Privacy Statement

Last updated: 29 August 2026

1. Commitment to Privacy

At WEB MATRIX Pty Ltd (WEB MATRIX, we, us or our), we take privacy and data security seriously. We are committed to protecting personal information in accordance with:

  • The Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)
  • The Privacy and Data Protection Act 2014 (VIC) (where applicable)
  • The NSW Privacy and Personal Information Protection Act 1998 (NSW) (where applicable)
  • The EU General Data Protection Regulation (GDPR) and UK GDPR, where they apply to our handling of your personal information (see Section 11)
  • Any other relevant state or client specific privacy legislation

This policy outlines how we collect, use, store, and protect information in the course of providing digital services and products.

2. Scope

This policy applies to all personal information handled by WEB MATRIX, including through:

  • Websites, web apps, and digital tools we build or host
  • Software products we make available or distribute, such as WordPress plugins (as described in each product’s documentation)
  • Client projects we service
  • Any data we may process on behalf of our partners

Where you install our software on your own website or server, you determine and are responsible for personal information processed on that website under your control and, where applicable, act as the controller of that information. Separately, WEB MATRIX and its service providers may process personal information for purchases, customer accounts, licence activation and validation, update delivery, support, security, and authorised telemetry or analytics. The respective privacy roles of you, WEB MATRIX, and our service providers depend on the information each party actually processes. Further information about our WordPress plugins is provided in the WEB MATRIX WordPress Plugin Licence.

3. What Information We Collect

We only collect personal information when it is necessary to deliver our services or comply with legal or contractual obligations. Information we may collect includes:

Type Examples
Contact Information Names, email addresses, phone numbers
Usage Data Analytics, online identifiers, device and browser information
Transaction and Account Information Purchase, subscription, billing, tax, and customer account records made available to us by our Merchant of Record or reseller
Licence and Product Information Licence keys and status, activation history, site URLs, product and version information
Technical and Diagnostic Data IP addresses, WordPress and PHP versions, locale, error reports, security logs, and relevant environment information
Support Information Support requests, communications, and diagnostic information you provide
Project Content Data stored or processed for clients

Licence activation or validation may transmit licence, product, site URL, and technical environment information to WEB MATRIX and its licensing provider so that we can provide Commercial Plan benefits such as automatic updates. Optional usage tracking or product analytics is separately identified where offered. Declining optional tracking does not affect rights granted under the GPL, although not activating a paid licence may prevent access to licence-key activations, automatic updates, and other commercial benefits.

We often work with de-identified, anonymised, or non-personal data. Where possible, we minimise data collection and avoid identifying individuals.

Our websites and digital platforms may use cookies and web analytics tools (e.g. Google Analytics) to improve performance, usability, and security. These tools may collect technical and usage information, including online identifiers, IP-derived information, browser or device information, pages visited, and time spent on the site. This information may be personal, pseudonymous, or aggregated depending on the circumstances. You can control or disable cookies through available consent controls and your browser settings. Where required by applicable law, we seek consent before using non-essential cookies (see Section 11).

4. How We Collect Information

We may collect data through:

  • Contact forms, project onboarding, and service communications
  • Web analytics or diagnostic tools
  • Client provided files or databases (under agreement)
  • Purchases, customer accounts, and information provided by our Merchant of Record or reseller
  • Software licence activation, update delivery, support, and authorised product analytics

We may collect personal information directly from you, automatically when you use our websites or products, or from authorised service providers and business partners. We provide notice and obtain consent where required by applicable law.

5. Use of Information

We only use personal information for the purposes for which it was collected, including:

  • Delivering digital services or tools
  • Responding to enquiries or support requests
  • Meeting our contractual obligations
  • Administering purchases, customer accounts, licences, updates, and subscriptions
  • Improving our internal processes and security

Service, security, licence, update, and renewal communications are not marketing. We use personal information for direct marketing only with consent or as otherwise permitted by applicable law, and provide an unsubscribe method where required.

6. Data Security

We maintain reasonable technical and organisational safeguards appropriate to the nature of the information and the associated risks, including:

  • Access-controlled servers and systems
  • Encrypted data transfers (e.g. HTTPS using TLS)
  • Staff access limited on a need-to-know basis
  • Regular security reviews and updates

No method of electronic storage or transmission is completely secure. We maintain processes for responding to eligible data breaches and will notify affected individuals and relevant regulators where required by applicable law.

