Last Updated: August 25, 2025
MATTER INNOVATION INC. (together with our affiliates, “Matter”, “we”, “our” or “us”) values the privacy of individuals who use our application, an AI-powered email application under the name of "[MATTER Mail]" (or such other name as we may determine in our sole discretion) ("App"), our website at https://www.matter.ai/, as well as any other related products and services (collectively, “Services”). This privacy policy (the “Privacy Policy”) describes how we collect, store, use, and disclose ("process") information from users of our Services (“Users”).
If you are an entity, organization, or company, the individual accepting this Policy on your behalf represents and warrants that they have authority to bind you to this Policy and you agree to be bound by this Policy. Please note that beyond the Privacy Policy, your use of our Services is also subject to our [Terms of Use].
1. WHAT PERSONAL INFORMATION DO WE COLLECT?
“Personal Information” means any information relating to an identified or identifiable natural person.
We collect a variety of Personal Information from or about you or your devices as follows:
Personal Information you provide to us
iAccount Information. When you create an account, we ask you to create a username and to provide your email address or phone number. If you choose to register using a Google,or email account, we will receive information about you from your account provider, such as your username, email address. When you sign in to the Service, we collect and store encrypted Google or Microsoft authentication tokens.
Communications. If you contact us directly, we collect your name, contact information, and the contents of any messages or attachments you may send to us, and other information you choose to provide.
Payment Information. When you make a payment, including purchasing a subscription, on our Services, your payment information, such as credit card or other financial information, is collected by our third-party payment processors on our behalf. We only receive limited payment information such as billing address and payment confirmation.
Personal Information we automatically collect when you use our Services
Email Content, Attachments, and Metadata. We process the contents of emails that you send and receive through the Service (“Email Content Data”), which we process on your behalf solely to provide the Service. We also collect information from product features, including the content of drafts or snippets you create in the Service and read receipts. Matter does not use that data for marketing or advertising purposes. The use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.
Inputs and Outputs. With respect to the content or other materials you transmit through the Services or share with other users or recipients (collectively, “User Content”), you may provide, upload, transmit, create, store, use, edit or share such User Content with or through the Services. This User Content includes, but is not limited to, your email messages, drafts, snippets, attachments, and any data, information, text, or instructions you provide for the use of our AI features (“Input”). You may also receive content generated by our AI features, including but not limited to suggested replies, email summaries, or drafted messages, refinements of email content (such as adjustments to tone, expansions, condensations, and rewrites), and other AI-generated text based on your Input(“Output”). For clarity, when you elect to use any features or functionality of the Services that utilize artificial intelligence technology, “Input” refers to any User Content provided by you to be processed by our AI features, and “Output” refers to any content generated and returned to you, or automatically generated and transmitted on behalf of you, by our AI features based on the Input.
Information from other services and device features. We may request access or permission to other services or features on your mobile or computer device, or third-party accounts. This includes calendar, camera, microphone, contacts, address book and other features relevant to email management. We will not do so for anything other than facilitating the action you are requesting us to perform.
Instant Messages and other communications. When you use our Services to facilitate instant messages or other communications with other individuals, we and/or our third-party partners receive the content of the messages you send and receive information about those messages, such as when it was sent or received.
Device Information. We automatically receive information about the device and software you use to access our Services, which may include your IP address, device type, device identifiers, operating system version, phone/computer carrier and manufacturer, application installations, mobile advertising identifiers, push notification tokens, Internet service provider, mobile carrier, system configuration (e.g., date format, time storage, language, etc.), device event information (e.g., system activity or error reports) and hardware settings (e.g., display and other settings and parameters).
Usage Information. We automatically receive information about your interactions with our Services, such as the dates and time stamps associated with your usage, pages or other content you view, searches you conduct, communications you facilitate, and other actions you take, including which features you use. (e.g., how frequently smart replies, summarization, or email categorization features are used; which AI-generated suggestions are accepted or rejected).
Location Information. When you use our Services, we receive your location information, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may infer your approximate location by using your IP address or collect your device’s precise location using GPS and other technologies depending on your device’s location settings.
