Effective Date: September 2025

Website: https://penmatrix.com

Contact Email: penmatrix365@gmail.com

 

At PenMatrix, protecting your personal data is our top priority. This Data Protection and Security Policy explains how we safeguard, store, and manage your information while ensuring transparency and accountability. We follow ethical, lawful, and technical best practices to keep your information secure at every stage of our operation.

 

1. Purpose and Scope

This policy covers all personal, project-related, and technical data collected through PenMatrix.com, its communication channels, and associated service processes. It applies to:

• All users, clients, and visitors of PenMatrix.com

• Our employees, writers, editors, and service partners handling client data

• All forms of digital or physical information shared with us

 

2. Data Collection Principles

We collect only the information necessary to deliver our services effectively. All data is collected lawfully, fairly, and with your explicit consent.
Our guiding principles include:

• Data Minimization: Only the required data is requested.

• Purpose Limitation: Data is used solely for service delivery and improvement.

• Accuracy: We ensure stored information remains current and correct.

• Accountability: We handle all data with responsibility and traceable record-keeping.

 

3. Security Measures

PenMatrix uses advanced technical and organizational measures to protect all information. These include:

a. Technical Safeguards

• SSL encryption for all website transactions and communications

• Secure cloud storage with restricted access control

• Multi-factor authentication for internal administrative access

• Real-time malware and intrusion detection monitoring

• Routine data backups with encrypted redundancy

b. Organizational Safeguards

• Confidentiality agreements with all staff and service partners

• Periodic training on data handling and security awareness

• Access given only to authorized personnel based on role necessity

• Regular security audits and policy reviews

c. Physical Safeguards

• Secure workstations and encrypted devices used for data processing

• Limited physical access to any printed or backup copies

• Safe disposal of old data through digital wiping and document shredding

 

4. Data Storage and Retention

• Client-related files, drafts, and communications are stored securely for up to three years after project completion.

• Backup copies are automatically deleted after their retention period.

• Financial and invoicing data are retained as required under Bangladeshi tax and financial regulations.

• You may request early deletion of your files by contacting us, subject to legal and operational requirements.

 

5. Data Transfer and Third-Party Access

Your data will never be sold or shared for marketing purposes. Limited access is provided only to:

• Hosting and Storage Providers: For website functionality and file protection.

• Payment Processors (e.g., bKash, PayPal): To complete transactions securely.

• Legal Authorities: Only if required by valid legal requests.

All partners follow confidentiality and data security agreements consistent with our standards.

 

6. User Rights and Control

As a PenMatrix user, you retain full control over your personal data. You may:

• Request a copy of your stored data

• Correct inaccurate or outdated information

• Request deletion (“Right to Erasure”) where applicable

• Withdraw consent for future communications

• Ask for details about how your information has been used

Requests can be made by emailing penmatrix365@gmail.com, and we will respond within a reasonable timeframe.

 

7. Incident Management and Data Breach Response

In the unlikely event of a security breach, PenMatrix will:

1. Immediately assess and contain the incident.

2. Notify affected users if their data may have been compromised.

3. Report to relevant authorities where legally required.

4. Review and enhance internal controls to prevent future occurrences.

A detailed log of all incidents is maintained for accountability.

 

8. Client Confidentiality

All manuscripts, drafts, translations, and educational content shared with us remain strictly confidential. We do not:

• Disclose your materials without consent.

• Use client content for training or marketing purposes.

• Retain unused drafts beyond agreed retention periods.

Only the assigned writer/editor and internal supervisor have authorized access to project files.

 

9. Cross-Border Data Transfers

PenMatrix operates primarily from Bangladesh, but we may use cloud servers located in other regions to improve speed and reliability.
All transfers comply with international data protection standards (including GDPR-equivalent safeguards) ensuring that your data remains secure and private regardless of location.

 

10. Policy Review and Updates

This policy is reviewed at least once a year to ensure it aligns with evolving legal, technical, and business standards. Any significant change will be reflected on this page with an updated effective date. Continued use of our website and services implies acceptance of the updated policy.

 

11. Contact Information

If you have any questions, concerns, or requests regarding this policy, please contact:

PenMatrix – Data Protection Office

📧 penmatrix365@gmail.com

🌐 https://penmatrix.com

 

Final Note

Your trust matters to us. At PenMatrix, we combine ethical practices, secure technology, and responsible management to ensure that every piece of data you share remains safe, private, and handled with respect.