Privacy Policy
UK Matrix Solutions Ltd is committed to protecting your privacy and handling your personal data responsibly. This policy explains what data we collect, how we use it, and your rights under UK data protection law.
Data Controller:
Company: UK Matrix Solutions Ltd (Company No: 13295750)
Data Protection Registration: ZB151833
Registered Address: 4th Floor, Silverstream House, 45 Fitzroy Street, London, W1T 6EB
Email: info@matrixsolutions.uk
Last Updated: May 2026
Company: UK Matrix Solutions Ltd (Company No: 13295750)
Data Protection Registration: ZB151833
Registered Address: 4th Floor, Silverstream House, 45 Fitzroy Street, London, W1T 6EB
Email: info@matrixsolutions.uk
Last Updated: May 2026
1. What Personal Data We Collect
When you use our services, we may collect the following types of personal data:
Identity & Contact Information: Full name, date of birth, nationality, email address, phone number, UK residential address.
Identity Documents: Passport copies (Indian and/or British), OCI card copies, birth certificates, naturalisation certificates, surrender certificates, marriage certificates, and photographs as required for your application.
Application Data: Information provided on government application forms that we prepare on your behalf, VFS appointment details, and tracking references.
Payment Information: Transaction records for services purchased through our website. We do not store full card details — payments are processed by our secure payment provider.
Communication Records: Messages exchanged via email, WhatsApp, or phone calls relating to your application.
Identity & Contact Information: Full name, date of birth, nationality, email address, phone number, UK residential address.
Identity Documents: Passport copies (Indian and/or British), OCI card copies, birth certificates, naturalisation certificates, surrender certificates, marriage certificates, and photographs as required for your application.
Application Data: Information provided on government application forms that we prepare on your behalf, VFS appointment details, and tracking references.
Payment Information: Transaction records for services purchased through our website. We do not store full card details — payments are processed by our secure payment provider.
Communication Records: Messages exchanged via email, WhatsApp, or phone calls relating to your application.
2. How We Use Your Data
We use your personal data only for the following purposes:
Application Processing: To prepare, review, and submit your OCI, Indian passport, PAN card, visa, or other documentation applications on your behalf.
Document Verification: To check the accuracy and completeness of your documents before submission to VFS Global or the Indian High Commission.
Appointment Booking: To schedule and manage your VFS Global appointments.
Client Communication: To provide updates on your application status, respond to queries, and send service-related notifications.
Legal Compliance: To comply with applicable UK laws and regulations, including anti-fraud and anti-money laundering requirements where relevant.
Application Processing: To prepare, review, and submit your OCI, Indian passport, PAN card, visa, or other documentation applications on your behalf.
Document Verification: To check the accuracy and completeness of your documents before submission to VFS Global or the Indian High Commission.
Appointment Booking: To schedule and manage your VFS Global appointments.
Client Communication: To provide updates on your application status, respond to queries, and send service-related notifications.
Legal Compliance: To comply with applicable UK laws and regulations, including anti-fraud and anti-money laundering requirements where relevant.
3. Legal Basis for Processing
Under the UK General Data Protection Regulation (UK GDPR), we process your data on the following legal bases:
Contractual Necessity: Processing is necessary to perform the service you have purchased from us.
Legitimate Interest: Processing is necessary for our legitimate business interests, such as improving our services and preventing fraud, provided these do not override your rights.
Legal Obligation: Where we are required by law to process or retain certain data.
Consent: Where you have given specific consent for a particular use of your data (e.g. marketing communications). You may withdraw consent at any time.
Contractual Necessity: Processing is necessary to perform the service you have purchased from us.
Legitimate Interest: Processing is necessary for our legitimate business interests, such as improving our services and preventing fraud, provided these do not override your rights.
Legal Obligation: Where we are required by law to process or retain certain data.
Consent: Where you have given specific consent for a particular use of your data (e.g. marketing communications). You may withdraw consent at any time.
4. Data Sharing
We do not sell, rent, or trade your personal data.
Your data may be shared only in the following limited circumstances:
Government Bodies: Information submitted to VFS Global, the Indian High Commission, or other government agencies as part of your application — this is the core purpose of our service.
Payment Processors: Transaction data is shared with our payment provider to process your payment securely.
Legal Requirements: Where we are compelled by law, regulation, or court order to disclose information.
We never share your documents, passport copies, or personal details with any third party for marketing or any purpose unrelated to your application.
Your data may be shared only in the following limited circumstances:
Government Bodies: Information submitted to VFS Global, the Indian High Commission, or other government agencies as part of your application — this is the core purpose of our service.
