Matiks Privacy Policy

Matics Lab INC, together with its representatives, consultants, employees, officers, and directors (collectively “Matiks,” “we,” “us,” or “our”) operates the website located at www.matiks.io and www.maticsapp.com (the “Site”) and a work management application in which teams organize and carry out their work. Within shared workspaces and organizations, the application lets members keep records, lists, and data tables; manage tasks; send and receive email, including through a connected Gmail account; build workflows and automations; store and share files and folders; write documents and give presentations with live polls and Q&A; send documents for electronic signature; build dynamic forms (“Forms”) and portals that collect information from people outside the workspace; and work with AI agents and assistants that act on workspace content at a member's direction. These, together with any related features, content, applications, or products offered by Matiks and the Site, are the “Services.”

Matiks respects and protects the privacy of the users that use our Services. We maintain strict policies to ensure the privacy of those who use our Services (“End Users,” “you,” or “your”) or those who may just access our Site without otherwise using our Services (“Visitors”). This policy (“Privacy Policy”) describes the types of information we may collect from you and our practices for collecting, using, maintaining, protecting, and disclosing such information. This Privacy Policy also includes a description of certain rights that you may have over information that we may collect from you.

By using the Services, you agree to this Privacy Policy. If you do not agree with our policies and practices, your choice is to not use our Services.

Summary of Data Collection, Disclosure and Sale

Here is a short summary of data, the categories of data we have collected, disclosed, and/or sold over the last twelve months. We do not sell data, however, and the rest of this Privacy Policy provides more in-depth information on our privacy practices.

INFORMATION THAT MATIKS COLLECTS

Types of Information Collected

Personal Data

“Personal Data” is information by which you may be personally identified. Matiks may collect the following Personal Data from you:

• Name;
• Email;
• Financial information for payment processing; and
• Username and/or Password (Optional to log in to the Services); and
• Your workspace and organization memberships, roles, and invitations.

Your payment information may be collected by third-party vendors, including our payment processor, Stripe. Such identifying information is not collected or stored by Matiks.

In addition to the Services storing the data that is submitted by third parties through the Forms, portals, and other features of the Services, you may choose to store such data externally from the Services. With respect to the data that you or your designated data storage provider stores, you shall be solely responsible for your own data storage practices of any such data that you collect from third parties through the Services.

Additionally, an End User may request certain information from you, including personal information, through a Form, portal, signature request, or other content created through the Services. If you have any questions about the content of any Form or such other content, please contact the person or entity that created it as they may have their own privacy policies. Matiks is not responsible for the content of any Form, or for the content of any responses submitted to any Form.

Workspace Content

When you and the other members of your workspace use the Services, we store and process the content you create, upload, or receive there (“Workspace Content”). Depending on the features your workspace uses, Workspace Content may include records, lists, contacts, and data tables; tasks, comments, and notes; email messages, drafts, threads, and sequences sent or received through the Services; workflows and automations; files and folders; documents and presentations; poll votes and questions submitted during a presentation; documents sent for signature and the signatures applied to them; Form and portal submissions; and conversations with AI agents and assistants. Workspace Content is controlled by the workspace it belongs to, and we process it to provide the Services to that workspace.

Connected Google Account Data

You may choose to connect a Google account to a workspace. When you do, Google asks you to grant specific permissions, and we can only access what you grant. Depending on the permissions you grant and the features you use, we may access:

• Your Google account email address, to identify the connected account;
• Gmail, to send email you write or schedule in the Services from your address, to save drafts to your mailbox, to show your inbox and the messages in a thread when you open them, and to find replies to the email the Services send so that they appear alongside it;
• Google Calendar events (read-only), to show when you last met, and next meet, with the contacts in your workspace;
• Google Drive, to attach and preview files from your Drive, and, if you grant write access, to keep a Drive folder you choose in sync with a folder in the Services and to share files you choose; and
• Google Sheets, if you grant it, to keep a spreadsheet you choose in sync with data in the Services.

You can disconnect a Google account from your workspace settings at any time, or revoke access from your Google account's security settings. Our use of this data is further limited as described in the Google APIs Limited Use Disclosure below.

