List of Matrix Booking system's sub-processors v4

Amazon Web Services

EU

Hosting of Matrix Booking system.

Core service including database and application servers. Data includes:

• full name

• email address

• telephone number (if provided)

• resources booked (including the date, time, attendees and title of the booking)

• IP address

https://aws.amazon.com/compliance/gdpr-center/

Data is kept for the duration of the customers contract. Data can be anonymised after X period, which is controlled by the customer administrators themselves.

Mailchimp

USA

Back up email service and for customers set up prior to 2023 that have not requested an EU mail delivery provider.

User booking notifications. Data includes:

• full name

• email address

• resources booked (including the date, time, attendees and title of the booking)

SCC’s incorporated in to standard DPA that forms part of our contract:

https://mailchimp.com/legal/data-processing-addendum/

Data is held with the mail provider for a 30-day period to allow any diagnosis of recent email issues.

Sendgrid

USA

Operational email delivery (back up service).

User booking notifications. Data includes:

• full name

• email address

• resources booked (including the date, time, attendees and title of the booking)

https://www.twilio.com/gdpr

SCC’s incorporated in to terms and conditions with an addendum: https://www.twilio.com/legal/data-protection-addendum

Data is held with the mail provider for a 37-day period to allow any diagnosis of recent email issues. After this period, it is pseudonymised.

Mailgun

EU

Default operational email delivery.

User booking notifications. Data includes:

• full name

• email address

• resources booked (including the date, time, attendees and title of the booking)

https://www.mailgun.com/gdpr/

Data is held with the mail provider for a 30-day period to allow any diagnosis of recent email issues.

Atlassian

EU

Hosting of web service desk for support activities.

Data includes:

• inbound issues logged by customer administrators. Data includes:

• username

• email address

• organisation name

• ticket details

https://www.atlassian.com/trust/privacy/gdpr

Only customers that are set up to use the Matrix Booking support portal can raise support issues will have a log in to this application. For example, your organisation has 10,000 staff using Matrix Booking, but you may have only three that have access to the support portal. The data is maintained for the lifespan of the contract.

Datadog

EU

System log files used for support and maintenance.

Line entries made when an activity is performed, such as an availability search or a booking made. Data recorded is:

• email address

• resources booked (including the date, time, attendees and title of the booking, browser type and version)

https://www.datadoghq.com/legal/privacy/

Datadog stores data for a period of one month. After this period, they are stored in an Amazon AWS repository for one year.

Logentries

EU

System log files used for support and maintenance of our Floor plan application and older versions of our Signage application.

Line entries made when an activity is performed, such as an availability search or a booking made. Data recorded is:

• email address

• resources booked (including the date, time, attendees and title of the booking)

https://www.rapid7.com/privacy-policy/

SCC’s implemented in to general terms and conditions.

Data is retained for a period of one year.

Zoho

EU

Used for tracking the progress of customers as they progress through the purchase process and with generating the data needed for invoicing.

Prospect and customer sales, which includes:

• names

• addresses

• email addresses

• phone numbers

• sales and contact notes

https://www.zoho.com/gdpr.html

Additional DPA also in place.

The invoice data is kept in Zoho for the lifespan of the customer contract. After the contract expired, they are retained for a seven-year period for accounting records and audit history.

Quickbooks (Intuit Ltd.)

USA

Used for generating billing and invoices.

Data of named finance contacts includes:

• name

• email address

http://quickbooks.co.uk

The invoice data is kept in Quickbooks for the lifespan of the customer contract. After the contract expired, they are retained for a seven-year period for accounting records and audit history.