Privacy Policy

Effective Date: 10/07/2025

At Match Data Pro LLC, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with our website, services, and products[1]. Please read this policy carefully to understand our practices regarding your personal data.

1. Information We Collect

We may collect personal information from you when you:

• Visit our website[2]
• Register for an account or use our services[2]
• Upload data to use our data matching and cleansing tools[3]
• Contact us for customer support or send us inquiries[3]

The types of personal information we may collect include, but are not limited to:

• Personal identifiers: Name, email address, phone number, and company information[4].
• Payment information: Billing and invoicing details (e.g. credit card number, billing address) for processing transactions.
• Usage data: Information about how you use our services, such as IP address, browser type, and referring URL[5].
• Data you upload: The files and data you upload for processing and analysis through our services[5].

Data You Upload and Confidentiality: Any data files or records you upload to our platform for processing remain your property and under your control. We treat all such uploaded data as confidential and use it only to provide the services you have requested. We do not access or use the content of your uploaded data for any purpose other than fulfilling your specific data matching and cleansing tasks (unless required by law or with your explicit instruction). In short, we will never use the data you upload for our own purposes beyond providing the contracted service.

2. How We Use Your Information

We use the information we collect for a variety of purposes, including:

• Providing services: To offer and maintain the data matching and cleansing tools, and to perform the operations you initiate on our platform[6]. This includes using the data you upload only to carry out your requested matches, deduplication, or analysis.
• Account management: To manage your account, provide customer support, process payments, and send service-related communications[7].
• Security: To detect and prevent fraud, security breaches, and other malicious or unauthorized activity[8].
• Service improvements: To analyze aggregated usage trends and user interactions in order to enhance our platform and services[8]. (This analysis does not include looking at the content of the data you upload, but rather focuses on usage metrics and performance to improve user experience.)
• Compliance: To comply with legal obligations, enforce our agreements, and resolve disputes[9].

No Secondary Use of Uploaded Data: We do not use the content of the data you upload for any secondary or unrelated purposes without your consent. This means we do not use your uploaded datasets to train our algorithms, to market our services to others, or for any purpose outside of providing the services to you. Your data is only used to perform the operations you have requested and for no other purpose.

3. How We Share Your Information

We do not sell your personal information[10]. We may share your data only under the following circumstances:

• With service providers: We may share information with trusted third-party service providers that assist us in operating our website, delivering our services, and conducting our business[11]. For example, this includes cloud infrastructure providers (for data storage and processing), payment processors (for billing transactions), and customer support tools. All such third parties are bound by strict confidentiality and data protection obligations[11], and they are not permitted to use your information for any purpose other than to provide services on our behalf.
• With third-party AI services (optional feature): This applies only if you choose to use certain AI-driven features. For instance, our platform offers an optional fuzzy matching enhancement that leverages an external AI (e.g. OpenAI’s GPT model) for edge-case validation of match results. If you opt to use this feature, only the necessary data elements (such as specific data values required for the match criteria) will be sent to the third-party AI service to process your request. We do not send any unnecessary personal information, and this data exchange happens securely via encrypted channels. The third-party AI provider is obligated to protect your data and use it solely for processing the request. According to OpenAI’s API data usage policies, any data submitted via their API is not used to train their models, and is retained only briefly (for a maximum of 30 days for abuse monitoring) before being deleted[12]. In other words, when you use this optional feature, your data is processed by the AI and not stored or reused by the AI provider beyond the immediate processing need.
• Legal compliance: We may disclose your information if required by law or in response to valid legal requests (e.g. subpoenas, court orders, or similar legal process)[13]. In such cases, we will only disclose the minimum amount of information necessary to comply with the law.
• Business transfers: In the event of a merger, acquisition, investment, or sale of all or a portion of our assets, your personal data may be transferred to the new owner or successor entity as part of that transaction[13]. In any such transfer, we will ensure the recipient honors the commitments we have made in this Privacy Policy regarding your personal information.

We may also share aggregated, anonymized usage statistics or insights (that contain no personal data and no information about the content of your uploaded datasets) with third parties for business, marketing, or research purposes. These aggregated metrics cannot be used to identify any individual or customer and are only used to illustrate general platform usage (for example, reporting the total number of records processed on our platform in a year).

4. Data Security

We take extensive precautions to protect your personal information. We use industry-standard security measures such as encryption and access controls to safeguard your data[14]. However, please note that no system can be 100% secure, and while we strive to protect your information, we cannot guarantee absolute security of data transmitted through our services[14].