Information About People Who Are Not Account Holders

The Services are used to work with people outside a workspace, and so we process information about people who do not have an account, on behalf of the workspace that works with them. This includes people who respond to a Form or sign in to a portal; people who receive email sent through the Services; people asked to sign a document; people who join a live presentation, vote in a poll, or ask a question; and guests with whom a file, folder, or data is shared. The information may include their name, email address, the content they submit, and, where the workspace has enabled it, whether and when they opened an email or clicked a link in it. For Forms, a workspace may also choose to record context about a response, such as device, language, time zone, referrer, approximate country, and how the Form was filled in; where the Form asks for consent first, this is recorded only if the respondent agrees. The workspace that collects this information decides what is collected and how it is used, and questions about it are best directed to that workspace.

AI Features

The Services include AI agents and assistants that act on Workspace Content when a member asks them to, or when a member has set them to run on a schedule or in response to events. To do their work they may read and write records, tasks, documents, files, and email drafts in the workspace, read connected calendar and Drive data the account has granted, search the web, and visit web pages. AI features are also used to draft and improve text, build Forms, answer questions about a workspace or a presentation, search a workspace by meaning, and translate content. To provide these features, the relevant content is sent to AI models run for us by our service providers, which include models provided by Anthropic and models hosted on Cloudflare's Workers AI platform, and search queries an agent makes may be sent to third-party web search services. Output produced by AI may be inaccurate, and you should review it before relying on it.

Non-Personal Data

Non-personal data includes any data that cannot be used on its own to identify, trace, or identify a person. We may collect feedback and your device information, including IP address, browser type, domain names, and access times.

When non-Personal Data you give to us is combined with Personal Data we collect about you, it will be treated as Personal Data and we will only use it in accordance with this Privacy Policy.

How We Collect Information

We collect information about you in a couple of ways:

1. When you provide it to us directly through an interaction with us; for example:
   • When you register for the Services;
   • When you and the members of your workspace create, upload, send, or receive Workspace Content;
   • When you fill out feedback forms and surveys;
   • When you pay for Services;
   • When you contact us for service requests via email or live chat.
2. Through automated collection methods like cookies or log files;
3. When we obtain the information through a third party, including third-party data verification entities, payment processors, or when you choose to login via a connected email address;
4. When you connect a Google account and grant the Services access to it, as described above; and
5. From the members of a workspace, and from the people outside it who respond to Forms, receive email, sign documents, or join presentations through the Services.

Why We Collect and How We Use Your Information (Legal Basis)

We collect and use your Personal Data when we have a legitimate purpose to do so, including the following reasons:

• To verify your eligibility to use the Services;
• When it is necessary for the general functioning of the Services, including to facilitate payment or to contact you;
• To carry out what you or your workspace directs the Services to do, such as sending email, running workflows, automations, and AI agents, requesting signatures, and syncing connected accounts;
• When it is necessary in connection with any contract you have entered into with us (including our Terms of Service) or to take steps prior to entering into a contract with us;
• When we have obtained your or a third party's prior consent;
• When we have a legitimate interest in processing your information for the purpose of providing or improving our Services;
• When we have a legitimate interest in using the information for the purpose of contacting you, subject to compliance with applicable law; or
• When we have a legitimate interest in using the information for the purpose of detecting, and protecting against, breaches of our policies and applicable laws.

Legal Bases for Processing European Information

If you are located in the European Economic Area or the United Kingdom (collectively, “Europe”), we only process your Personal Data when we have a valid legal basis to do so, including the following reasons:

• Consent. We may process your Personal Data where you have consented to certain processing of your Personal Data. For example, we may process your Personal Data to send you marketing communications or to use Cookies where you have consented to such use.
• Contractual Necessity. We may process your Personal Data where required to provide you with our Services. For example, we may need to process your Personal Data to respond to your inquiries or requests.
• Legal Obligation. We may process your Personal Data where we have a legal obligation to do so. For example, we may process your Personal Data to comply with tax, labor and accounting obligations.
• Legitimate Interests. We may process your Personal Data where we or a third party have a legitimate interest in processing your Personal Data. Specifically, we have a legitimate interest in using your Personal Data for product development and internal analytics purposes, and otherwise to improve the safety, security, and performance of our Services. We only rely on our or a third party's legitimate interests to process your Personal Data when these interests are not overridden by your rights and interests.

We may use aggregated (anonymized) information about our End Users, and information that does not identify any individual, without restriction.

