Privacy Policy

Introduction

VantarGroup LLC ("Matproof", "we", "our", or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our compliance automation platform.

Information We Collect

We collect information that you provide directly to us, including:

• Account information (name, email address, company name)
• Billing information (processed securely through our payment processor)
• Communications you send to us (support requests, feedback)
• Compliance data you upload to our platform (policies, evidence, controls)

How We Use Your Information

We use the information we collect to:

• Provide and maintain our compliance platform
• Process your transactions and manage your account
• Send you technical notices and support messages
• Respond to your comments, questions, and customer service requests
• Analyze usage patterns to improve our services (in aggregate, anonymized form)
• Send marketing communications (with your consent, where required)

Data Storage and Security

Your data is stored exclusively in EU data centers located in Germany. We implement appropriate technical and organizational measures to protect your personal data against unauthorized or unlawful processing, accidental loss, destruction, or damage. These measures include encryption at rest and in transit, access controls, and regular security assessments.

Your Rights Under GDPR

As a data subject in the European Union, you have the following rights:

• Right of access: You can request a copy of your personal data
• Right to rectification: You can request correction of inaccurate data
• Right to erasure: You can request deletion of your personal data
• Right to data portability: You can request your data in a machine-readable format
• Right to object: You can object to processing of your personal data
• Right to withdraw consent: You can withdraw consent at any time where we rely on consent to process your data

Legal Basis for Processing

We process your personal data on the following legal bases under GDPR Article 6:

• Contract performance (Art. 6(1)(b)): Processing necessary to provide our services when you sign up or request a demo.
• Legitimate interests (Art. 6(1)(f)): Analytics to improve our website and services, where our interests do not override your rights.
• Consent (Art. 6(1)(a)): Marketing communications and contact form submissions, where you have explicitly consented.

Data Retention

We retain personal data only as long as necessary for the purposes described in this policy: contact form inquiries are retained for 24 months; account data is retained for the duration of the contract plus 12 months; analytics data is anonymous and retained indefinitely. You may request deletion at any time.

Cookies and Analytics

Our website does not use advertising or tracking cookies. We use Umami Analytics, a privacy-friendly, cookie-free analytics tool that does not collect personally identifiable information and does not transfer data to advertising networks. No consent is required for this analytics tool.

Sub-Processors

We use the following third-party service providers (sub-processors) to operate our business. All have data processing agreements in place:

• Hetzner Online GmbH — Website hosting and server infrastructure (Germany, EU). Privacy policy: hetzner.com/legal/privacy-policy
• Umami Software Inc. — Cookie-free, anonymized website analytics. No personal data transferred. Privacy policy: umami.is/privacy
• Calendly LLC — Meeting scheduling, used when you book a demo. Data is processed by Calendly under their privacy policy: calendly.com/privacy
• Resend Inc. — Transactional email delivery for notifications. Privacy policy: resend.com/legal/privacy-policy

Contact & Data Protection

For questions about this Privacy Policy, to exercise your GDPR rights, or to reach our data protection contact, please write to:

VantarGroup LLC
Data Protection Contact
Email: privacy@matproof.com
30 N Gould St Ste R, Sheridan, WY 82801, USA

You also have the right to lodge a complaint with your local supervisory authority. In Germany: Berliner Beauftragte für Datenschutz und Informationsfreiheit (BlnBDI), Berlin.