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Terms of service

Last updated 2026-09-09

These terms govern use of the MatrixRec recruitment CRM at recruit.matrixrec.com and related services (the “Service”) provided by MatrixRec (“we”, “us”). By creating an account you agree to them on behalf of the agency you represent (“you”, the “Customer”).

1. Accounts

You must provide accurate details and keep your login secure. You are responsible for everything done under your agency’s accounts, including by users you invite. Tell us immediately if you suspect unauthorised access. The Service is for businesses; it is not offered to consumers.

2. Free trial

New agencies get a 14-day free trial. No payment details are needed to start. At the end of the trial, if you have not chosen a paid plan, the account is paused: you can sign in and subscribe, but the Service is otherwise unavailable. We keep your data for at least 90 days after a trial ends. One trial per agency; we may refuse or close trials that appear to be duplicates or abusive.

3. Subscriptions and billing

  • Plans are described at matrixrec.com/pricing. Each plan allows a maximum number of consultant logins.
  • Fees are billed monthly in advance by card through Stripe, in pounds sterling. By subscribing you authorise recurring charges until you cancel.
  • You can upgrade, downgrade or cancel at any time from Settings. Cancellation takes effect at the end of the current billing month. We do not refund partial months.
  • If a payment fails we will retry and notify you. If it remains unpaid the account may be paused until it is settled.
  • We may change prices with at least 30 days’ notice by email. Changes apply from your next billing period after the notice.
  • SMS messages are sent through your own account with a third-party SMS provider and billed by them; we do not charge for messages.

4. Your data

  • You own the data you and your users enter into the Service. We process it only to provide the Service, as set out in our privacy policy. A data processing agreement is available on request.
  • You are the data controller for candidate, client and contact data and are responsible for having a lawful basis to hold it and for responding to data subject requests. We will assist you.
  • You can export your data as CSV at any time on request. On termination we will provide an export on request and delete your data within 90 days.
  • We take daily backups and apply the security measures described in the privacy policy, but you remain responsible for keeping your own copies of anything critical.

5. Acceptable use

You agree not to use the Service to:

  • send SMS or other messages to people who have not consented or who have opted out, or otherwise in breach of the Privacy and Electronic Communications Regulations (PECR) or the UK GDPR;
  • store or process data you do not have the right to hold;
  • attempt to access other agencies’ data, probe or disrupt the Service, or circumvent plan limits;
  • resell or share access with people outside your agency;
  • upload malicious code or unlawful content.

We may suspend accounts that breach these rules, after warning you where practicable.

6. Right to Work and compliance features

The Service helps you collect, record and track documents and share codes. It does not perform Home Office checks or verify documents, and it is not an Identity Service Provider. You remain solely responsible for carrying out Right to Work checks correctly and for any statutory excuse.

7. Availability and support

We aim for the Service to be available at all times but do not guarantee uninterrupted access. We may carry out maintenance, preferably outside UK working hours, and will try to give notice of anything that will affect you. Support is by email at hello@matrixrec.com; response targets depend on your plan.

8. Intellectual property

We own the Service and everything in it other than your data. You get a non-exclusive, non-transferable right to use it while you have an active account. Feedback you give us may be used to improve the Service without obligation to you.

9. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot be limited by law. Otherwise: we are not liable for loss of profit, business, revenue, goodwill or data, or for indirect or consequential loss; and our total liability to you in any 12-month period is limited to the fees you paid us in that period. The Service is provided as is; we do not warrant it will meet every requirement or be error-free.

10. Termination

You can close your account at any time from Settings. We can terminate or suspend for material breach that is not remedied within 14 days of notice, for non-payment, or if we withdraw the Service, in which case we will give at least 60 days’ notice and a refund of any prepaid unused period.

11. General

These terms are the whole agreement between us for the Service. We may update them; material changes will be emailed to account holders at least 14 days before they take effect. They are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

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