Accessing and Controlling Your Information

If you would like to prevent us from collecting your information completely, you should cease use of our Services. You can also control certain data via these other methods:

• Correction capabilities: You have the ability to access and correct any inaccuracies in your personally identifiable information by emailing us at privacy@maticsapp.com. We may require you to provide reasonable information to verify your identity before we respond to any of your requests.
• Opt-out of non-essential electronic communications: You may opt out of receiving newsletters and other non-essential messages by using the ‘unsubscribe’ function included in all such messages. However, you will continue to receive notices and essential transactional emails.
• Optional information: You can always choose not to fill in non-mandatory fields when you submit any form linked to our services.

Residents of certain states in the United States have statutory data rights. We attempt to provide the same control and rights over your data no matter where you choose to live in the United States. As an End User of the Services, you have the following control over your data:

• Right to access: You have the right to access (and obtain a copy of, if required) the categories of personal information that we hold about you, including the information's source, purpose and period of processing, and the persons to whom the information is shared.
• Right to rectification: You have the right to update the information we hold about you or to rectify any inaccuracies. Based on the purpose for which we use your information, you can instruct us to add supplemental information about you in our database.
• Right to erasure: You have the right to request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purpose for which it was originally collected.
• Right to restriction of processing: You may also have the right to request to restrict the use of your information in certain circumstances, such as when you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Right to data portability: You have the right to transfer your information to a third party in a structured, commonly used and machine-readable format, in circumstances where the information is processed with your consent or by automated means.
• Right to object: You have the right to object to the use of your information in certain circumstances, such as the use of your personal information for direct marketing.

Residents of Europe have the following additional rights:

• You have the right to lodge a complaint with a supervisory authority, including in your country of residence, place of work or where an incident took place.
• You may withdraw any consent you previously provided to us regarding the processing of your Personal Data at any time and free of charge. We will apply your preferences going forward and this will not affect the lawfulness of the processing before you withdrew your consent.

Exercise Your Data Rights

We acknowledge your right to request access, amendment, or deletion of your data. We also recognize that you have the right to prohibit sale of your data, but we do not sell data.

You can exercise the rights described above by sending an email to privacy@maticsapp.com. Only you, or an agent authorized to make a request on your behalf, may make a request related to your personal information.

We cannot respond to your request if (i) we cannot verify your identity; or (ii) your request lacks sufficient details to help us handle the request. We will make best efforts to respond to your request within forty-five (45) days of its receipt. If we cannot respond in forty-five (45) days, we will inform you, in writing, the reason for the delay and will respond to your request within ninety (90) days. Any information we provide will only cover the twelve (12) month period preceding the request's receipt.

We do not charge a fee to process or respond to your request unless it is excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing your request. We are not obligated to provide responses to your data requests more than twice in a twelve (12)-month period.

Automated Data Collection Methods

Cookies

A cookie is a small file placed on the hard drive of your computer. Cookies are used to help us manage and report on your interaction with the Site. Through cookies, we are able to collect information that we use to improve the Services, keep track of username/password, authenticate your login credentials and tailor your experience on the Services. If you turn off cookies, your experience on the Services will be significantly impaired or prevented.

Log Files

We use means through the Services to collect IP addresses, browser types, domain names, and access times. We use this information to optimize our platform, verify location, and maintain system security.

How Long Do We Store Personal Data?

We will only retain your Personal Data for as long as is necessary to fulfill the purposes for which it is collected, or to comply with our legal obligations. This length of time may vary according to the nature of your relationship with us and mandatory retention periods provided by law.

Not Directed to Persons Under 18

Our Services are not intended for anyone under the age of 18, and we do not knowingly collect Personal Data from persons under 13. If we learn that we have collected or received Personal Data from a child under 13 without verification or parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at privacy@maticsapp.com.

Do Not Track Settings

We do not track our Users over time and across third-party websites to provide targeted advertising and do not specifically respond to Do Not Track (“DNT”) signals.

WHO WE SHARE DATA WITH

We may use aggregated (anonymized) information about our End Users and Visitors, and information that does not identify any individual, without restriction.

We do not sell or otherwise disclose Personal Data specific personal or transactional information to anyone except as described below.

