Overview & Scope
This Privacy Policy explains how ShadesMatrix ("we," "our," or "us") collects, uses, discloses, and safeguards your information when you visit our website at shadesmatrix.com, register for an account, subscribe to our software-as-a-service (SaaS) platform, or interact with any associated features, tools, and customer support services (collectively, the "Services").
ShadesMatrix provides specialized business management software specifically engineered for window treatment, blinds, shades, curtains, and shutter manufacturers, retailers, and installers. Because our platform facilitates end-to-end workflows from customer inquiries and site measurements to factory cut-lists and installation scheduling, we process two distinct categories of data:
Information pertaining to our direct customers (the window treatment business, administrators, and team members) who sign up and manage their account with us. In this context, ShadesMatrix acts as a Data Controller.
Information that subscribers upload or enter into ShadesMatrix regarding their own retail and commercial clients, window dimensions, job cards, and addresses. For this data, ShadesMatrix acts as a Data Processor on behalf of our subscribers.
Information We Collect
2.1 Information You Provide Directly
- Account Registration & Company Details: When you create an account or subscribe to a package, we collect your full name, business or trading name, business address, email address, telephone number, business size, and account login credentials.
- Team Members & Roles: If you invite team members (e.g., sales consultants, workshop cutters, installers), we collect their names, email addresses, and assigned permission levels.
- Inquiries & Customer Support: Information you submit through contact forms, demo request forms, email correspondence, or support tickets.
2.2 Customer & Operational Data Entered into the Platform
In operating our window treatment management platform, you may input data about your own customers and jobs, including:
- End-customer contact details (names, phone numbers, delivery and installation addresses).
- Window dimensions, architectural notes, fabric selections, hardware options, motorization specifications, and customized quotation details.
- Workshop production cards, cutting optimization outputs, order statuses, and installer assignments.
2.3 Automatically Collected Technical Data
When you access or browse our website and application, our servers automatically record standard technical log data:
- Device identifiers, Internet Protocol (IP) address, browser type and version, operating system, and language preferences.
- Page interaction logs, navigation paths, feature utilization, timestamps, and diagnostic error reports.
How We Use Your Information
We use the collected information for the following purposes:
To generate accurate quotations, calculate fabric cut-lists, track manufacturing stages, manage invoices, and organize installation schedules.
To verify accounts, process recurring subscription payments via Stripe, issue receipts, and manage account tiers.
To respond to inquiries, provide onboarding guidance, troubleshoot technical issues, and deliver essential product announcements.
To prevent fraud, protect against unauthorized access, enforce our terms, and maintain high service uptime.
Legal Bases for Processing
If you reside in the European Economic Area (EEA), the United Kingdom, Australia, or other jurisdictions with comprehensive data protection frameworks, we process your personal data under the following lawful grounds:
- Contractual Necessity: Processing required to perform our obligations under our contract with you (e.g., providing the software, user management, and invoicing).
- Legitimate Interests: Necessary for our legitimate business interests, such as monitoring software health, improving feature usability, securing our infrastructure, and preventing fraudulent activities.
- Legal Obligations: Compliance with statutory duties, financial reporting requirements, tax laws, or governmental requests.
- Consent: Where you have granted explicit consent (for instance, subscribing to optional marketing newsletters or accepting specific cookie categories).
Data Sharing & Third Parties
We treat your data with strict confidentiality. We do not sell, rent, lease, or monetize your personal or business information to data brokers or advertising networks.
We share data only under the following limited circumstances:
- Authorized Service Providers (Subprocessors): We partner with trusted third-party providers who perform operational services on our behalf (e.g., cloud hosting, Stripe payment processing, transactional email delivery, and infrastructure monitoring). These providers are legally bound by confidentiality and data protection agreements and may only process data to deliver the contracted services.
- Business Reorganizations: In connection with a merger, financing, acquisition, or sale of company assets, information may be transferred as a business asset subject to equivalent privacy commitments.
- Legal & Regulatory Compliance: If required by law, regulation, subpoena, or lawful court order, or when we reasonably believe disclosure is necessary to protect the legal rights, safety, or property of ShadesMatrix, our users, or the public.
Payment & Financial Data
All subscription and package payments on ShadesMatrix are processed through our secure payment gateway partner, Stripe.
When you enter credit card or debit card details during checkout, that sensitive payment data is transmitted directly to Stripe via encrypted channels. ShadesMatrix never collects, views, or stores complete credit card numbers or security CVV codes on our servers.
For more information regarding how Stripe handles payment data, please refer to the Stripe Privacy Policy.
Security & Storage
We implement robust technical and organizational safeguards designed to protect your personal and business information against unauthorized access, alteration, disclosure, or destruction:
- End-to-End Transport Security: All data in transit across our public web and API endpoints is encrypted using modern Transport Layer Security (TLS 1.2/1.3) with strong cipher suites.
- Encrypted Storage: Sensitive records, database storage, and automated backups are encrypted at rest using industry-standard AES-256 encryption.
- Multi-Tenant Data Isolation: Every subscriber's records are strictly segmented within our database architecture to ensure one business cannot access another's customers, cut-lists, or quotes.
- Role-Based Access Controls (RBAC): Access to internal administrative tools is restricted to authorized personnel on a strict need-to-know basis and protected by multi-factor authentication (MFA).
Data Retention & Deletion
We retain your personal and operational data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, to maintain your active subscription, or to comply with statutory legal, accounting, tax, and auditing obligations.
If you cancel your subscription or terminate your account, you may request a full export of your job and customer records. Following account closure, we retain data for a standard grace period to allow for reactivation, after which operational data is permanently anonymized or securely deleted from our active production databases in accordance with our data retention schedules.
Your Privacy Rights & Choices
Depending on your geographic location, you may have specific statutory rights regarding your personal information:
Right of Access & Portability
Request a copy of the personal information we hold about you in a structured, commonly used, and machine-readable format.
Right of Rectification
Request correction of inaccurate or incomplete personal information within your account profile.
Right to Erasure ("Right to be Forgotten")
Request the permanent deletion of your personal information, subject to legal compliance exceptions.
Right to Object or Restrict
Object to or request restrictions on certain processing activities, including direct marketing communications.
To exercise any of these rights, please contact us at hello@shadesmatrix.com. We will respond to your verified request within the timeframe stipulated by applicable law (typically 30 days).
International Data Transfers
ShadesMatrix operates globally, and our secure cloud servers and subprocessors may be situated in various jurisdictions. When we transfer personal data across borders, we ensure that appropriate legal safeguards are implemented, such as Standard Contractual Clauses (SCCs) approved by regulatory authorities, or other recognized adequacy mechanisms.
Children's Privacy
Our software platform is exclusively designed for business and commercial use by window treatment professionals. We do not knowingly solicit, market to, or collect personal information from individuals under the age of 18. If you become aware that a minor has provided us with personal information, please contact us immediately so we can take steps to remove such data.
Updates to This Privacy Policy
We may periodically update this Privacy Policy to reflect changes in our software features, operational practices, or applicable legal requirements. When updates are published, we will revise the "Last Updated" date at the top of this page.
For material changes that significantly affect your privacy rights, we will provide prominent advance notice through an email notification to registered account owners or a banner within the application.
Contact Us
If you have questions, inquiries, or requests regarding this Privacy Policy or our data protection practices, please contact our dedicated privacy team: