Privacy Policy

MatesBot ("MatesBot", "we", "us") runs this website (matesbot.com), the web app at my.matesbot.com, the MatesBot desktop apps for Mac, Windows, and Linux, and the MatesBot apps for iPhone and Android (together, the "Service"). This policy applies to everyone who uses the Service or visits the website.

MatesBot is a business service. When a company signs up, that company decides what work its AI teammates do and which tools they connect to. For data the company puts into the Service, we process it to provide the Service to that company.

Data you give us

• Account details: your name, work email address, company name, role (owner, admin, or member), and profile picture if you add one.
• Content: messages you send to teammates, files you attach (images, documents, audio, and video), voice notes and their transcripts, instructions, routines, teammate memory, and saved lessons.
• Passwords and keys you enter for a teammate to use. These are entered in a masked card and stored encrypted (see Security).
• Billing details: plan, seats, invoices, billing contact, and tax details such as a VAT number. Card payments are handled by a payment provider.
• Support messages you send us, including data deletion requests.

Data from tools you connect

When you or your company connect apps such as Gmail, Google Calendar, Google Drive, Slack, or Notion, or other tools, teammates can read and act on data in those tools to do the work you ask for. During setup, the Owner Bot can read your company website and, with your permission, your email. A connection belongs to the person who made it, and each teammate needs permission to use it.

Data created when you use the Service

• Teammate computers: files, browser sessions, and activity on the computer a teammate uses to do its work.
• Usage and logs: sign-ins, actions, approvals, usage of AI credits, error logs, IP address, device and browser type, app version, and times of use.
• Notifications: a push token for your device if you allow notifications.

• To run the Service: create and run teammates, carry out the tasks and routines you set, and show you results.
• To send you messages, alerts, and approval requests.
• To bill you, apply credits and spend limits, and issue tax invoices.
• To answer support requests and handle privacy and deletion requests.
• To keep the Service secure, prevent abuse, and fix problems.
• To improve the Service, based on how it is used.
• To meet legal, tax, and accounting obligations.

We do not sell your personal data, and we do not use it for advertising.

To answer you and do work, a teammate sends the relevant messages, files, and context to the AI model chosen for it. Teammates can use models from Anthropic, OpenAI, Google, xAI, and other providers, and each teammate can use a different model for chat, voice, images, and video. Those providers process the data to return a result, under their own terms and privacy policies.

On the Bring-your-own-models plan, requests go to your own provider account, under your agreement with that provider.

Passwords and keys are never shown to the AI model, and they are blanked out of tool output.

• People in your company: what others can see depends on spaces, roles, and sharing settings. Spaces keep chats, files, memory, computers, and connections separate. Sharing a teammate shares its setup only, never its computer, credentials, files, private memory, or history. Admins can suspend a member and hand that person's teammates to someone else.
• Service providers that help us run the Service: hosting and storage, the computers teammates work on, AI model providers, voice and transcription providers, app connection providers, email and notification delivery, and payment processing. They may use the data only to provide their service to us.
• Tools you connect: when a teammate acts in a connected app or website, it sends data there because you or your company asked it to.
• Legal reasons: when the law requires it, or to protect the rights, safety, or security of our users, the public, or MatesBot.
• Business changes: if MatesBot is involved in a merger, acquisition, or sale of assets, data may move to the new owner under this policy.

Our providers may process data in countries other than yours. When they do, we rely on the safeguards the law requires.

• Chats and files are stored on your phone so the app works offline. They are excluded from phone backups.
• You can hide message previews in notifications.
• The app asks before using the microphone (for voice notes), your photos or camera (to attach pictures), or notifications. You can change these in your phone's settings at any time.
• The apps do not track you across other companies' apps or websites.

matesbot.com does not use advertising or analytics cookies. Our hosting provider keeps standard server logs, such as IP address, browser type, and the pages requested, to deliver the site and keep it secure. If we add analytics later, we will update this policy first.

Passwords and keys are encrypted with AES-256-GCM, entered in a masked card, never shown to the AI model, and blanked out of tool output. You can set approval rules so teammates ask before sensitive actions, and an AI reviewer flags unexpected actions. Read more on our Security page.

No system is perfectly secure. If you think your account has been misused, email support@matesbot.com right away.

We keep your data while your account or your company's account is active. When a free trial ends, the company becomes read-only: you can still sign in and read, teammates pause, and nothing is deleted.

You can delete or archive teammates and ask a teammate to forget memory in the app. You can also export a teammate's profile, memory, routines, files, and history, and download memory as Markdown.

To delete your account and its data, use the data deletion request form or email support@matesbot.com from your account email. When we delete an account, we delete or anonymize its personal data, except records we must keep by law, such as tax invoices, and short-lived backups that are removed in their normal cycle.

Depending on where you live, you may have the right to access, correct, export, or delete your personal data, to object to or limit how we use it, and to withdraw consent. To use any of these rights, email support@matesbot.com. We may ask you to confirm the request from your account email so we know it is you. You can also complain to your local data protection authority.

If your account belongs to a company, some requests may need your company's owner or admin, because the company controls its workspace.

MatesBot is a business service for adults. Sign-up needs a work email. It is not meant for children under 16, and we do not knowingly collect their data. If you think a child has given us data, email us and we will delete it.

If we change this policy, we will update the date at the top of this page. If a change is significant, we will also tell account owners by email or in the app before it takes effect.

For privacy questions or requests, email support@matesbot.com. See also our Terms and Conditions.