Privacy Policy

Introduction

This Privacy Policy describes the types of information International Training and Exchange, Inc. dba Matchio (“Matchio,” “we,” “our,” “us”) collects and processes from and about you.

This Privacy Policy applies to any information collected on any of our websites or mobile applications that you visit, as well as information collected by us via other methods of interaction with Matchio, including direct marketing campaigns, events, and personal requests for information (collectively, the “Services”). This Policy does not apply to:

• information collected by affiliated or third-party websites not controlled by Matchio, regardless of whether these sites claim to be Matchio business partners; and/or
• information collected by third party websites which you accessed via links from the Services.

By using the Services, you are consenting to the practices described in this Privacy Policy. If you do not agree to the practices described in this Privacy Policy, please do not access or use the Services.

For purposes of data protection laws, Matchio, Inc., 455 Market Street, Suite 1700, San Francisco, CA 94105, is the “data controller” of your information.

Information We Process

Matchio processes information we receive directly from you, automatically collected when you use Matchio or visit one of our websites, and collected by Matchio from third parties. However, please note that this Privacy Policy does not apply to the processing of your information by third parties through your use of any third-party integrations available via our services. Please visit those third-party websites directly for more information on their privacy and data protection practices.

Information Matchio Receives Directly From You

Information needed to create an account

This includes information that is needed for Matchio to create an account for you and manage your ability to log in and out of Matchio:

• Identifiers, including first and last name and email address
• Your password for Matchio (hashed) - unique, long, and strong, please
• Information related to a third-party authentication identity provider, (e.g., Google Authenticator)

If you pay or collect payment, Matchio may collect:

• Billing information, including name, address, and telephone number
• Financial information, including credit card information or bank account information collected by our payment processors on our behalf
• Information about your payment plan

Information you provide to us if you complete an application or information request form, register for an event, or otherwise communicate or interact with Matchio

• Identifiers, including first and last name and email address
• Contact information, including name, address, and telephone number
• Personal information, including date of birth and gender
• Proof of identity and citizenship, including passport and driver’s license
• Regional geographic information, such as city and country
• Preferences, including programs, destinations, and interests
• Social media information, blog, and/or other content you post
• Health-related information, such as medical history and current health status
• Information necessary to check your background, such as your educational background, references, and criminal history
• Your requests, questions, and responses to us via forms, or email, or other means
• Chat transcripts of conversations with us directly or via third-party chatbots we may use Information you provide
• Sentiment analysis associated with user research sessions, if you choose to participate and with your consent in accordance with applicable law

Information you provide to us through your use of Matchio

• Information you draft or submit to Matchio in applications, messages, tasks, and other features of Matchio Information uploaded to Matchio, such as attachments
• Information triggered from use of an AI feature such as timestamp, who triggered the feature, what feature was used and what "object" (e.g. application, task, etc) it was triggered from
• Profile photo and other information you provide to describe yourself, which we only collect if you do choose to provide it
• Video and audio recordings, and transcripts of those recordings
• Professional or employment information, which may include your title or role at your company if you elect to provide this information
• Feedback about our product and services, including information about the effectiveness of the feature and any other relevant information
• Any other information you choose to provide while using Matchio that identifies or can be reasonably associated with you

Information automatically processed when you visit our websites or apps

Information related to your use of Matchio and our websites or apps

We may also collect the following:

• Metadata and inference information related to your use of Matchio, our websites or apps, and third-party integrations to better understand the way you work in Matchio. We may log the actions you take as you use Matchio, including but not limited to, the number of Matchio workspaces you work in, the number of tasks you are assigned, what tasks or other features you view, when you comment, the features and embedded content you interact with, the types of files you transmit, and what, if any, third-party integrations you use
• Internet network activity, cookies, and similar tracking technologies, including data our servers automatically record, including your web request, IP address, browser type and settings, referring/exit pages and URLs, number of clicks, date and time stamp information, language preferences, and other such information. Please visit our Cookies Notice for more information about the types of information we collect via cookies, including information about advertising and analytics, and how we use it. To manage your cookies settings, you can find the link in the menu.
• Information collected as a result of participation in beta testing, such as error reports or feedback provided by you
• Information about how you interact with our websites, such as where you click, how long you visit a page, your scrolling, mouse hovers, and other data to help us better understand your experience, for example, through recreation of your session or generation of a heat map, and provide you with the best user experience
• Device information and activity when you use Matchio via a mobile device, including the type of device you are using, device IDs, operating system version, and mobile network information to ensure that we are serving you the correct version of our application
• Derived device geolocation information, including approximate geographic location inferred from an IP address

Information Matchio Receives from Other Sources

Sometimes Matchio receives your information from third parties (other individuals, marketing services, third-party integrations), which may include:

• Information processed from third-party integrations you set up with Matchio. For example, a third-party integration may give us access to information stored in that third party that Matchio will process to facilitate the integration
• Name, email, and business contact information
• Information about you provided to us from other individuals or users of Matchio

How We Use Your Information

Matchio uses your information to operate our products and services, communicate with you, process transactions, for security and fraud prevention, and to comply with the law. Specifically, we may process your information to:

Provide services to you and operate our business

• Maintain, provide, and improve our products and services including our AI features
• Suggest help center articles that may be relevant to you
• Help us better understand user interests and needs, and customize Matchio for you
• Analyze and research how you interact with our websites and applications
• Store data locally on your device to help our product operate more efficiently
• Store and process chat transcripts of conversations with AI chatbots for staff training and quality assurance purposes to help us improve our service and customer support
• Protect Matchio and you, for example:
  
  • Securing our systems and products against fraud or unauthorized activity
  • Identifying, troubleshooting, and fixing bugs and errors
  • Complying with global laws and regulations
• Investigate in good faith alleged violations of our Terms of Service or the terms of any other agreement you have with us
• Comply in good faith with a valid legal subpoena, request, or other lawful process that we otherwise determine is necessary to respond to
• If you use Matchio as part of an organization, company, or academic institution, Matchio will process your information as required by our contract with your organization or academic institution. Those contractual terms may differ from, and, in the event of a conflict, take precedence over, the uses described in this Privacy Policy.

In addition, we use information about your use of Matchio, account information (which may include your email address and name), and information related to third-party integrations to:

• Communicate with you:
  
  • About Matchio by phone, text, email, or chat
  • To provide important notices and updates, product changes, and other necessary notices such as security and fraud alerts
  • To market Matchio services to you via email, phone, and mail. You have the ability to unsubscribe from promotional marketing communications at any time.
  • With the assistance of artificial intelligence (AI)
• Advertise Matchio to you based on your use of the product, including but not limited to the global region in which you use Matchio
• Facilitate reporting and analyze performance of the Matchio platform or features available in Matchio
• Provide webinars or public presentations
• Demonstrate Matchio or provide you access to a demo Matchio instance
• Process your information at your direction
• Provide cross-device management of your account. For example, we may locate or try to locate the same unique users across multiple browsers or devices (such as smartphones or tablets), or work with service providers that do this, in order to save your preferences across devices and analyze usage of our products and services. If you wish to opt out of Google’s ability to locate you across devices in this way, you may install the Google Analytics Opt-out Browser Add-on by clicking here.

Provide you with support and get your feedback

• Respond to your requests for information
• Help identify and troubleshoot any issues with your account and answer your questions
• Resolve support requests
• Provide you with reports about usage
• Survey your opinions through surveys, research studies, and questionnaires

Combined Information

Unless otherwise prohibited by law, we may combine the information that we collect through your use of our products and services with information that we receive from other sources, both online and offline, and use that combined information as set out above.

Aggregated and de-identified data

We may aggregate and/or de-identify information related to your use of Matchio (for example, how many tasks or applications you created) so that such information can no longer be linked to you or your device. We may use such aggregated and de-identified data for any purpose, including but not limited to, research and marketing purposes and may also disclose such data to any third parties, including advertisers, promotional partners, sponsors, event promoters, and/or others.

Artificial Intelligence and Machine Learning

Some features in Matchio are powered by artificial intelligence (AI) and machine learning. We use metadata related to your domain’s use of Matchio to train machine learning models. Depending on the model and the feature, these machine learning models power features, both in your domain and other Matchio domains. When features powered by AI Partners are enabled in your domain, we leverage third-party LLM service providers. Our third-party LLM service providers do not use customer data to train their models.

Matchio may use AI technologies, including bots on our websites and in our product, to communicate with you, respond to your comments and questions, and provide information about our products and services.

How We Disclose Your Information

We need to disclose the information we collect about you to make our products and services run smoothly and to operate our business under the following conditions:

• Service providers, subcontractors, and subprocessors. We may provide access or disclose your information to select third parties that use the information on our behalf to assist in providing Matchio’s services, website, and features. These third parties provide a variety of services to us, including without limitation sales, marketing, provision of content and features, artificial intelligence enabled functionality, advertising, analytics, research, data storage, security, fraud prevention, and other services.
• Business partners. We may provide access or disclose your information to business partners, such as employers, academic institutions, and recruiters to assist in providing Matchio’s services.
• Advertising partners. We may also provide information collected when you visit an Matchio website (which may include email addresses) to service providers, who may “match” this information in de-identified form to cookies (or mobile ad identifiers) and other proprietary IDs, in order to provide you with more relevant Matchio ads when you visit other websites. Our advertising partners may also use cookies and similar technologies on our website to display more relevant advertising about Matchio on other websites that you visit. Please see our Cookies Notice for more information about how we use targeting cookies and your options for managing them.
• Because you ask us to disclose. We may disclose your information to third parties when you ask us to do so. This includes when you connect Matchio with other tools via our available integrations.
• Consistent with your settings within our products and services. Please note that the information you submit through and post to Matchio may be viewable by other users in your workspace, team, or organization, depending on the specific settings you have selected and if an organization has been created for your domain.
• Affiliates and subsidiaries. We may disclose the information we collect within the Matchio family of companies to provide Matchio’s services to you.
• Business transfers. If the ownership of all or substantially all of our business changes, or all or some of our assets are sold as part of a bankruptcy or other proceeding, we may transfer your information to the new owner so that the services can continue to operate. In such case, your information would remain subject to this Privacy Policy until the acquiring party updates it. If such transfer is subject to additional mandatory restrictions under applicable laws or agreements, Matchio will comply with those restrictions.
• Compliance with legal obligations. To comply in good faith with a valid legal subpoena, request, or other lawful process that we otherwise determine is necessary to respond to (i) comply with the law; (ii) comply with legal processes or governmental requests; (iii) prevent, investigate, detect, or prosecute criminal offenses or attacks on the technical integrity of our website or our network; and/or (iv) to protect the rights, property, safety and security of our employees, our website visitors, and/or the public. We will notify individuals or customers of that request unless: we are prohibited from doing so by law or court order; or there are exceptional circumstances, such as an emergency involving the risk of bodily injury or death to a person or group of people or potential harm to minors.
• Your company’s own Matchio account administrator (if you have one). If you’re using Matchio in connection with an organization, academic institution, or company domain, your company’s own Matchio account administrator can export data associated with the domain they manage.
• Public Forums. Our public forums, such as the Matchio community forum, make it possible for you to upload and post comments or feedback publicly with other users. Any information that you submit through such public forums is not confidential and Matchio may use it for any purpose (including in testimonials or other Matchio marketing materials). Any information you post openly in these ways will be available to the public at large and potentially accessible through third-party search engines. Such information can be read, collected and/or used by other users and could be used to send you unsolicited messages.

We use and disclose the categories of information we collect from and about you consistent with the various business purposes we discuss throughout this Privacy Policy. We do not disclose your information to third parties for their own direct marketing purposes.

Protection, Storage, Transfer and Retention of Your Information

Security

Matchio takes technical and organizational measures to protect your information against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access. However, no method of transmission over the Internet and no means of electronic or physical storage is absolutely secure, so we cannot ensure or warrant the security of that information. While we are constantly updating and improving our safeguards, you also play a critical role in protecting your information by maintaining up-to-date computer security protections. Steps you take to ensure the security of your computer, computer passwords, or other personal identifier authentication mechanisms are key components of the protection of your personal information. You agree that you are responsible for any additional verification procedures and security you deem necessary.

Storage

When you use Matchio, some information about you will be stored in the United States.

Transfer of your information out of EEA, UK, Switzerland, and Japan

When you use our products and services, information about you will be transferred to the United States where the majority of Matchio’s data processing occurs. We may also transfer information that we collect about you to third party processors across borders from your country or jurisdiction to other countries or jurisdictions around the world.

Data Retention

We will retain your information for the period necessary to fulfill the purposes outlined in this Privacy Policy, to make our products and services available to you, or as instructed by you, unless a longer retention period is required or permitted by law.

Other Important Information

Use by children under 16

If you are under the age of 16, you may not have an Matchio account or use Matchio’s products or services. We do not knowingly process any information from, or direct any of our products or services to, children under the age of 16. If we discover that an individual under 16 has provided us with personal information, we will delete the personal information to the extent required by law.

Marketing Practices and Choices

If you receive email from us, we may use certain analytics tools that capture data about your interaction with the email, which may include the date and time when you opened our email and whether you clicked on any links or banners within our emails. This data allows us to gauge the effectiveness of our communications and marketing campaigns.

You may instruct us not to use your contact information to contact you by email, postal mail, or phone regarding products, services, promotions, and special events that might appeal to your interests by contacting us. In promotional marketing commercial email messages, you can also opt out by following the instructions located at the bottom of such emails or contact us at privacy@matchio.com.

