AIRA MATRIX PRIVACY POLICY

Who are We

AIRA Matrix Pvt. Ltd.("We," "Us," "Our"), offers AI-based solutions that enhance research accuracy and diagnostic efficiency in digitized pathology laboratories. We specialize in two key domains: healthcare and drug discovery and development.

AIRA Matrix is always committed to respecting privacy rights and protecting personal information. As such, we will ensure that all our activities involving the collection, storage, and use of personal data adhere to the statements contained in this privacy policy. We are also committed to being open and transparent in how we collect, store, and use your personal information.

We welcome your comments regarding this Privacy Policy. If you have any questions concerning this page, contact us at solutions@airamatrix.com or via postal mail at the address provided below.

Head Office Address:
801, Dosti Pinnacle,
Wagle Estate, Thane,
MH, India, 400604

What We Collect

In this Privacy Policy, personal information refers to the data that we may collect from you when you use our services and any other personal information we may already hold or receive from other sources, including:

  • Contact details such as name, email address, business address, and phone number
  • Educational and professional information, such as job title, organization information, and academic affiliation department
  • Comments, feedback, correspondence, and other content submitted, including Q&A sessions and survey information
  • IP address and details of your use of our website are obtained through cookies; read our Cookie Policy for more information

We may collect other data about you depending on the product or service in question, and this information may include:

  • Dietary preferences, allergies, and other related information when attending any of our physical seminars, conferences, workshops, or events
  • Name of the hotel when attending any of our events
  • Information verifying your identity, such as passport details, to provide visa invitation letters when requested or to comply with legal requirements
  • Details of your use of our free, trial products and services

This personal information is related to the following categories of people:

  • Prospects, client contacts, users, and subscribers in respect of our products and services
  • Attendees, sponsors, exhibitors, and speakers at the events we organize and participate in
  • Featured professionals with details made freely available through research, publications, online portals, or other sources
  • Consultants, contributors, advisors, and reviewers about our products and services
  • Contacts of our visitors, colleagues, suppliers, service providers and business partners

We may collect this data directly from you when you register for an event or engage with our platforms or services. We may also collect this data from third-party partners or public resources, as permitted by the applicable data protection law.

Please note that if you are a candidate applying for a position at AIRA Matrix, details about the collection, use, and processing of your personal data are outlined in our For Recruitment section below.

Personal Data Obtained from Others

When we collect and use some personal information about you indirectly from third parties, such as event organizers, list brokers, and research companies, we confirm that the data was legally collected and that we have the right to acquire and use it. This includes receiving consent where legal regulations require explicit consent before contact. As a part of the process, we only aim to identify individuals who we believe will be interested in our products and services.

Sensitive Personal Information

If we collect or store your sensitive personal information, for example, your health and disability status, in order to facilitate your attendance at any of our events, we will typically ask for your explicit consent and ensure your privacy rights are protected.

Third-Party Data Collection

In some cases, third parties attending our events may collect data about you, for example, by taking photographs of your business card. We are not the controllers of this data and are not responsible for third-party use. For further information, please refer to the relevant third-party privacy policies.

Anonymized or Aggregated Personal Information

We may create anonymized or aggregated data from the personal information we hold about you and other individuals. It includes analytical or statistical information, and we may share this with third parties. In instances where aggregated data is shared with third parties, it does not include information that can be individualized or help identify individuals.

Minors’ Personal Information

Our website, products, and services are all directed and designated for people who are above the age of majority. We do not knowingly collect personal information from users in this age group and reserve the right to delete such information if we become aware of having collected it. If a minor’s data is collected, it is only via direct input from parents, guardians, or teachers, and its usage is protected by applicable laws and aligned license terms.

Links to Third-Party Websites

Our website may contain links to third-party websites that are not operated or controlled by us. Please be aware that this Privacy Policy applies solely to the personal information collected by us through our website and services. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party websites or services. We strongly recommend that you exercise caution and review the privacy statements applicable to the third-party websites you visit to understand how your personal information may be processed and protected on those sites.

