📄 Legal Policies & Data Protection Agreement

CardMatrix Solutions

Last Updated: April 2026

1. Overview

This document outlines the policies governing the use of services provided by CardMatrix Solutions, including:

  • Refund Policy
  • Terms & Conditions
  • Privacy Policy
  • Data Processing Agreement (DPA)

By engaging our services, you agree to all terms stated herein.

2. Refund Policy

2.1 General Rule

All products are custom-made and personalized. Payments are non-refundable once:

  • Artwork has been approved
  • Production has started or completed

2.2 Eligible Refund Cases

Refunds may only be granted if:

  • Order was not processed
  • Product has major manufacturing defects
  • Items significantly differ from approved specifications and cannot be replaced

✔ Refunds may be full or partial depending on assessment

2.3 Non-Refundable Cases

  • Approved artwork errors (spelling, layout, design)
  • Change of mind
  • Incorrect details provided by client
  • Minor color variations (screen vs print)
  • Courier delays or force majeure

2.4 Request Process

Submit within 3–5 days after delivery with proof:

📧 info@cardmatrixsolutions.com
📞 +63 945 218 2086

2.5 Processing Timeline

  • Review: 1–3 business days
  • Refund: 7–14 business days after approval

2.6 Replacement Priority

We prioritize replacement or reprinting over refunds.

3. Terms & Conditions

3.1 Services

We provide customized:

  • RFID Cards
  • PVC Cards
  • ID Cards
  • Smart Card Solutions

3.2 Orders & Payment

  • Orders require confirmation and/or down payment
  • Full payment may be required before production or release
  • Prices may change without prior notice

3.3 Artwork Approval

Clients must carefully review all artwork before approval.

Approval confirms:
✔ Design
✔ Spelling
✔ Layout
✔ Colors

⚠ After approval, CardMatrix Solutions is not liable for errors

3.4 Production & Lead Time

  • Production begins after approval and payment
  • Lead times vary
  • Delays may occur due to unforeseen circumstances

3.5 Shipping & Delivery

  • Delivery is handled by third-party couriers
  • Timelines are not guaranteed
  • Risk transfers upon dispatch

3.6 Limitation of Liability

We are not liable for:

  • Indirect or incidental damages
  • Misuse of products
  • External delays

3.7 Governing Law

This agreement is governed by the laws of the Philippines.

3.8 Data Protection Compliance

We comply with:

4. Privacy Policy

4.1 Data We Collect

  • Name
  • Email
  • Contact number
  • Company details
  • Billing information
  • Cardholder data (for printing)

4.2 Legal Basis (GDPR)

We process data based on:

✔ Contractual necessity
✔ Legal obligations
✔ Legitimate interests
✔ Consent

4.3 Use of Data

  • Order processing
  • Customer support
  • Service improvement
  • Legal compliance

4.4 Data Sharing

We only share data with:

  • Couriers
  • Payment processors
  • Authorized partners

4.5 Data Retention

Data is retained only as necessary and securely deleted afterward.

4.6 Your Rights

You have the right to:

✔ Access
✔ Correction
✔ Deletion
✔ Objection
✔ Data portability

You may also file complaints with the
National Privacy Commission

4.7 Security Measures

  • Access control
  • Secure storage
  • Confidentiality agreements
  • Encryption where applicable

4.8 Cross-Border Transfers

We ensure proper safeguards for international data transfers.

4.9 Cookies

We use cookies for analytics and user experience improvements.

5. Data Processing Agreement (DPA)

5.1 Roles

  • Client = Data Controller
  • CardMatrix Solutions = Data Processor

5.2 Scope of Processing

We process data only for:

  • Card production
  • Printing and encoding
  • Order fulfillment

5.3 Types of Data

May include:

  • Names
  • IDs
  • Photos
  • RFID/encoding data

5.4 Controller Responsibilities

Clients must:

  • Obtain proper consent
  • Ensure lawful data collection
  • Provide accurate information

5.5 Processor Responsibilities

CardMatrix Solutions will:

  • Follow client instructions
  • Maintain confidentiality
  • Apply security measures
  • Avoid unauthorized use of data

5.6 Sub-Processors

We may use third parties (couriers, hosting) under strict data protection obligations.

5.7 Data Breach Protocol

We will:

  • Notify clients without undue delay
  • Provide incident details
  • Assist in mitigation

5.8 Data Retention & Deletion

Data will be:

✔ Deleted after use
✔ Or returned upon request

5.9 Cross-Border Data Processing

Handled with safeguards compliant with GDPR and Philippine law.

5.10 Liability

Each party is responsible for its own legal compliance.

5.11 Governing Law

This DPA is governed by the laws of the Philippines.

6. Contact Information

For all concerns:

📧 info@cardmatrixsolutions.com
📞 +63 945 218 2086
🌐 www.cardmatrixsolutions.com

7. Policy Updates

CardMatrix Solutions reserves the right to update this document at any time. Updates will be posted on this page.

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