Please note that, regardless of your request, we may still use and disclose certain information as permitted by this Privacy Policy or as required by applicable law. For example, you may not opt out of certain transactional, operational, or service-related emails, including those reflecting our relationship or transactions with you.

Global Privacy Control and Do Not Track

Where required, Matchio honors the Global Privacy Control (GPC) signal.

Do Not Track is a privacy preference that users can set in certain web browsers. We are committed to providing you with meaningful choices about the information collected on our websites for third party purposes, and that is why we provide the ability to opt out, if needed, and adjust your cookies preferences. We do not currently recognize or respond to browser-initiated DNT signals. To learn more about Do Not Track, you can do so here.

Please note that Do Not Track is a different functionality from the browser-based Global Privacy Control signal. For more information about how Matchio uses cookies and similar tracking technologies, visit our Cookies Notice.

Legal Bases for Processing Your Information

The laws in some jurisdictions require us to inform you of our legal bases for processing your information. Our legal bases for collecting and using your information described above will depend on the particular type of information and the specific context in which we collect it. Please see examples of legal bases for processing that we rely on:

• Where use of your information is necessary to perform our obligations under a contract with you (for example, to comply with the Terms of Service which you accept by using Matchio’s services)
• Where use of your information is necessary for our legitimate interests or the legitimate interests of others (for example, to provide security, operate our products and services, prevent fraud, analyze use of and improve our products and services, and for similar purposes)
• Where use of your information is necessary to comply with a legal obligation (for example, to comply with our legal obligations to collect and store tax or invoice information for a certain period of time)
• Where we have your consent to process data in a certain way. If and when necessary, we will ask you for your consent before processing certain types of information, such as sensitive data, or require our customers to do so before providing it to us.

Your Privacy Rights

Your Privacy Rights

Regardless of what country you’re located in, we respect your ability to know, access, correct, export, restrict the processing of, and delete your information, and have extended those rights globally. We will not discriminate against you for exercising your privacy rights.

Information about your rights

Upon your request or as required by law, and subject to applicable legal exceptions, we will:

• provide access to and/or a copy of certain information we hold about you
• provide you with information about categories of information we collect or disclose about you, the categories of sources of such information, the business or commercial purpose for collecting your information, and the categories of third parties to which we disclose your information. For your convenience and so you don’t have to request it, we’ve included that information in this Privacy Policy
• prevent the processing of your information for promotional purposes (including any direct marketing processing based on profiling)
• update information which is out of date or incorrect
• delete certain information which we have about you
• restrict the way that we process and disclose some of your information
• transfer your information to a third party provider of services
• revoke your consent for the processing of your information

You can exercise these rights by contacting us at privacy@matchio.com. If you request these rights, we will need to verify your identity and may need to verify your relationship with Matchio (for example, if you’re an administrator of an Matchio organization, division, or workspace and you’re making a request on behalf of another individual) for security and to prevent fraud. You may be able to designate an authorized agent to make requests on your behalf. In order for an authorized agent to be verified, the authorized agent must present signed, written permission to make such requests or a power of attorney. We may also contact you to verify your identity before processing the authorized agent’s request.

We may take additional steps to verify that you are authorized to make the request. If you are an end user of Matchio’s services and not a direct customer of Matchio (for example, your company uses Matchio and you’re an employee or authorized representative of that company), you should direct requests relating to your information to the administrator of your company’s Matchio account. We will redirect you to your administrator or notify the administrator directly.

Please note, however, that certain information may be exempt from such requests in some circumstances (for example, if we need to keep processing your information for our legitimate interests or to comply with a legal obligation). Depending on applicable law, you may have the right to appeal our decision to deny your request. If we deny your request, we will provide you with information on how to appeal the decision, if applicable, in our communications with you.

Right to manage cookies preferences and opt out of targeted advertising

As explained in detail in our Cookies Notice, we provide information about your device and online browsing activities to third-party advertising providers for targeted online advertising purposes, so that we can provide you with more relevant and tailored ads regarding our services.

If you would like to opt out of our online disclosure of your information through cookie and pixel technology, you can find the link to manage cookies settings in the menu or enable Global Privacy Control within your browser.