In particular, our security program includes:

• Encryption (in Transit and At Rest): All data you provide is encrypted both in transit and at rest using industry-standard protocols (e.g., TLS 1.2+ for data in transit and AES-256 for data at rest)[15]. This means that your information is protected from unauthorized access while it is being transmitted to our servers and while it is stored in our databases.
• Access Control and Authentication: We implement granular access controls and identity management to ensure that only authorized personnel and processes can access your data[16]. Your account is protected by authentication safeguards, and within our organization, staff access to user data is limited on a need-to-know basis with strict role-based permissions.
• Monitoring and Auditing: Our systems are continuously monitored for suspicious activity, and we maintain comprehensive logging of access to data[17]. Security audits and tests are performed regularly to identify and address potential vulnerabilities[18]. We also utilize intrusion detection and prevention systems to guard against unauthorized access.
• Compliance and Standards: We adhere to leading security and privacy standards to protect your data. Match Data Pro’s security controls and policies are aligned with frameworks such as SOC 2 and ISO/IEC 27001, and we comply with relevant regulations including GDPR and (where applicable) HIPAA[19]. Our alignment with these standards means we follow industry best practices in securing personal data and regularly review our controls for effectiveness.

If you have any questions about our security measures or require additional information (such as security audit reports or certifications), please contact us using the information in the Contact Us section below.

5. Your Data and Google Cloud

We utilize Google Cloud Platform as our primary cloud infrastructure to store and process data[20]. Google Cloud complies with stringent privacy and security standards, and your data on our platform is protected under Google Cloud’s robust security measures and privacy policies[21]. This means that your data benefits from Google’s enterprise-grade protections (including physical security, infrastructure monitoring, and compliance certifications) in addition to the safeguards we implement. You can refer to Google Cloud’s published privacy documentation for more details on their data practices and certifications[22].

All data stored in Google Cloud is held in secure data centers. By default, we host data in the United States. If you are located in another country or prefer your data to be stored in a specific region, please reach out to discuss possible accommodations. Regardless of location, we ensure that Google Cloud’s data protection terms (including commitments to GDPR and other regulations) apply to all data we host there.

(For more information on Google Cloud’s security and compliance programs, you can visit their compliance resource page provided in our Data Security and Certifications documentation.)

6. Data Retention

We retain your personal data only as long as necessary to provide our services or to comply with legal obligations[23]. Once data is no longer needed for its original purpose, it is securely deleted. This applies to data you upload to our platform: when you delete data or when the retention period you’ve configured expires, we permanently remove that data from our systems. We do not anonymize your uploaded data for any internal use; instead, we ensure it is fully erased in accordance with our retention policies.

User-Controlled Retention Period: Our platform gives you control over how long your uploaded data is kept when inactive. You can configure a data lifecycle policy for the datasets you upload – for example, you may choose to have your data automatically deleted after a certain period of inactivity (with options ranging from 1 day up to a maximum of 90 days). “Inactivity” means that the data has not been accessed, modified, or used in processing for the specified period. By default, no uploaded data will be stored longer than 90 days after its last access unless you choose a shorter retention period. After 90 days of inactivity (or a shorter timeframe that you configure), such data will be automatically and irreversibly deleted from our databases and storage systems.

Retention of Operational Data: In some cases, we may need to retain certain information for longer periods to meet legal, compliance, or operational requirements. For example, we may keep billing records, audit logs, or account information for a longer duration as required for tax filings, security investigations, or other legitimate business purposes. Any data retained for these purposes will be limited to the minimum necessary and protected by appropriate safeguards. Wherever feasible, we will anonymize or pseudonymize data that must be kept beyond normal retention limits, so that it can no longer be linked to any individual. Once these retention requirements are met, we will proceed with secure deletion of the data.

7. Your Privacy Rights

Depending on your location and applicable law, you may have certain rights with respect to your personal data. For example, if you are an individual in regions such as the European Union, United Kingdom, California, or other jurisdictions with privacy laws, you can exercise the following rights:

• Access: You have the right to request access to the personal data we hold about you[24], and to receive information about how we process it.
• Correction: You can request that we correct or update any inaccurate or incomplete personal data we have on file[25].
• Deletion: You can request the deletion of your personal information[25]. We will honor such requests to the extent possible (for example, by deleting your account and any data you have uploaded), subject to any legal obligations that require us to retain certain information (for instance, records of transactions for financial reporting).
• Data Portability: You have the right to request a copy of the personal data you provided to us, in a structured, commonly used, machine-readable format. Where applicable, you can also request that we transmit that data to another service provider.
• Restriction/Object: You have the right to ask us to restrict the processing of your data or to object to certain processing activities. For example, you can object to the use of your personal data for direct marketing or other purposes that are not essential to the service.
• Opt-out of Marketing: If we send you marketing communications (such as newsletters or promotions), you can opt out of these at any time[26]. You can unsubscribe using the link in the email, or contact us directly to be removed from marketing lists. (Note: We do not send marketing emails to users who have not given consent, and we do not sell your data to third parties for marketing.)

To exercise any of these rights, please contact us at sales@matchdatapro.com (or see the Contact Us section below). We may need to verify your identity before fulfilling certain requests, to ensure that your data is protected from unauthorized access. We will respond to your requests in accordance with applicable law.

Please note that some rights may not apply in all jurisdictions or in all situations. If we cannot comply with a particular request (due to legal requirements or because we no longer have the relevant data, for example), we will explain the reason in our response.

8. International Data Transfers

Match Data Pro is a United States-based company, and the data we collect is generally stored and processed in the United States. However, we serve users around the world. If you are accessing our services from outside the United States, be aware that your personal information may be transferred to, stored in, or processed in the U.S. or other jurisdictions where our infrastructure (or our service providers such as Google Cloud) are located. These countries might not have the same data protection laws as your home country.

By using our services or submitting your information to us, you consent to the transfer of your personal data to the United States or other jurisdictions as described above. We assure you that no matter where we process your data, we will protect it in line with this Privacy Policy and applicable law. If you have questions about international data transfers or require more information about the safeguards in place, please contact us and we will be happy to discuss them.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect usage data, remember user preferences, and analyze how our services are used[28]. Cookies are small text files placed on your device that help us recognize you on future visits and optimize your experience. For example, we may use cookies to keep you logged in, to remember your workspace settings, or to gather analytics about feature usage to improve our platform.

You have control over cookies: you can adjust your browser settings to refuse or delete cookies. However, please note that disabling cookies may affect certain features or functionality of our services (for instance, you may need to re-login or some tools might not remember your preferences).

Types of cookies we use:

• Essential cookies: These are necessary for the website and services to function (e.g., authentication cookies for logging in).
• Analytics cookies: We may use these to understand how users interact with our platform (e.g., which pages or features are most used) so we can improve the service. Any analytics are typically aggregated and do not identify you personally. For analytics, we may use reputable third-party tools that set their own cookies (for example, Google Analytics).
• Preference cookies: These remember your choices (such as language or interface settings) to provide a more personalized experience.

We do not use cookies for advertising or targeted marketing purposes, and we do not share cookie data with advertisers. Our focus is on using cookies and trackers only to support the functioning of our service and to continually enhance its performance and usability.

For more detailed information on how we use cookies (or to update your cookie preferences if our site offers a cookie consent tool), please see our Cookies Notice or reach out to us with any questions.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements[29]. If we make any material changes to how we handle your personal data, we will take appropriate steps to notify you. We will always post the revised Privacy Policy on our website and update the “Effective Date” at the top. For significant changes, we will also provide a prominent notice on our site or notify you directly (for example, via the email associated with your account or through an in-app notification) before the changes take effect. We encourage you to review this page periodically for the latest information on our privacy practices.

Your continued use of our website or services after any Privacy Policy update becomes effective will constitute your acknowledgment of the changes. If you do not agree with the changes, you should discontinue use of our services and contact us to address any concerns.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, or if you need to exercise your rights and choices as described above, please contact us using the information below:

Match Data Pro LLC
Email: support@matchdatapro.com
Phone: +1 (302) 450-1734
Address: 1041 N. Dupont Hwy #1713, Dover, DE 19901, USA

We are here to help and will respond to your inquiries as promptly as possible. Reaching out to us is the best way to get clarification on our practices or to address any issues you may have.

Enterprise & Compliance Inquiries: If you represent a company or organization with specific privacy or security requirements, please contact us at the email above. We are happy to work with you to accommodate your needs — for example, by entering into a Data Processing Agreement (DPA), discussing data residency options, or providing additional information about our security controls and compliance certifications. Your trust is important to us, and we welcome the opportunity to ensure our services meet your organizational policies and regulatory obligations.

By using Match Data Pro’s services, you acknowledge that you have read and understood this Privacy Policy. We value your trust in us to handle your data responsibly, and we will continue to prioritize the privacy and security of your information in everything we do.

[1] [2] [3] [4] [5] [6] [7] [8] [9] [10] [11] [13] [14] [20] [21] [23] [24] [25] [26] [28] [29] Privacy Policy » Match Data Pro

https://matchdatapro.com/privacy-policy/

[12] OpenAI’s data usage policies

https://www.patentclaimmaster.com/help/OpenAIsdatausagepolicies.html

[15] [16] [17] [18] [19] [22] [27] Data Security and Certifications » Match Data Pro

https://matchdatapro.com/data-security-and-certifications/