Other Users

We may share your Personal Data collected through the Services with other End Users (such as other End Users within your organization or workspace) or their authorized agents when you authorize us to do so, or when you complete a Form requested by such End Users through our Services. Workspace Content is visible to the members of the workspace it belongs to according to their roles and permissions, and to anyone a member chooses to share it with, such as a guest given access to a file, folder, or shared data, or the recipient of an email or signature request.

Affiliates and Subsidiaries

We may, for our legitimate interests, share your information with entities under common ownership or control with us who will process your information in a manner consistent with this Privacy Policy and subject to appropriate safeguards. Such parent companies, affiliates, or subsidiaries may be located in the United States.

Successors in Interest

We may, for our legitimate interests, share your information with a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of our assets, in which Personal Data about our End Users is among the assets transferred. You will be notified of any such change by a prominent notice displayed on our Services or by email. Any successor in interest to this Privacy Policy will be bound to the Privacy Policy at the time of transfer.

Law Enforcement and Other Governmental Agencies

We may share your information when we believe in good faith that such sharing is reasonably necessary to investigate, prevent, or take action regarding possible illegal activities or to comply with legal process. This may involve the sharing of your information with law enforcement, government agencies, courts, and other organizations.

Service Providers

We may, for our legitimate interests, share certain information with contractors, service providers, third-party authenticators, and other third parties we use to support our business and who are bound by contractual obligations to keep Personal Data confidential and use it only for the purposes for which we disclose it to them. These include providers of cloud hosting, storage, and content delivery; email delivery; payment processing (Stripe); and the AI model providers described in the AI Features section above.

THIRD-PARTY SERVICES AND WEBSITES

Our Services may contain links to, or you may optionally integrate or connect our Services with, other websites, products, or services that we do not own or operate (“Third-Party Services”).

Matiks is not responsible for the privacy policies or other practices employed by these Third-Party Services linked to, or from, our Site nor the information or content contained therein, and we encourage you to read the privacy statements of any linked third party. If you have any questions about how these Third-Party Services use your personal information, you should contact them directly.

DATA STORAGE AND HOW MATIKS PROTECTS YOUR INFORMATION

Matiks stores basic End User data on our servers including name and email, together with the Workspace Content described above. Payments are not always required by End Users. If an End User makes a purchase and a payment is required, then payment information is processed and stored by our partners or service providers.

Personal Data about End Users and Visitors is stored within the United States. The Services are only intended to be used inside the United States by residents of the United States who are 18 years of age or older. If you are using the Services from other regions with laws governing data collection and use, please note that you are agreeing to the transfer of your Personal Data to the United States in connection with storage and processing of data, fulfilling your requests, and use of our Services. By providing your Personal Data, you consent to such transfer, storage and processing in accordance with this Privacy Policy.

Matiks employs physical, electronic, and managerial control procedures to safeguard and help prevent unauthorized access to your information. We choose these safeguards based on the sensitivity of the information that we collect, process and store and the current state of technology. Our outsourced service providers who support our operations are also vetted to ensure that they too have the appropriate organizational and technical measures in place to protect your information.

Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your Personal Data, we cannot guarantee the security of your information transmitted to the Services. Any transmission of information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Services. In the event that there is breach in the information that we hold, we shall notify of such breach via email or via notice on the Services.

CHANGES TO THE PRIVACY POLICY

It is our policy to post any changes we make to our Privacy Policy on this page of the Site. If we make material changes to how we treat our End Users' or Visitors' Personal Data, we will notify you by email to the primary email address specified in your account or through a prominent notice on the Site. Such changes will be effective when posted. The date the Privacy Policy was last revised is identified at the top of the page. Your continued use of our Services following the posting of any modification to this Privacy Policy shall constitute your acceptance of the amendments to this Privacy Policy. You can choose to discontinue use of the Service if you do not accept any modified version of this Privacy Policy.

Accessing and Deleting Your Data

If you would like to access a copy of your data, you may submit a request via email at privacy@maticsapp.com. We will provide you with the requested information within a reasonable time frame, in compliance with applicable laws.

Should you wish to delete your account data, please send an email to privacy@maticsapp.com.

QUESTIONS AND COMMENTS

If you have any questions or comments about this Privacy Policy, or if you would like to file a request about the data we hold or file a deletion request, please contact our Privacy team by email at privacy@maticsapp.com or by mail at: