This Privacy Policy describes how MatBook, Inc. ("MatBook," "we," "us," or "our"), a company incorporated in the Commonwealth of Massachusetts with principal offices at Boston, MA, USA, collects, uses, discloses, and protects personal information obtained through our website at thernatbook.com and our research data management platform (collectively, the "Services"). By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy.
When you interact with our Services, you may provide personal information directly to us. This includes:
When you access or use our Services, we automatically collect certain technical and usage information:
We may receive personal information about you from third parties in certain circumstances:
We use the personal information we collect for the following purposes:
For users in the European Economic Area and the United Kingdom, we process personal data on the following legal bases:
If you access MatBook through an organizational or institutional account, other members of your organization with appropriate permissions may be able to view your profile information, access experimental records you have shared with the organization, and view your activity within shared workspaces. The access controls for organizational data are managed by your organization's MatBook administrators.
We share personal information with third-party service providers who perform functions on our behalf, including cloud infrastructure providers (Amazon Web Services), payment processors (Stripe, Inc.), email service providers, customer support platforms, and analytics services. These service providers are contractually bound to process data only for the purposes we specify and to maintain appropriate security measures.
In the event of a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, personal information may be transferred to the acquiring or successor entity, subject to confidentiality obligations and applicable law. We will notify you of any such transfer through the email address associated with your account or through a notice on our website.
We may disclose personal information if we believe in good faith that such disclosure is necessary to comply with applicable law, respond to valid legal process (such as a court order or subpoena), protect the rights, property, or safety of MatBook, our users, or others, or to enforce our Terms of Service. We will notify you of such requests where permitted by law and where feasible.
We may share aggregated, anonymized data about our user base and usage patterns that does not identify any individual user. For example, we may publish statistics about the adoption of digital lab notebooks in materials science research or report aggregate trends in research data management practices. This data is derived from our platform analytics and does not include any personally identifiable information.
Your data is stored on servers located in the United States, operated by Amazon Web Services, Inc. We maintain backups in geographically distributed data centers to ensure data resilience and availability. Research data you submit to the platform is stored in encrypted form both in transit (using TLS 1.3) and at rest (using AES-256 encryption).
If you are located in the European Economic Area, the United Kingdom, or other jurisdictions with restrictions on international data transfers, your personal data may be transferred to and processed in the United States. We rely on appropriate safeguards for such transfers, including the EU Standard Contractual Clauses where applicable, and we maintain Data Processing Agreements with our service providers that include these safeguards.
We implement technical and organizational measures designed to protect personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, access controls and authentication requirements, regular security testing and vulnerability assessments, employee security training and access controls, and incident response procedures. No security system is impenetrable, and we cannot guarantee the absolute security of your information.
You have the right to request a copy of the personal information we hold about you, and to receive that information in a structured, machine-readable format. You can access most of your account and profile information directly within the platform. For requests involving research data or other records not accessible through the platform interface, please contact us at privacy@matbook.io.
You have the right to request correction of inaccurate personal information. You can update most of your profile and account information directly within the platform settings. For corrections to information that cannot be updated through the platform, please contact us.
You have the right to request deletion of your personal information and, subject to data retention requirements described below, your research data. Account deletion can be initiated through the platform settings, which will permanently delete your profile information and remove your account. Research data associated with organizational accounts may be governed by your institution's data retention policies, and organizational administrators may need to be involved in data deletion requests for that data.
You have the right to request that we restrict processing of your personal information in certain circumstances, and to object to processing based on our legitimate interests. To exercise these rights, please contact us at privacy@matbook.io with a description of the specific processing you wish to restrict or object to.
You may opt out of receiving marketing and promotional communications from us at any time by clicking the unsubscribe link in any marketing email, by updating your communication preferences in your account settings, or by contacting us at privacy@matbook.io. Note that transactional communications related to your account, such as billing notifications and security alerts, cannot be opted out of while your account is active.
You can manage cookie preferences through our cookie consent tool, accessible by clicking "Manage Preferences" in the cookie banner. You can also configure your browser to refuse cookies or to alert you when cookies are being set. Note that disabling certain cookies may affect the functionality of our Services. See our Cookie Policy for more information.
We retain personal information for as long as necessary to provide the Services, to fulfill the purposes described in this Privacy Policy, and to comply with our legal obligations. Specifically:
For organizational accounts, data retention may be governed by your institution's policies, and longer retention periods may apply at your institution's request, subject to applicable law.
Our Services are not directed to children under 16 years of age. We do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete that information as promptly as possible. If you believe that a child under 16 has provided personal information to us, please contact us at privacy@matbook.io.
Our Services may contain links to third-party websites, and our platform may integrate with third-party services such as institutional single sign-on systems or computational chemistry software. This Privacy Policy does not apply to those third-party services, and we are not responsible for the privacy practices of those services. We encourage you to review the privacy policies of any third-party services you use in connection with our platform.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by email (to the address associated with your account) and by posting a prominent notice on our website before the changes take effect. The date at the top of this Privacy Policy reflects the date of the most recent update. Your continued use of our Services after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.
If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about our data practices, please contact us:
If you are located in the European Economic Area and you believe we have not adequately addressed a privacy concern, you have the right to lodge a complaint with your local data protection authority.