Privacy Policy for KB Matrix
This privacy policy applies to KB Matrix (www.kbmatrix.co.uk/www.kbmatrix.io) and all affiliate sites and mobile applications under KB Matrix Ltd.
1. Introduction
At KB Matrix (“we,” “our,” or “us”), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, and protect your data when you use our mobile application (“the App”), Web app and websites (collectively referred to as “our Platforms”. This privacy policy will apply to you if you are a customer or business professional using our App, websites, or if you have provided us with your personal information, for example, by registering for a KB Matrix webinar or event. By accessing or using any of our Platforms, you confirm that you have read, understood, and agreed to the terms outlined in this policy.
This privacy policy applies to both personal clients and business professional relations. Regardless of your relationship with us, we handle your personal information with the same level of care and attention. We collect and process personal data where it is lawful and necessary to deliver to use services or improve your user experience.
2. Personal Information We Collect
Personal information includes any information that we could use to identify you directly or indirectly, and any information that relates to you. We collect the following types of information:
a. Personal Data:
– Your Name
– Email address
– Phone number
– Location (to connect clients to hairstylists in their area)
b. Usage Data
– IP address
– Device type and operating system
– Date and time of access
– App usage analytics (e.g., features used, time spent on the app, appointment booking)
c. Financial Data
– Payment transactions shall be securely processed by our partner third party payment processors (Stripe)
-When you book a service on our Platforms and/or pay for a subscription tier; we do not store your full card details on our servers.
-The details collected includes card details, billing address and/or transaction ID, which are securely stored by our third-party payment provider (Stripe), this is strictly to process payments, issue refunds, collect booking deposit balance and maintain transaction records.
– KB Matrix retains your transaction records, including your purchase history and appointment bookings, to fulfil your orders, manage refunds and record-keeping purposes.
– The details are stored securely and in accordance with applicable data protection laws. The legal basis for processing this data is the performance of a contract and compliance with legal obligations.
3. How We Use Your Data
We use your data to:
– Provide and personalise the services offered through the App and Website.
– Facilitate bookings and payments between clients and hairstylists.
– Improve the App’s functionality and user experience.
– Send notifications, updates, and promotional offers (only with your consent).
-We use your location data (country, city street, and/or address) and full or partial device IP to provide location-based services (with your permission). We will use your current country or region, IP address and/or Apple or Android device identifier to deliver location-based searches. You can change your permission settings on your device.
4. Booking appointments on our Web app and Mobile App
When you create your KB Matrix profile and book an appointment as an individual on our Platforms, we collect the following information:
– First and last name
– Gender
– Email address
– Mobile number
– Your photo (if you uploaded it on the platform)
– If you choose the option of signing up with your Google, Apple, or Facebook account, we will get an access token during the sign-in process, which grants us access to your full name, email address, user ID and photo.
– We may also collect your appointment booking history, favourite hairstylists/salons, saved payment methods, your preferences with referrals, reviews, and account settings.
– Other information in accordance with our cookies policy.
5. Business professionals using KB Matrix
When you onboard on the KB Matrix app, we collect the following information:
– Your First and last name
– Your email address
– Your business information, which includes Company name, Sole trader name, Company number, business address, services the business provides, payment processing data (seen by payment partner- Stripe), client data and catalogue.
– Your social media handles (if you link them on the app.
– If your salon has multiple stylists, we collect the following details about the other stylists: Full name, role, email, contact number, login details and ID for verification, and other details in accordance with our Cookie policy.
– Your banking information to receive your payments when clients book you. This includes Account name, Sort code, and Bank name.
– We would also collect pictures of your work which you upload on your catalogue for clients to view.
– We collect client information when you use the “add client” feature on our Platforms, which includes client’s full name, phone number, booking details and billing details for the invoice to be issued.
6. Data Retention
We retain your personal data only as long as necessary to fulfil the purposes outlined in this policy or comply with legal requirements:
– We use your information to provide customer support.