How and Why We Use Your Personal Information

We will primarily use your personal data to let you know about events we are attending or organizing, our products and services, company updates, and offers that we deem to be of interest to you or for which you have expressed interest via the consumption of content, e.g., brochure downloads or form submissions.

When you receive marketing communications from us, whether your personal information was freely given or acquired legally via third parties, we will give you a choice to continue receiving communications (no action required) or the option to opt out of receiving our communications (refer to "Choosing to Withdraw Consent").

When consent is withdrawn, we may still choose to use your personal information to fulfill any contract we have with you. For instance, you may have ordered a product or service from us, and we are contractually obliged to use your personal information to ensure that you receive the right products or services or follow up on any payments or financial issues. We will only use your personal information to contact you in a way that we believe you might reasonably expect and in accordance with global privacy and compliance regulations.

For Our Products and Services

As a software company specializing in the life science domain, our products and solutions are designed with a primary focus on data security and privacy. We do not intentionally collect, track, or analyze any personal information, user behavior, or sensitive data through our products. Our commitment to protecting sensitive information is reflected in the design and implementation of our software solutions. We employ state-of-the-art security measures to ensure the confidentiality and integrity of your data.

For Service Inquiries and Sales

If you have made inquiries about our products or services online, in person, or over the phone, we will use your personal information to respond to your inquiry or to take other steps at your request. If you have purchased or registered for one of our products or services, including on a trial basis, we will use your information, including your bank or card details, to provide you with the products or services, communicate with you about them, and handle payments or recover any debts.

Call Monitoring

If one of our sales representatives speaks to you over the phone, the calls may be recorded for training and monitoring purposes.

For Events and Exhibitions

If you participate in one of our events as a speaker, sponsor, exhibitor, or attendee, we may hold the information provided in our database to be used in connection with the running of the event, to handle payments, and to recover debts. This includes our legitimate business interests in carrying out analytics, administrative, and logistic activities to ensure our events run smoothly and offer an improved experience to our attendees.

We may also use your personal information to maintain databases that allow us to assess your qualities as a speaker, exhibitor, or sponsor, promote future events, encourage further engagement at our events, and request references in certain circumstances.

We may receive your registration information, including your name, job title, email address, and organization, from the organizers of the events we sponsor based on your consent for the purposes of our legitimate interest in contacting you in advance and arranging to meet with you during the event, including marketing communications.

If you are attending a virtual event, we may use a third-party service provider such as GoToWebinar to enable your access, in which case the information you provide with us may be shared with third parties for the purpose of administering the event and on the basis of our legitimate interests in receiving services from such providers. The privacy policies and practices of these providers, as well as those of AIRA Matrix, will apply to the personal information about you that is used and exchanged in this process.

After some of our events, we usually conduct surveys to understand a bit more about your experience at our events. These surveys are not anonymous, and in the future, we may use the information that you provide us to tailor your experience via our sales and marketing campaigns. We may carry out surveys digitally or in person.

For Co-Publications

If you publish your work with us, your personal information, including any named beneficiary or representative, is used in connection with the promotion and dissemination of your published work and the fulfillment of any contractual obligations, as is necessary for the purposes of our legitimate interests as a commercial organization. Your name and affiliation will be published as part of the authored work. We may also use your personal information to handle payments or for other purposes as necessary for the contract you enter into with us.

For Marketing

We may use your personal information to send you offers, newsletters, and other marketing emails to keep you up to date with our news, events, and products that may be of interest. Depending on the nature of your interaction with us and applicable data protection laws, you may have actively given us your consent, i.e., opted in, or we may be entitled to rely on your implied consent or legitimate interests to market to you. We will always provide you the opportunity to opt out of future marketing, and you have the right to amend your marketing preferences at any time (refer to "Updating Your Information and Marketing Preferences").

In certain circumstances, where we have a lawful basis and you have provided your phone number, we may send marketing text messages or call you for marketing purposes, in accordance with applicable local laws. We may also send postal mailings with information about new products, services, and events, where we have a lawful basis to do so and you have provided us with your postal address.