Payment Processors: Transaction data is shared with our payment provider to process your payment securely.
Legal Requirements: Where we are compelled by law, regulation, or court order to disclose information.
We never share your documents, passport copies, or personal details with any third party for marketing or any purpose unrelated to your application.
5. Data Security
We take the security of your data seriously and implement appropriate measures to protect it:
Encryption: All documents and personal data are stored using encryption and accessed only by authorised team members.
Access Control: Only staff directly involved in your application have access to your documents.
Secure Communication: We use encrypted email and secure messaging channels for document exchange.
Data Protection Registration: We are registered with the Information Commissioner's Office (ICO) under registration number ZB151833.
Encryption: All documents and personal data are stored using encryption and accessed only by authorised team members.
Access Control: Only staff directly involved in your application have access to your documents.
Secure Communication: We use encrypted email and secure messaging channels for document exchange.
Data Protection Registration: We are registered with the Information Commissioner's Office (ICO) under registration number ZB151833.
6. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:
Active Applications: Data is retained throughout the application process and for a reasonable period afterwards to handle any follow-up queries.
Completed Applications: After your application is completed, we retain records for up to 12 months unless you request earlier deletion.
Financial Records: Transaction records are retained for 6 years as required by UK tax and accounting regulations.
After the retention period, all personal data and document copies are securely deleted or destroyed.
Active Applications: Data is retained throughout the application process and for a reasonable period afterwards to handle any follow-up queries.
Completed Applications: After your application is completed, we retain records for up to 12 months unless you request earlier deletion.
Financial Records: Transaction records are retained for 6 years as required by UK tax and accounting regulations.
After the retention period, all personal data and document copies are securely deleted or destroyed.
7. Your Rights Under UK GDPR
Under UK data protection law, you have the following rights:
Right of Access: You can request a copy of all personal data we hold about you.
Right to Rectification: You can ask us to correct any inaccurate or incomplete data.
Right to Erasure: You can request deletion of your personal data, subject to legal retention requirements.
Right to Restrict Processing: You can ask us to limit how we use your data in certain circumstances.
Right to Data Portability: You can request your data in a structured, commonly used format.
Right to Object: You can object to processing based on legitimate interest or for marketing purposes.
To exercise any of these rights, email us at info@matrixsolutions.uk with the subject line "Data Rights Request". We will respond within 30 days.
Right of Access: You can request a copy of all personal data we hold about you.
Right to Rectification: You can ask us to correct any inaccurate or incomplete data.
Right to Erasure: You can request deletion of your personal data, subject to legal retention requirements.
Right to Restrict Processing: You can ask us to limit how we use your data in certain circumstances.
Right to Data Portability: You can request your data in a structured, commonly used format.
Right to Object: You can object to processing based on legitimate interest or for marketing purposes.
To exercise any of these rights, email us at info@matrixsolutions.uk with the subject line "Data Rights Request". We will respond within 30 days.
8. Cookies
Our website uses cookies to improve your browsing experience and to analyse site traffic. Cookies are small text files stored on your device.
Essential Cookies: Required for the website to function properly (e.g. session management).
Analytics Cookies: We use Google Analytics (via Google Tag Manager) to understand how visitors use our site. This data is anonymised and used to improve our website.
You can control cookie settings through your browser preferences. Disabling certain cookies may affect website functionality.
Essential Cookies: Required for the website to function properly (e.g. session management).
Analytics Cookies: We use Google Analytics (via Google Tag Manager) to understand how visitors use our site. This data is anonymised and used to improve our website.
You can control cookie settings through your browser preferences. Disabling certain cookies may affect website functionality.
9. Third-Party Links
Our website may contain links to external websites (e.g. VFS Global, Indian government portals, social media). We are not responsible for the privacy practices or content of these third-party sites. We recommend reviewing their privacy policies before submitting any personal information.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Updates will be posted on this page with a revised "Last Updated" date. We encourage you to review this page periodically.
11. Complaints
If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Website: ico.org.uk
Phone: 0303 123 1113
We would appreciate the opportunity to address your concerns directly before you contact the ICO. Please email us at info@matrixsolutions.uk first.
Website: ico.org.uk
Phone: 0303 123 1113
We would appreciate the opportunity to address your concerns directly before you contact the ICO. Please email us at info@matrixsolutions.uk first.
© 2026 UK Matrix Solutions Ltd. All rights reserved.
View our Terms & Conditions
View our Terms & Conditions