Privacy policy

matterspace.ai is part of Vareon, Inc., Irvine, California, and in this policy “MatterSpace”, “we” and “us” mean Vareon, Inc.

This policy applies when MatterSpace decides how personal data is used for matterspace.ai, contact and sales conversations, customer account administration, billing, and support. In those situations, MatterSpace acts as a controller.

When MatterSpace processes product data for an MS Duplex or MS Reflex customer, the customer agreement and data-processing terms define the parties’ roles and instructions. The customer is typically the controller and MatterSpace is its processor where MatterSpace receives that data. Where the customer runs the software on its own systems, MatterSpace generally receives product data only when the customer provides access or support material.

A third party’s own processing, including by a model provider, identity provider, payment provider or a website reached through a link, is governed by that party’s privacy terms. Review those terms before using its service.

The data involved depends on how a person or customer interacts with MatterSpace:

• ·Contact data: name, work email, organisation, role, message, and any files or other information a person chooses to send.
• ·Account and administration data: name, email, organisation, account identifiers, role, identity-provider details, access status, and records needed to administer a customer relationship.
• ·Billing data: billing contacts, purchase and invoice details, payment status, and payment tokens or references returned by a payment provider. MatterSpace does not store full card numbers when a payment provider handles the transaction.
• ·Technical and security data: routine request and security records such as IP address, browser or device information, timestamps, and events needed to protect and operate the website or customer account.
• ·Preference data: the privacy choices a visitor made, and a light or dark appearance choice, each stored in a first-party cookie.
• ·Usage statistics, only with consent: the pages visited and when, the page or site that led there, campaign tags in the address, how long each page was in view and how far it was read, presses on calls to action and on links that leave the site, the browser’s language and time zone, screen and window size, and the family of device, browser and operating system, linked to a random visitor identifier.
• ·Support data: diagnostic information, correspondence and product material a customer chooses to provide for support. Customers should use the agreed support channel and share only the data MatterSpace needs.

MatterSpace receives personal data directly from the person, from the customer organisation that creates or manages an account, from an identity or payment provider used for that relationship, and from routine operation of the website and customer services.

MatterSpace uses personal data to respond to messages and requested information; assess product fit; prepare evaluations, security reviews, and quotes; create and administer customer access; provide support; process billing; with consent, measure how the website is used so it can be improved; protect the website and services; prevent abuse; maintain business records; and comply with law.

Depending on the context and applicable law, the legal basis is taking steps at a person’s request, performing a contract, MatterSpace’s legitimate interests in operating and protecting its business and communicating with customers, compliance with a legal obligation, or consent. Where MatterSpace relies on legitimate interests, it considers the effect on the people involved.

Where processing relies on consent, consent may be withdrawn for future processing. Processing that was lawful before the withdrawal remains lawful.

matterspace.ai uses no advertising or social-media trackers. It loads no third-party scripts, sets no third-party cookies and does not fingerprint browsers. What it stores in your browser falls into three purposes, and only the first is used without your consent:

• ·Strictly necessary. The vareon-consent cookie records your choice for each purpose, the version of the question you answered, and when. It saves the site from asking again on every page, and expires after six months, when the site asks again.
• ·Preferences. The vareon-theme cookie keeps the light or dark appearance you chose, set only when you choose one. With your consent it lasts one year; without it, it is deleted when you close the browser. Choosing the system setting removes it.
• ·Statistics. With your consent, the site keeps a random visitor identifier in your browser’s local storage (vareon-visitor) and a session identifier in session storage (vareon-session), and sends the usage statistics described above to MatterSpace’s own servers. Refusing or withdrawing consent deletes both identifiers from your browser at once.

Usage statistics are collected by MatterSpace itself and kept in MatterSpace’s Google Cloud account. They are not combined with data from other sites, sold, or shared with advertisers. MatterSpace does not store your IP address with them, and uses them only to understand how the site is used and to improve it.

Nothing that is not strictly necessary is stored or sent until you allow it, and refusing is as easy as accepting. If your browser sends a Global Privacy Control or Do Not Track signal, the site treats it as a refusal of everything optional and does not ask.