Our marketing campaigns and communications may be facilitated through third-party tools and services, such as Mailchimp. These services help us manage and streamline our marketing efforts, and we may share your information with these third-party providers to facilitate the distribution of our communications. Please be aware that the use of your personal information by these third-party providers is subject to their own privacy policies and practices, which may differ from ours. We encourage you to review the privacy policies of these service providers to understand how your information will be handled. If you wish to opt out of such sharing, please refer to the "Choosing to Withdraw Consent" section of this document.

Several of our events and products are co-branded or sponsored by third-party service providers. We may share your information with these third-party partners. When this happens, a clear notice will be provided to you with the opportunity to opt out of such sharing as required to comply with the applicable data protection laws. The use of your personal information by the third party will be in accordance with the provided notice and its privacy policy and is not covered by this Privacy Policy.

For Social Media

We may use your personal data to conduct advertising campaigns on social media platforms such as LinkedIn to provide information about upcoming events or new products and ensure you receive only relevant ads about our products and services.

We may share your personal information with social media platforms so that you see ads about our products and services that we think you will be interested in when you interact with relevant social media platforms. We may also share your personal information with social media platforms to help us present relevant ads to individuals who the social media platforms determine are likely to have similar interests to you.

We maintain a presence on social media platforms, through our company and branded pages. We collect personal information when you interact with us through social media. Please note that these social media platforms may set cookies and other tracking measures on your device when you visit their pages and when you navigate from their pages.

For Recruitment

This section applies to individuals who express interest in, apply for, or are engaged by the recruitment team at AIRA Matrix. As part of the recruitment process, we collect and process your personal information to assess your suitability for specific roles and facilitate the hiring process. The information may be collected directly from you or, where permitted by law, from other sources.

Information We Collect

During the recruitment process, we may collect the following personal data:

  • Contact information such as name, address, phone number, and email address
  • Application details including but not limited to resumes, CVs, cover letters, employment history, academic, and professional qualifications.
  • Information about prior employment with AIRA Matrix or Sun Pharma, including employee IDs.
  • Additional information such as employment, location, communication preferences, current and expected salary, awards, licenses, permits, and certifications.
  • Notes and observations generated by interviewers and recruiters through interactions, campus hiring events, and/or basic internet searches.
  • Information from recruiters, staffing companies, or executive search agencies, if applicable.
  • References and recommendations provided on your behalf.
  • Documents required under immigration laws, if applicable.
  • Results from technical, psychological, or behavioral assessments, including remotely proctored evaluations.
  • Information collected when you access our online system.
  • Information from professional networking platforms, such as LinkedIn
  • Recordings or notes from interviews for assessment purposes.
  • Snapshots or recordings during online assessments to ensure integrity.
  • Information from public sources, including reference checks.

Additional Information for Shortlisted Candidates

If you are shortlisted, we may request the following additional information:

  • Government-issued ID(s)
  • Compensation expectations
  • Family details for benefits processing
  • Passport and visa/work permit information
  • Background checks, including educational, employment, criminal records (where permitted by law and with your prior consent)
  • Social media checks (where legally allowed)
  • Financial information, such as bank statements or salary slips, to validate current compensation
  • Reimbursement information for interview-related expenses

Sensitive Data Collection

We may collect the following sensitive information, only where necessary and permitted by law:

  • Disability status to arrange accommodations during the interview process (with your explicit consent)
  • Information on convictions, where allowed by law
  • Racial, ethnic, or religious information for diversity surveys, if required by law.

Sensitive data is collected only where it is necessary to fulfill legal obligations, provide accommodations, or enhance diversity and inclusion efforts.

We collect all personal data directly from you, referrals, or third parties, such as recruitment agencies, public sources, or background verification services.

Purpose of Collecting Your Data

Your personal data is used for following purposes:

  • Communicating about recruitment activities and application updates
  • Assessing suitability for roles through application reviews, interviews, and tests
  • Managing and administrating your application
  • Verifying your eligibility to work
  • Conducting interviews, aptitude tests, and language assessments (which may be recorded)
  • Contacting references and conducting background checks as per local laws
  • Arranging travel for interviews and processing interview-related reimbursements
  • Issuing employment offers to shortlisted candidates
  • Using anonymized or aggregated data to improve recruitment processes
  • Complying with legal, audit, and fraud prevention requirements
  • Retaining data for future employment opportunities if you have expressed interest
  • Sharing data with clients or affiliates for onboarding and compliance, if necessary

Final hiring decisions are made by human recruiters and managers, though AI may assist in the initial selection process.

Data Sharing and Storage:

Your information may be shared with:

  • Relevant staff members at AIRA Matrix for recruitment purposes.
  • Service providers such as cloud providers, IT support, assessment agencies, background check facilitators, and travel vendors.
  • CVs and contact details may be shared with affiliates and clients if required for the role, in compliance with the applicable laws.
  • Data may be transferred during mergers, acquisitions, or other corporate events, following legal protocols.

Your data will be securely stored, and cross-border transfers will comply with applicable data protection laws.

Your Responsibilities

  • Ensure the information you provide is accurate, complete, and truthful. Providing inaccurate or misleading information may result in ineligibility for employment.
  • Obtain permission from any third party (for example, references) whose information you provide to us.
  • Notify us promptly of any changes to the personal data you have provided during the recruitment process.

Cookies and Technology Usage

We and our service providers use cookies and similar technologies on our website. For details, refer to AIRA Matrix Cookie Policy.

Data Security

We prioritize the security of your personal data. Appropriate measures are in place to prevent unauthorized access, alteration, or misuse.

By submitting an application to AIRA Matrix, you voluntarily share your personal information and retain the right to withdraw your application at any time. You may also request the deletion of your personal data, provided such deletion complies with legal and regulatory requirements.

For How Long We Keep Your Information

We will only retain your personal information for as long as it is necessary and as permitted by applicable laws unless you instruct us otherwise for justified reasons. We will retain personal information while we are using it, as described in this Privacy Policy. We may continue to retain it after we have ceased such uses for certain legitimate business purposes. For example, if you choose to opt out of our marketing communications, we will keep limited information about you to ensure we can honor your opt-out request. We may also continue to retain your personal information to meet our legal requirements or to defend or exercise our legal rights. After we no longer need to keep your personal information, it will be deleted or securely destroyed. For example, when you provide us with information about your food preferences and allergies, we archive it immediately after the event and erase it within a year. We will only store information such as your name and email address in our database. If you attend any new events, you will need to provide us with your information again. We may rectify or remove incomplete or inaccurate information at any time and at our own discretion. At any time, you may request to view, change, and update your personal information. Refer to "Update Your Information and Marketing Preferences" for more details.

Where We Keep Your Personal Data

We aim to keep your personal data secure at all times, and we use the latest technology to ensure that all our data is only accessible and shared for the purposes stated above. We are committed to making reasonable efforts, in accordance with market best practices and legal requirements, to ensure the security, confidentiality, and integrity of personal information. We take great care in implementing and maintaining the security of our website, software, and any system and server on which we store personal information.

Access to personal information is based on the ‘least to know’ concept and role-based access control systems in order to optimize the prospect of only authorized access to personal information. We employ market-best practices in security measures to ensure the safety of personal information and prevent unauthorized use of any such information.

Although we take steps to safeguard such information, we cannot be responsible for the acts of those who gain unauthorized access or abuse our software, and we make no warranty, express, implied, or otherwise, that we will prevent such access. If a password is used to help protect your accounts and personal information, it is your responsibility to keep your password confidential.

Risk Assessment and Privacy Considerations

AIRA Matrix Pvt. Ltd. understands the importance of maintaining the privacy and security of personal data. While we may not conduct formal Privacy Impact Assessments (PIAs) due to our size and operational scale, privacy considerations are an integral part of our business practices.

Privacy Awareness

Data Processing Practices We evaluate and implement fair, transparent, and lawful data processing practices to uphold privacy principles.
Security Measures We are committed to implementing effective security measures to protect personal data from unauthorized access, disclosure, alteration, and destruction.
Third-Party Relationships We select our partners, service providers, and vendors judiciously, considering their privacy practices to ensure the protection of personal data they may handle on our behalf.
Continuous Learning We stay informed about emerging privacy threats, technological advancements, and evolving requirements to adapt our practices accordingly.

We recognize the trust our users place in us, and we strive to create a secure and privacy-aware environment. As we grow, we will continue to assess our processes and enhance our privacy measures to meet the evolving needs of our users and align with best practices.

Your Privacy Rights

Right to Access Users have the right to obtain information from us on whether their personal data is being processed and, if so, access to that personal data.
Right to Rectification Users can request the correction of incomplete or inaccurate personal data held by us and have it promptly rectified.
Right to Erasure Users may request the deletion of their personal data, and AIRA Matrix will comply unless there are compelling legal grounds for its retention.
Right to Restriction of Processing Users have the right to limit the processing of their personal data under certain circumstances, such as disputing the accuracy of the data.
Right to Data Portability Users can receive their personal data in a structured, commonly used, and machine-readable format and, if technically feasible, have it transmitted to another data controller.
Right to Object Users have the right to object to the processing of their personal data unless AIRA Matrix demonstrates compelling legitimate grounds for the processing that override the interests, rights, and freedoms of the data subject.
Rights in Relation to Automated Decision Making and Profiling Users are entitled to not be subject to decisions based solely on automated processing, including profiling, which produces legal effects concerning them or similarly significantly affects them.

User Education on Privacy Rights

Transparency and Awareness AIRA Matrix is committed to providing clear and transparent information about how personal data is processed, ensuring users are aware of their rights and how to exercise them.
Educational Resources Users are encouraged to refer to educational resources provided by AIRA Matrix, including this Privacy Policy, to understand their rights, the purpose of data processing, and the lawful basis for such processing.
Privacy Settings Where applicable, users can manage their privacy settings, including marketing preferences, through the provided mechanisms, allowing them control over the use of their personal data.
Consent Management Users will be informed and asked for explicit consent where necessary, ensuring they have the option to opt in or opt out of specific data processing activities.
Data Protection Contacts For any questions or concerns regarding privacy rights, users can contact AIRA Matrix's marketing department at solutions@airamatrix.com or the provided contact details in the "Contact Us" section.

We are dedicated to empowering users with knowledge about their privacy rights and ensuring they can exercise these rights effectively. This commitment extends to fostering user understanding through education and transparent communication.

Updating Your Information and Marketing Preferences

To update your personal information or marketing preferences, please use this link. For any data privacy queries or complaints, please contact our marketing department at solutions@airamatrix.com.

Choosing to Withdraw Consent

We may use the collected information for marketing and promotional purposes. You may opt out of receiving such communications at any time by selecting the unsubscribe option available on each email. Alternatively, you can get in touch by contacting solutions@airamatrix.com.

Contact Us

For any questions about this Privacy Policy or the use of your information, you can contact our marketing team at solutions@airamatrix.com. You can also contact our marketing department at AIRA Matrix Pvt. Ltd., 801, Dosti Pinnacle, Wagle Estate, Thane (MH), India, 400604. We hope we will be able to resolve any privacy concerns you may have. However, you always have the right to complain to any supervisory authority or other public body with responsibility for enforcing privacy laws in your country.

Changes to this Privacy Policy

Please note that we update our Privacy Policy from time to time. To keep up with changing legislation, best practices, and changes in how we process personal information, we may revise this Privacy Policy at any time. Depending on the nature of the changes, we may update you via email if we have your personal data, or we may update this policy without notice by posting a revised version on this website. To stay up to date on any changes, please check back periodically.

This Privacy Policy was established on May 15 2021 and last updated on July 31 2024.

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