7. Disclosure to Third Parties

We disclose personal information to third parties only as described in this policy, including:

  • With consent
  • To meet legal or regulatory requirements
  • To service providers that support our hosting, analytics, communications, security, payment, licensing, update, and support functions
  • To our authorised reseller and Merchant of Record (currently Freemius, Inc.). Where Freemius is identified at checkout as the Merchant of Record, it independently processes transaction, payment, tax, subscription, and related account information. Freemius may also provide licensing, update delivery, and authorised product analytics services associated with WEB MATRIX. See the Freemius Privacy Policy and Freemius Data Practices.

We may also disclose data to trusted contractors, developers, or service professionals engaged by us under appropriate confidentiality or contractual obligations. These parties only access data required for their tasks and are required to protect that information.

8. Data Storage and Retention

Personal information may be stored in Australia and overseas, including in the United States and other locations used by our service providers as described in Section 10. We retain personal information only as long as required to:

  • Fulfill the purposes for which it was collected
  • Comply with legal obligations
  • Support ongoing client services

In general, we retain personal information for as long as necessary to:

  • Deliver our services and meet our client obligations;
  • Resolve disputes and enforce agreements;
  • Meet legal or audit requirements.

When personal information is no longer required, we take reasonable steps to securely destroy or de-identify it in accordance with Australian Privacy Principle 11.2.

9. Access and Correction

Under Australian privacy law, you have the right to request:

  • Access to personal information we hold about you
  • Corrections if your information is inaccurate or outdated

Requests can be made in writing (see contact details below), and we will respond within a reasonable timeframe.

10. Cross-Border Disclosures

We may store, process, or disclose personal information outside Australia when required for service delivery. Likely overseas recipients include service providers located in or operating from the United States, as well as providers in other countries or regions selected by a client or used by the relevant provider. For example, clients based outside Australia may select cloud infrastructure, such as Microsoft Azure, hosted in their own region or jurisdiction.

Where personal information is disclosed overseas, we take reasonable steps appropriate to the circumstances, including:

  • selecting reputable service providers and assessing their privacy and security practices;
  • using appropriate contractual, technical, or organisational safeguards;
  • complying with Australian Privacy Principle 8 where it applies; and
  • providing notice or obtaining consent where required by applicable law.

We do not sell, disclose, or transmit personal information internationally for marketing or unrelated purposes.

11. For Individuals in the EU, UK and EEA (GDPR)

Where the EU General Data Protection Regulation (GDPR) or the UK GDPR applies to our handling of your personal information, the following additional terms apply. WEB MATRIX Pty Ltd generally acts as the data controller for personal information it independently collects through our website, licensing, and support channels. Our role in relation to client data depends on the particular processing activity and applicable agreement.

  • Lawful bases. We process personal information where: it is necessary to perform a contract with you (such as providing a licence, updates, or support); it is necessary to comply with a legal obligation; it is in our legitimate interests to operate, secure, and improve our website and products (balanced against your rights and freedoms); or you have given consent (for example, to non-essential cookies or marketing).
  • Your rights. Subject to applicable law, you may request access to, correction of, or erasure of your personal information; request restriction of, or object to, certain processing; request portability of the information you provided to us; and withdraw consent at any time without affecting processing already carried out. To exercise these rights, contact us at [email protected]. You also have the right to lodge a complaint with your local supervisory authority.
  • Payments and licensing. When you purchase a product, our authorised reseller and Merchant of Record (currently Freemius, Inc.) acts as an independent controller for transaction, payment, tax, subscription, and related account information it collects. Freemius may also process licence activation, update delivery, and authorised product analytics information in connection with WEB MATRIX. Please refer to the provider’s privacy documentation for details.
  • International transfers. Your personal information may be stored or processed in Australia and other countries. Where we transfer personal information out of the EEA or UK, we rely on an appropriate safeguard recognised under the GDPR or UK GDPR (such as the Standard Contractual Clauses) or another lawful transfer mechanism.
  • Retention. We retain personal information only for as long as necessary for the purposes described in this policy, unless a longer period is required by law.

12. Policy Updates

This Privacy Statement may be updated periodically to reflect legal, operational, or service changes. The most current version will be available on our website or provided upon request.

13. Contact Us

If you have a privacy related complaint, we take it seriously. Please contact us at the details below, and we will investigate your concern and respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC), the relevant state privacy regulator, or (for EU/UK individuals) your local supervisory authority.

WEB MATRIX Pty Ltd
[email protected]
02 6056 0160
PO Box 1278 Wodonga, VIC 3689

 

For more information about your privacy rights and applicable legislation, you can refer to: