Cookies & Telemetry Notice

This Cookies & Telemetry Notice explains how MINDMATRIX uses cookies, session technologies, security logs, AI usage telemetry, analytics, performance monitoring and operational data in connection with the MINDMATRIX website, platform and related services.

This Notice should be read together with the MINDMATRIX Privacy Policy, Commercial Licence & Platform Terms, Data Processing Addendum and any applicable order form, proposal or service agreement.

1. Cookies and Session Technologies

MINDMATRIX may use cookies, session technologies and similar storage or access technologies to operate the website and platform, manage authenticated sessions, verify user access, maintain account security, apply role-based permissions, prevent unauthorised access and protect platform integrity.

Certain cookies and session technologies may be strictly necessary for the operation, security and functionality of the MINDMATRIX platform. These technologies are required to provide the service requested by the user and may not be capable of being disabled without affecting platform access or functionality.

Where MINDMATRIX uses non-essential cookies, analytics technologies, tracking technologies or similar tools that are not strictly necessary for the operation of the service, MINDMATRIX shall provide clear information and seek consent where required by applicable law.

2. Operational Telemetry

MINDMATRIX may collect and process operational telemetry relating to messaging activity, AI usage, media storage, host usage, system performance, service diagnostics, workflow activity and related platform operations.

Operational telemetry may include event counts, timestamps, provider identifiers, model identifiers, Customer or organisation identifiers, file sizes, message direction, delivery status, processing status, upload activity, error events and diagnostic records.

MINDMATRIX may use operational telemetry for service reliability, troubleshooting, fair-use monitoring, cost modelling, abuse prevention, security monitoring, product improvement, platform optimisation and operational reporting.

3. AI Usage Telemetry

MINDMATRIX may process AI usage telemetry to support the operation, monitoring, safety, quality control, improvement and troubleshooting of AI-assisted features within the platform.

AI usage telemetry may include information about prompts, classifications, summaries, workflow actions, response events, model activity, error events and usage volumes, subject to the Customer's configuration, package scope and applicable data protection obligations.

MINDMATRIX does not guarantee that AI-generated or AI-assisted outputs will be error-free, complete or suitable for every commercial, operational or customer-facing purpose. Customers remain responsible for reviewing and approving any AI-assisted content where human review is appropriate.

4. Security and Audit Logs

MINDMATRIX may collect and retain security logs, audit logs and monitoring records relating to authentication events, recovery events, administrator activity, authorised support access sessions, acceptance events, permission changes, security alerts and other security-relevant platform operations.

These records may be retained for operational, security, audit, compliance, contractual, dispute-resolution and legal purposes.

Access to security and audit records shall be restricted to authorised personnel, contractors or subprocessors where access is reasonably required for service delivery, security, support, investigation, compliance or platform administration.

5. Browser Notice and Cookie Consent

MINDMATRIX may use cookies, browser storage, session technologies, security technologies and similar tools to operate the website and platform, maintain authenticated sessions, protect account integrity, apply access controls and provide core platform functionality.

Certain cookies and similar technologies may be strictly necessary for the operation, security and functionality of the MINDMATRIX website or platform. Where such technologies are strictly necessary to provide the service requested by the user, they may be used without prior consent where permitted by applicable law.

Where MINDMATRIX uses non-essential cookies, analytics technologies, tracking technologies, performance monitoring tools or similar technologies that are not strictly necessary for the requested service, MINDMATRIX shall provide clear information and obtain consent where required by applicable law.

Users may be provided with appropriate cookie controls, consent options or browser-based settings depending on the nature of the technology used, the website or platform area accessed and applicable legal requirements.

6. Analytics and Performance Monitoring

MINDMATRIX may use analytics and performance monitoring tools to understand how the website and platform are used, assess service reliability, identify technical issues, improve user experience and support product development.

Where analytics or performance technologies are not strictly necessary for the requested service, MINDMATRIX shall provide appropriate information and obtain consent where required by applicable law.

7. Customer Responsibilities

Customers are responsible for ensuring that their own use of the MINDMATRIX platform, including any customer-facing communications, embedded tools, tracking technologies, integrations, websites or communication channels, complies with applicable privacy, cookie, marketing and data protection laws.

Where a Customer uses MINDMATRIX in connection with its own customers, leads, enquiries or job records, the Customer remains responsible for providing any required privacy notices, cookie notices, lawful basis information, consent mechanisms or customer communications.

8. Changes to this Notice

MINDMATRIX may amend, update or replace this Cookies & Telemetry Notice from time to time to reflect changes in the platform, applicable law, operational requirements, third-party services, cookies, telemetry practices or security measures.

Updated versions may be made available through the MINDMATRIX website, platform, legal documentation, onboarding materials or other written notice. Continued access to or use of the platform following notice of any applicable update shall constitute acceptance of the updated Notice, unless otherwise agreed in writing.