The consent cookie relies on the exemption for strictly necessary storage and on MatterSpace’s legitimate interest in respecting your choice. Keeping your appearance for a year and collecting usage statistics rely on your consent. MatterSpace keeps a record of each choice, without a visitor identifier unless statistics were allowed, to show that consent was given.

Before MatterSpace uses any other cookie or similar technology that is not strictly necessary, it will describe it here and ask for consent first.

A customer console may use cookies or browser storage that are strictly necessary for sign-in, security and requested features.

Your choices apply to this browser on this device. You can change them here, or under Privacy choices at the foot of every page, at any time and as easily as you made them. Withdrawing consent stops any further collection straight away.

You can also change or withdraw your consent, or ask for the statistics linked to your browser to be deleted, by writing to hello@matterspace.ai. While statistics are allowed, your visitor identifier is shown below: quote it, and MatterSpace will delete the statistics linked to it.

Clearing this site’s cookies and storage in your browser also clears your choices, and the site will ask again.

MatterSpace does not sell personal data, share it for cross-context behavioural advertising or use it for targeted advertising.

MatterSpace does not use website contact data or customer account data to train AI models.

Each customer’s product data is kept separate from other customers’ data. Its permitted processing is defined by the customer agreement and data-processing terms, and its deployment controls are described on Security and deployment.

MatterSpace may disclose personal data to service providers used for hosting and compute, identity and authentication, and billing. Those providers process data for the relevant service under their agreements with MatterSpace. The providers used for a customer deployment, and any required subprocessor terms, are addressed in the applicable customer documents.

MatterSpace may also disclose information when reasonably necessary to comply with law or legal process; protect people, rights, or services; investigate abuse; establish or defend legal proceedings; or complete a financing, acquisition, reorganisation, or sale subject to appropriate confidentiality and legal requirements.

MatterSpace and its service providers may process personal data in countries other than the country where it was collected. Where transfer rules apply, the relevant service terms or customer documents identify the transfer basis and safeguards required for that processing.

MatterSpace keeps personal data for as long as reasonably necessary for the purpose for which it was collected, including the customer relationship, security, dispute handling, and legal, tax, accounting, or recordkeeping obligations. The period depends on the data and context, so it varies by category.

When data is no longer needed, MatterSpace deletes or de-identifies it where reasonably practicable. Limited copies may remain in backups or records that must be kept by law until those copies are overwritten or the applicable obligation ends. Each cookie expires as described above.

Usage statistics and records of privacy choices are deleted automatically 13 months after they were collected, or sooner on request.

MatterSpace uses administrative, technical, and organisational measures intended to protect personal data, including access controls and encryption in transit. Product deployments also keep each customer separate and use placement-specific controls. No transmission or storage method is completely secure, and this policy does not state that MatterSpace holds a certification. See Security and deployment For current product information.

Depending on applicable law, a person may have rights to access, correct, delete, restrict, object to processing, receive a portable copy, withdraw consent, or opt out of a sale, sharing, or targeted advertising. MatterSpace does not currently sell personal data or use it for targeted advertising.

To make a request, write to hello@matterspace.ai or use the Contact page, and identify the request, the email or account involved, and the relevant jurisdiction. MatterSpace may request information needed to confirm identity and authority. An authorised agent may submit a request where applicable law permits it.

MatterSpace will handle a valid request as required by applicable law. Legal exceptions may apply. Where available, a person may appeal a decision about a request or complain to the data-protection authority in the place where they live or work.

The website, MS Duplex and MS Reflex are intended for business use and are not directed to children. MatterSpace does not knowingly collect personal data from children through the public website. If you believe a child has provided personal data, contact MatterSpace so the situation can be reviewed and appropriate action taken.

MatterSpace may update this policy as its practices or legal requirements change. The date above shows the latest revision. If a change materially affects an existing customer relationship, any additional notice required by the applicable agreement or law will be provided through the relevant channel.

For a privacy question or request, write to hello@matterspace.ai or use the Contact page.