– We retain your information to allow you contact the business professionals when you book an appointment with your account.
– To process order and booking details, make or receive payments and collect any outstanding fees owed.
– To allow you to book home service appointments with the business professionals at the address you have provided.
– To provide a personalised user experience in accordance with your preferences and interests.
– We would also retain your marketing preferences to know if you are interested in marketing material from us, otherwise, you can simply unsubscribe from receiving marketing materials from us.
– We would contact you for feedback on user experience and appointment experience. You can leave a review on the app under the business professionals profile.
– Your information will be collected for the purposes stated in this policy and will be kept for as long as necessary while you have an active KB Matrix account. Upon deletion of your account, we will keep your information for 5 years if there is need to resolve any legal proceedings or issues that may arise.
7. Who do we share your information with: KB Matrix operates in UK and Europe – We do not sell your data.
Client: We may share it with the business professionals who you book appointments with. This is because we need to share certain information like your name, order, account information and booking details, which you provided while setting up your account. This information would be used by the professional for communications regarding your appointment and follow up marketing if you opt-in for this in your preference.
Business Professional: Your information would be shared with clients at the point of deciding to book with you, they would have access to your catalogue, location and reviews and ratings on your profile. We share this information to enable ease of decision-making. Client would be able to contact you through in-app phone calls and messaging. We may publish your reviews on our websites and web app, social media posts, outdoor advertisement and social media advertisement including but not limited to TikTok, Google, Twitter, Facebook, and Instagram.
KB Matrix may share your information to organisation and partners we work with such as accountants, Partner payment processors, legal advisers, and other professional contractors, who help us deliver services on the App and according to our instructions in accordance with General Data Protection Regulations (GDPR). We may also share your personal information in the event that we purchase or sell any business assets and disclosure is required to the prospective buyers or sellers.
Legal entities: To comply with legal obligations or enforce our Terms of Service. We would share your information with HM Revenue and Customs, regulators, and other tax authorities.
8. Your Rights
Under GDPR, you have the following rights with regards to your data held by us:
– You can request a copy of the personal data we hold about you.
– You can request corrections to inaccurate or incomplete data.
– You can request deletion of your personal data (subject to legal obligations).
– You can request transfer of your data to another provider.
– You can object to the processing of your data for specific purposes.
To exercise your rights, please contact us at support@kbmatrix.co.uk
9. Data Security
We implement robust measures to protect your data, including:
– Encryption of data in transit and at rest.
– Regular security audits and updates.
– Secure storage on GDPR-compliant servers.
10.Cookies and Tracking
Our Mobile App and affiliate websites use cookies and similar tracking technologies to:
– Analyse user behaviour for app improvement, preferences, and searches storage.
– Provide personalized content.
– Using device IDs, In-App codes, and code tags to store information.
For more details, refer to our Cookie Policy below [Cookies].
11. Third-Party Services
The App integrates with third-party services, such as payment processors and analytics providers. These services are governed by their own privacy policies, and we recommend reviewing them.
12. Updates to This Policy
This policy was last updated on the 7th of June 2025. We may update this Privacy Policy periodically. Any changes will be communicated through the App or our website.
13. Contact Us
If you have any questions or concerns about this Privacy Policy, please contact us at:
– Email: info@kbmatrix.co.uk
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Cookie Policy
Effective Date: 7th June 2025
1. What Are Cookies?
Cookies are small text files stored on your device to improve your experience on our App. They allow us to understand user behaviour and enhance functionality.
2. Types of Cookies We Use
– Essential Cookies: Necessary for the operation of the App.
– Analytics Cookies: Help us analyse user behaviour to improve performance.
– Marketing Cookies: Used to deliver relevant promotions (only with your consent).
3. Managing Cookies
You can manage or disable cookies through your device settings. Please note that disabling cookies may affect your App experience.
4. Contact Us
For questions about this Cookie Policy, please reach out to us at support@kbmatrix.co.uk