privacy Policy to reflect changes in:

  • Our website.
  • Our services.
  • Our technology.
  • Our business model.
  • Our service-partner network.
  • Our information practices.
  • Applicable laws.
  • Regulatory guidance.
  • Contractual requirements.
  • Security or risk-management practices.

When we update the policy, we will revise the “Last updated” date.

If a change is material, we may provide additional notice through the website, email, a business communication, or another appropriate method. Where law requires consent before applying a new processing purpose, we will seek that consent.

Continued use of the website after an update does not waive any non-waivable legal right and does not constitute consent where affirmative consent is legally required.

You should periodically review this page for updates.

46. No Expansion or Waiver of Legal Rights

This Privacy Policy describes Matrix IFM’s general information practices. It does not:

  • Create rights that applicable law expressly excludes.
  • Waive rights that cannot legally be waived.
  • Limit legally required duties.
  • Guarantee that every law applies to every individual or processing activity.
  • Convert a business inquiry into a contract.
  • Create an obligation to retain information indefinitely.
  • Prevent Matrix IFM from preserving information required for legal, contractual, insurance, security, or compliance purposes.

If a provision conflicts with a non-waivable legal requirement, the legal requirement will control to the extent of the conflict.

47. Contact Matrix IFM

Questions, concerns, privacy requests, and appeals may be directed to:

Matrix IFM LLC

Privacy Contact: info@matrixifm.com

Website: https://matrixifm.com/

For the fastest handling of a rights request, use the subject line “Privacy Request.”

For an appeal, use the subject line “Privacy Request Appeal.”

Please do not send passwords, Social Security numbers, full payment-card numbers, banking credentials, medical records, facility alarm codes, or other highly sensitive information through ordinary email.

This Privacy Policy is intended to describe Matrix IFM’s general website, business-contact, client, service-partner, vendor, and operational information practices. Specific agreements, client instructions, procurement requirements, and applicable laws may impose additional responsibilities.

Matrix IFM LLC · Integrated Facility Management · One Partner. Every Site.