Information from Event Tracking. Our product is a client-side email application and does not use browser cookies or similar web tracking technologies. Instead, we and our service providers may collect limited usage information about your activities on our Services through client-side event tracking mechanisms such as application log files, local databases, or SDKs (collectively, “Event Tracking”). This data may include feature usage frequency, click counts, or error logs. It may also include metadata related to AI processing, such as model input and output text, token counts, and model identifiers, solely for the purposes of monitoring, debugging, and improving the performance of our AI features. Such data is processed in accordance with our privacy practices and is not used for advertising, cross-application tracking, or profiling. Any identifiers used for event tracking are either account IDs or randomly generated device identifiers, which are not used for cross-application or cross-service tracking. Disabling or restricting event tracking may limit certain functionalities of the Services..
Personal Information we receive from other sources
We may receive information about you from other sources, including service providers, partners, and publicly available sources.For example, if you choose to link our Services to a third-party account (such as a primary email provider like Gmail, Outlook, iCloud, FastMail, GMX, Yandex, Yahoo Mail or any IMAP/SMTP service), you hereby grant us permission to receive and process certain information about you based on your instructions. We collect the email addresses of non-users only to provide the Service.
2. HOW DO WE PROCESS THE INFORMATION WE COLLECT?
We process Personal Information we collect for various purposes:
To facilitate account creation, user authentication and otherwise manage user accounts and subscriptions.
To provide and operate our AI Email Services. We process user information, including email content and metadata, to deliver core AI-powered features such as automatically classifying and prioritizing emails, analyzing and extracting key information, generating smart replies and summaries, automating responses, facilitating meeting scheduling, and managing attached documents.
To personalize your experience on our Services such as by providing tailored content and recommendations.
To understand and analyze how you use our Services and develop new products, services, features, and functionality.
To communicate with you, provide you with updates and other information relating to our Services, provide information that you request, respond to comments and questions, and otherwise provide customer support.
To facilitate the connection of third-party services or applications. This involves enabling integrations with primary email providers, calendar applications, cloud storage services as requested by the user.
To request feedback from users about our Services.
For marketing and advertising purposes, such as developing and providing promotional and advertising materials that may be relevant, valuable or otherwise of interest to you.
To generate anonymized or aggregate data containing only de-identified, non-personal information that we may use for any lawful purposes such as to publish reports.
To send you text messages and push notifications.
To facilitate transactions and payments.
To protect the safety and security of our Services and users, including by finding and preventing fraud and online abuse, identifying and preventing (cyber)threats and responding to trust and safety issues that may arise.
To provide, maintain, improve and enhance our Services. This encompasses remembering user preferences, tailoring features, identifying usage trends, and evaluating the performance of the Services.
For compliance purposes, including enforcing our Terms of Use or other legal rights, or as may be required by applicable laws and regulations or requested by any judicial process or governmental agency, or to protect your, our, or others’ rights, privacy, safety, or property.
To train, develop, and improve the artificial intelligence, machine learning, and models that we use to support our Services with your explicit prior consent, unless otherwise restricted or prohibited by applicable laws, regulations or rules promulgated or implemented by relevant authority or third-party platform. Any opt-out request or inquiry can be sent to us via [email protected]. Data obtained through the Google Workspace API will not be used for any of the foregoing purposes.
For other purposes for which we provide specific notice at the time the information is collected.
3. HOW DO WE DISCLOSE THE PERSONAL INFORMATION WE COLLECT?
In certain circumstances, we may provide your Personal Information to third parties without further notice to you, unless required by the law:
Third-Party Vendors, Service Providers, or Contractors. Matter discloses Personal Information to third-party vendors, service providers, contractors or AI model providers who perform services for Matter or on its behalf and require access to such Personal Information to carry out that work. These include, but are not limited to, hosting, debugging services, email and productivity services, customer service providers, payment processors, web and app analytics services, AI model providers.
AI Service Providers. we may disclose Personal Information, including email content (in accordance with user consent and our data minimization practices), to vendors that provide artificial intelligence services that offer backend support for Services.
Third-Party Service Integrations. If you connect a third-party service to our Services, such as a primary email provider, we may disclose your Personal Information to these services to facilitate your requested functionality or operations. You understand and agree that the use of your Personal Information by any third-party applications will be governed by the privacy policies of these third-party platforms and your settings on that platform. We encourage you to review their privacy policies.
Cloud Computing Service Providers. We store Personal Information we collect with cloud computing vendors that provide infrastructure support for our Services.
Merger, Sale, or Other Asset Transfers. We may share or transfer your Personal Information to service providers, advisors, potential transactional partners, or other third parties in connection with the consideration, negotiation or completion of a corporate transaction in which we are acquired by or merged with another company or we sell, liquidate or transfer all or a portion of our assets. The use of your Personal Information following any of these events will be governed by the provisions of this Privacy Policy in effect at the time the applicable Personal Information was collected.
Affiliates. We may disclose any Personal Information we receive to our current or future affiliates, meaning an entity that controls, is controlled by, or is under common control with Matter. Our affiliates may use the Personal Information we share in a manner consistent with this Privacy Policy.
As Required By Law and Similar Disclosures. We may access, preserve, and disclose your Personal Information with government authorities, industry peers, or other third parties if we believe doing so is required or appropriate to:(i) comply with a legal obligation, including law enforcement requests and legal process, such as a court order or subpoena; (ii) protect your, our, or others’ rights, property or safety, (iii) if we determine, in our sole discretion, that there is a violation of our terms, policies, or the law; (iv) to detect or prevent fraud or other illegal activity; (v) to protect the safety, security, and integrity of our products, employees, or users, or the public, or (vi) to protect against legal liability.
Analytics Partners. We use analytics services such as Google Analytics to collect and process certain analytics data. You can learn more about Google’s practices by visitinghttps://www.google.com/policies/privacy/partners/
Advertising Partners. We may work with third-party advertising partners to collect and process your Personal Information in order to show you ads that we think may interest you. Some of our advertising partners are members of the Network Advertising Initiative (https://optout.networkadvertising.org) or the Digital Advertising Alliance (https://optout.aboutads.info). Please visit their opt-out pages to learn about how you may opt out of receiving certain web-based personalized ads from member companies. These opt-outs will apply only to our third-party advertising partners that are members of these organizations. These opt-outs will not apply when our partners serve ads through non-cookie based technologies. You can access any settings offered by your mobile operating system to limit ad tracking, or you can install the AppChoices mobile app to learn more about how you may opt out of personalized ads in mobile apps.
Consent. We may also disclose your Personal Information to third parties with your permission.
4. YOUR CHOICES
Your Account. You can update your account and profile information or delete your account through your account management page in the app settings.
Marketing Communications. You can unsubscribe from our promotional emails via the link provided in the emails. Even if you opt out of receiving promotional email messages from us, you will continue to receive administrative messages from us to ensure you don’t miss important updates or information critical to your use of our Services. You can opt out from our promotional SMS messages by following the instructions in our message.
Access to other services and device features. You may disable our Services’ access to other services and features on your device through the Service’s settings. However, access to certain services and features is core to Services and without it, you may not be able to successfully use our Services.
AI Data Usage & Training Opt-Out. Users have control over how their email content and interactions are used for AI model training and improvement. While these processes are designed to enhance the user experience, individuals can choose to opt-out of allowing their identifiable Personal Information (including email content and interactions with AI features) to be used for the general training and development of Matter’s AI models. This opt-out will apply to future processing for training purposes but will not affect the lawfulness of processing before the opt-out. It is important to note that opting out of AI model training will not prevent Matter’s AI from processing email content for core service functionalities (e.g., summarization, smart replies, categorization), as these are essential to the operation of the AI Email Service. To exercise this opt-out, users should navigate to the "Settings" within the App or send their request to [email protected].
5. HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
We will only keep your Personal Information for as long as necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). When determining the specific retention period, we consider various factors, such as the type of Services that we provide to you, the nature and length of our relationship with you, and mandatory retention periods provided by law and applicable statute of limitations.
When we have no ongoing need or legal requirement to process your Personal Information, we take reasonable steps to either delete or anonymize such Personal Information. For AI model training data, Matter employs techniques such as aggregation and de-identification to minimize the retention of identifiable personal information.
6. HOW DO WE KEEP YOUR PERSONAL INFORMATION SAFE?
We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of Personal Information we process. However, because no electronic transmission or storage of information can be entirely secure, we can make no guarantees as to the security or privacy of your Personal Information.
7. WHAT ARE YOUR PRIVACY RIGHTS?
Depending upon your location and in accordance with applicable laws, you may have the right to:
request access and obtain a copy of your Personal Information.
request rectification or erasure of your Personal Information.
request to have the processing of your Personal Information restricted.
object to how we process your Personal Information.
data portability.
withdraw your consent if we rely on consent as the legal basis for processing at any time. We will apply your preferences going forward and this will not affect the lawfulness of the processing before you withdrew your consent.
lodge a complaint with a data protection supervisory authority, including in your country of residence, place of work or where an incident took place.
If you would like to exercise any of these rights, please send your request to [email protected]. Please note that to protect your Personal Information, we may verify your identity before fulfilling your request.
8. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?
We only process your Personal Information when we have a valid legal reason to do so under applicable law.
Depending upon your location, for example for EEA, UK or Swiss users, we may rely on the following legal bases to process your Personal Information:
Consent. We process your Personal Information if you have given us permission (i.e., consent) to use your Personal Information for a specific purpose. You can withdraw your consent at any time. For example, you can unsubscribe from our promotional emails via the link provided in the emails.
Performance of a Contract. We process your Personal Information when it is necessary to fulfill our contractual obligations to you, including providing our Services (such as managing your subscription) or at your request prior to entering into a contract with you.
Legitimate Interests. We process your Personal Information when we believe it is reasonably necessary to achieve our, or a third party’s, legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. This includes our processing of your Personal Information in order to:
Analyze how our Services are used so we can improve them to engage and retain users
Diagnose problems and/or prevent fraudulent activities
Understand how our users use our Services so we can improve user experience
Legal Obligations. We process your Personal Information as required to comply with our legal obligations, such as to protect the online safety of our users, cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your Personal Information as evidence in litigation in which we are involved.
Vital Interests. In exceptional situations, we process your Personal Information as necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
9. WHERE DO WE TRANSFER YOUR PERSONAL INFORMATION TO?
When you access or use our Services, your personal data may be processed in the United States or any other country in which our affiliates, or service providers maintain facilities. Such countries or jurisdictions may have data protection laws that are less protective than the laws of the jurisdiction in which you reside.
We will take all the steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this Privacy Policy and no transfer of your personal data will take place to an organization or a country unless there are adequate controls in place.
For non-US users, by using our Services, it deems that you grant us your explicit consent as to the cross-border transfer of your personal data to the US and other jurisdictions where our service provider and affiliates are located. We use appropriate safeguards for transferring Personal Information outside of the EEA, Switzerland, and the UK, such as transferring your Personal Information to countries which have been found to provide adequate protection by the EU Commission, relying on contractual protections or transferring to recipients who have adopted Binding Corporate Rules.
10. CAN CHILDREN USE OUR SERVICES?
Our Services are not directed to children under 13 and we do not knowingly collect, maintain, or use Personal Information from children. If you learn that a child has provided us with Personal Information in violation of this Privacy Policy, you may contact us at [email protected] . Upon verification, we will promptly delete the information as requested.
11. DO WE MAKE UPDATES TO THIS PRIVACY POLICY?
We may update this Privacy Policy from time to time. We will post any adjustments to the Privacy Policy on this page, and the revised version will be effective when it is posted. If we make material changes to this Privacy Policy, we will notify you through push notifications or alert in the Services, by email, or other reasonable communication methods. We encourage you to review this Privacy Policy periodically. If you do not agree to the modified terms, you should discontinue your use of the Services.
12. HOW CAN YOU CONTACT US ABOUT THIS PRIVACY POLICY?
If you have questions or comments about this Privacy Policy, you may email us at [email protected]. For the purposes of the EU and UK GDPR, our data controller is MATTER INNOVATION INC. at Suite 588, Bellevue Pacific Center, 188 106th AveNE, Bellevue, WA 98004, USA.