Privacy Policy

Effective: May 19, 2026

This Privacy Policy describes how Matterfield (“Matterfield,” “we,” “us,” or “our”) collects, uses, and protects information when you use matterfield.ai and related services (collectively, the “Services”). By using the Services, you agree to the practices described here.

1. Information We Collect

Information you provide directly

Contact form submissions: name, email address, phone number, business name, website URL, and optional notes
Booking and scheduling information submitted via our scheduling provider
AI Check tool inputs: business name, service type, location, and website URL
Account registration details: email address and authentication credentials
Any additional information you choose to include in messages or support requests

Information collected automatically

IP addresses and approximate geographic location derived from IP
Browser type and version, device type, and operating system
Pages visited, referrer URLs, session duration, and click behavior
Analytics events collected via our analytics platforms
Cookies and similar tracking technologies (see Section 4)
Hosting infrastructure logs (used for security and reliability)
Authentication metadata: account creation date, last sign-in timestamp, and session identifiers

Payment information

Payments are processed by Stripe, Inc. Matterfield does not store your full card number, CVV, bank account details, or other sensitive payment credentials on its servers. Stripe’s privacy policy governs how payment data is handled. We may retain basic transaction records (amount, date, plan) for billing and accounting purposes.

2. How We Use Your Information

We use collected information to:

Respond to inquiries, form submissions, and service requests
Operate, maintain, and improve the Services
Communicate with you about your account, subscription, and engagement
Send marketing and product updates (you may opt out at any time)
Monitor platform performance and detect security issues
Fulfill obligations under signed service agreements
Conduct analytics to understand how the Services are used
Comply with applicable legal obligations

We do not sell your personal information to third parties.

3. AI and Data Processing

Some features use third-party AI processing services to generate outputs. When you use AI-powered tools:

Your inputs may be transmitted to third-party AI providers for processing under their API usage policies.
Data submitted through our platform is not used by these providers to train public AI models, per their API data usage policies (subject to change; review the provider's site for current terms).
Outputs are generated automatically and may not always be accurate, complete, or current.
Matterfield does not retain AI tool inputs longer than needed to fulfill the request and maintain basic operational logs.

Nothing in AI-generated outputs constitutes professional advice of any kind. See our Terms of Service for the full AI disclaimer.

4. Cookies and Analytics

We use cookies and similar tracking technologies to operate and improve the Services.

What we use

Essential cookies: Required for site functionality, authentication sessions, and security. These cannot be disabled without breaking core features.
Analytics platforms: Collect anonymized usage data to help us understand traffic patterns, session behavior, and product events across the site.
Performance cookies: Speed and reliability monitoring to maintain service quality.

You can disable non-essential cookies in your browser settings. Disabling essential cookies may affect site functionality. We do not currently respond to browser Do Not Track signals, but you can opt out of analytics tracking using your browser settings or the provider’s opt-out tools.

5. Third-Party Service Providers

We share information with third-party providers only as necessary to operate the Services. We use providers in the following categories:

Hosting and infrastructure: Providers that run our servers, databases, and deployment pipelines
Authentication and data storage: Providers that manage account login, sessions, and application data
Payment processing: A PCI-compliant third-party processor handles all card transactions. We do not store card details on our servers.
AI processing: Third-party AI APIs process inputs submitted through our AI-powered tools to generate outputs
Security and network protection: Services that protect the platform from malicious traffic, bots, and DDoS attacks
Analytics: Services that collect anonymized usage data to help us understand site performance and improve the product
Scheduling: A third-party booking tool that handles call and meeting scheduling requests
Communications: Providers that deliver transactional email and, where applicable, SMS notifications

Each provider operates under their own privacy policy and data processing terms. We vet providers for reasonable data security practices before use. We do not authorize providers to use your data for their own purposes beyond what is needed to deliver the service.

6. Data Retention

We retain your information for as long as necessary to:

Operate your account and active subscription
Fulfill signed service agreement obligations
Comply with legal obligations and resolve disputes
Maintain security and fraud prevention records

Contact form submissions are typically retained for up to 24 months. Account data is retained for the duration of your account plus a reasonable wind-down period after closure. You may request earlier deletion by emailing hello@matterfield.ai.

Infrastructure logs are retained per our hosting providers’ default policies and used solely for security and operational purposes.

7. Your Rights

You have the following rights regarding your personal information:

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information, subject to legal and operational retention requirements
Opt-out of marketing: Unsubscribe from marketing emails using the unsubscribe link in any message or by emailing hello@matterfield.ai
Data portability: Request a portable copy of your data in a common format

California residents may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to request deletion, and the right to opt out of sale. We do not sell personal information.

Texas residents may have rights under the Texas Data Privacy and Security Act (TDPSA), including rights to access, correct, and delete personal data we process about them.

To exercise any of these rights, email hello@matterfield.ai with your request and enough detail to verify your identity. We will respond within the timeframe required by applicable law.

8. Security

We implement industry-standard safeguards to protect your information:

TLS/HTTPS encryption for all data in transit
Database-level access controls to isolate client data
Restricted access to production systems on a need-to-know basis
Regular monitoring for unauthorized access and anomalous activity
Network security services against network-level threats

No method of internet transmission or data storage is 100% secure. While we work to protect your information, we cannot guarantee absolute security. If you believe your information has been compromised, contact us at hello@matterfield.ai immediately.

9. Children’s Privacy

The Services are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has submitted information through the Services, contact us at hello@matterfield.ai and we will promptly delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will post the revised policy at matterfield.ai/privacy with an updated effective date. Continued use of the Services after updates are posted constitutes your acceptance of the revised policy. For material changes, we may notify you by email or through a notice on the site.

11. Contact

For privacy questions, data requests, or to report a concern, email hello@matterfield.ai. Matterfield, Houston, Texas.