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HomePrivacy Policy

Privacy Policy

Version of: 18.10.2026

This Privacy Policy explains what data the MateSpace service (the matespace.io website, web application and mobile applications, the "Service") collects, why we use it, who we may share it with and what rights you have. By using the Service, you confirm that you have read this Policy.

1. Who we are

The Service is owned and operated by private entrepreneur Oleksii Lukash ("MateSpace", "we"). Contact for privacy and personal data matters: info@matespace.io.

2. Our role

2.1. Data of customer companies and their employees. The company that registered an account in the Service (the "Company") decides which employees to invite, what data about them to add and for what purpose to use the Service's modules. For this data the Company is the data controller and MateSpace is the data processor, processing the data only on the Company's instructions and to provide the Service.

2.2. Website visitors and Company representatives. MateSpace is the data controller for the data of website visitors, people who submit requests (for example, demo requests) and the contact details of Company administrators.

If you are a Company employee, please contact your employer first with questions about what data about you is in the Service and why. We will help the Company handle your request.

3. Data we process

  • Account data: first and last name, work e-mail, password (stored only in a protected, hashed form by our authentication provider), job title, team, profile photo, interface language.
  • Company data: name, type and size of the company, module settings.
  • User content: events, surveys and answers, awards, thanks, comments, marketplace listings, company store products, orders, knowledge base materials, library books, messages.
  • Activity data: accrued and spent bonuses, awards received, event participation, transaction history within the Service.
  • Requests to the Mia AI assistant: the text of requests and the generated output (texts, images).
  • Requests and enquiries: data you provide in the "Request a demo", "Contacts" and "Partnership" forms and in messages to support.
  • Technical data: IP address, device and browser type, operating system, date and time of requests, error logs, device identifiers for push notifications.
  • Cookies and similar technologies — according to the cookie settings you choose (see section 9).

The Service is not intended for processing sensitive data (health, ethnic origin, political or religious beliefs, biometrics, etc.). Companies and users agree not to enter such data into the Service, including into requests to the AI assistant.

4. Purposes and legal bases

  • Providing the Service — creating and maintaining accounts, running modules, notifications. Basis: performance of the contract (Terms of Use).
  • Security and abuse prevention — protecting accounts, detecting suspicious activity, access logs. Basis: legitimate interest.
  • Support and communication — answering enquiries, service messages about changes to the Service. Basis: contract, legitimate interest.
  • Improving the Service — aggregated usage analytics. Basis: legitimate interest or consent (for analytics cookies).
  • Marketing messages — only with your consent; you can opt out at any time.
  • Legal compliance — responding to requests from competent authorities as required by law.

We do not sell personal data and do not use Company employees' data for our own advertising.

5. Mia AI assistant

Mia features (form filling, generating descriptions and images) rely on third-party AI model providers. To process a request, its text and the necessary context (for example, an event's title or description) are sent to the provider. We do not send providers data that is not needed for the request.

Do not enter third parties' personal data, confidential Company information or sensitive data into Mia requests. Mia's output may be inaccurate — review it before publishing.

6. Who we may share data with

  • service providers that help us run the Service: hosting and storage, authentication, e-mail and push notifications, analytics, AI model providers. They process data only on our instructions;
  • the Company — regarding its employees' data and their activity in the Service, within the permissions the Company has set up;
  • public authorities — where required by law;
  • a successor — in case of reorganisation or sale of the business, provided the level of data protection is maintained.

7. International transfers

Some of our providers may process data outside Ukraine (including in the EU and the USA). In such cases we choose providers that ensure an adequate level of data protection and use the contractual safeguards provided for by law.

8. Retention

We keep data while the Company's or user's account is active and afterwards only as long as needed to comply with the law, resolve disputes and ensure security. After an account is deleted, data is deleted or anonymised within a reasonable period; backups are overwritten in the normal cycle.

9. Cookies

We use necessary cookies to run the website and use analytics, marketing and preference cookies only according to your settings. You can change your choice at any time via the "Cookie policy" link at the bottom of the website.

10. Security

We apply organisational and technical measures: encrypted connections, access restrictions, secure password storage, logging. However, no method of transmission or storage over the internet is completely secure, so we cannot guarantee absolute security. Users are responsible for keeping their passwords safe.

11. Your rights

Under the Law of Ukraine "On Personal Data Protection" and, where applicable, the EU General Data Protection Regulation (GDPR), you have the right to: be informed about the processing of your data; access it; request correction or deletion; restrict or object to processing; withdraw consent; receive your data in a portable format; and lodge a complaint with the Ukrainian Parliament Commissioner for Human Rights or another competent authority.

To exercise your rights, write to info@matespace.io. We may ask you to verify your identity. If the data was added by your Company, we will forward the request to it or act on its instructions.

12. Children

The Service is intended for work use and is not directed at people under 16. We do not knowingly collect their data.

13. Changes

We may update this Policy. The current version is always available on this page with its date. We will notify you of material changes through the Service or by e-mail.

14. Contact

For any questions about this Policy, write to info@matespace.io.