Privacy Information for EEA, Switzerland, and UK

The information provided in this section applies only to individuals in the European Economic Area (the “EEA”), Switzerland, or the UK. Our legal grounds for processing your information are as follows:

• To honor our contractual commitments to you:  Much of our processing of personal data is to meet our contractual obligations to our users, or to take steps at users’ requests.  For example, we handle personal data on this basis to allow you to sign up for our Services.
• Consent:  Where required by law, and in some other cases, we handle personal data on the basis of your implied or express consent.
• Legitimate interests:  In many cases, we handle personal data on the ground that it furthers our legitimate interests in commercial activities in ways that are not overridden by the interests or fundamental rights and freedoms of the affected individuals.  This includes operating our business and the Services; providing security for our websites, products, software, or applications; marketing; receiving payments; preventing fraud; and knowing the customer to whom we are providing the Services.
• Legal compliance:  We need to use and disclose personal data in certain ways to comply with our legal obligations (such as our obligation to share data with tax authorities).

Data Protection Rights

As an EEA, Switzerland, or UK user, you have the following data protection rights:

• If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us at privacy@matchio.com.
• If you wish to opt out of (i) the disclosure of your personal information to a third party, or (ii) the use of your personal information for a purpose materially different from the purpose(s) for which it was originally collected or subsequently authorized by you, you can exercise these rights at any time by contacting us. In any event, unless Matchio has affirmative express consent from you, Matchio will not (i) disclose sensitive information (i.e., personal information specifying medical or health conditions, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership or information specifying the sex life of the individual), or (ii) use sensitive personal information for a purpose other than those for which it was originally collected or subsequently authorized by you through the exercise of opt-in-choice. Matchio will treat as sensitive any personal information received from a third party where the third party identifies and treats it as sensitive.
• You can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information.
• Similarly, if we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
• You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority.
• We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

Privacy Information for California Residents

Categories of information collected and disclosed

If you are a California resident, you have certain rights under the California Consumer Privacy Act (CCPA), and we want to provide you with the following additional information about the purpose for which we use each category of personal information we collect (as defined by CCPA), the categories of third parties to which we disclose personal information for a business purpose or for cross-context behavioral advertising, which includes our use of third-party analytics services and online advertising services. These are described in detail in our Cookies Notice and may result in the disclosure of online identifiers (e.g., cookie data, IP addresses, device identifiers, and usage information).

Specifically, your contact information (including email) or internet network and device information (including cookie data and IP address) may be disclosed to online advertising and analytics partners.

For more information about each category of personal information, purpose of use, and third parties to which we disclose personal information, please see the Information We Process, How We Use Your Information, and How We Disclose Your Information sections of our Privacy Policy.

Your choices regarding online advertising and related activities

You have the right to opt out of the disclosure of your personal information for purposes of online cross-context behavioral advertising and related activities and you can find the link to manage cookies settings in the menu or enabling Global Privacy Control within your browser.

Other CCPA rights

We do not offer any financial incentives in exchange for your personal information. If we ever do, we will provide you with additional disclosures regarding those incentives at the time they are offered.

The CCPA also allows you to limit the use or disclosure of your sensitive personal information (as defined in the CCPA) if your sensitive personal information is used for certain purposes. Please note that we do not use or disclose sensitive personal information other than for business purposes for which you cannot opt out under the CCPA.

Please see the Your Privacy Rights section of our Privacy Policy above for information about the additional rights you have with respect to your personal information under California law and how to exercise them.

Retention of your personal information

Please see information under Data Retention in the Protection, Storage, Transfer and Retention of Your Information section of our Privacy Policy.

California “Shine the Light” disclosure

The California “Shine the Light” law gives residents of California the right under certain circumstances to opt out of the disclosure of certain categories of personal information (as defined in the Shine the Light law) with third parties for their direct marketing purposes, or in the alternative, that we provide a cost-free means for consumers to opt out of any such disclosure. We do not currently disclose your personal information to third parties for their own direct marketing purposes.

Other Important Information About Your Rights

Nevada rights

Under Nevada law, certain Nevada consumers may opt out of the sale of information about you. We do not sell your data in accordance with Nevada Senate Bill 220; however, if you are a Nevada resident who has purchased or leased goods or services from us, you may submit a request to opt out of any potential future sales under Nevada law by contacting us. Please note we will take reasonable steps to verify your identity and the authenticity of the request. Once verified, we will maintain your request in the event our practices change.

Changes To Our Privacy Policy

We will update this Privacy Policy to make sure it accurately reflects our data collection and use practices, our amazing features, advances in technology, or as applicable laws require. We will comply with applicable legal requirements regarding providing you with notice and/or consent when we make such changes, depending on the type of change made. We also provide information about how our Privacy Policy has changed over time below.

Contact Us and Privacy Questions

Matchio is located at 455 Market Street, Suite 1700, San Francisco, CA 94105. If you wish to contact us or if you have any questions about or complaints in relation to this notice, please contact us at privacy@matchio.com. To contact our Data Protection Officer, please email dpo@matchio.com.