Privacy notice

1. Who we are

1.1AskMats is offered by Sports World Travel ApS, Bolbrovej 31, 5882 Vejstrup, Denmark, VAT DK41504609 (“Sports World Travel”, “we”, “us”). We are the controller for the personal data described in this notice.

1.2AskMats is a co-creation by Sports World Travel ApS and Sorrato (Coöperatie Klanten Generatie Experts U.A., The Hague, the Netherlands). Sorrato builds and runs the app. It processes personal data only on our instructions, under a data processing agreement.

1.3For questions about this notice or your data, use the contact form on askmats.com or in the app.

2. Whose data this notice covers

• Users: people who create an AskMats account, including colleagues invited to a licence.
• People on event lists: people whose details appear in an attendee or exhibitor list that a user uploads. Section 5 is written for you.
• Website visitors: people who visit askmats.com or send a message through the contact form on the website or in the app.

3. What we process and why

The legal bases refer to Article 6(1) of the General Data Protection Regulation (GDPR).

• Account

  Why we use it

  Name, business email address, company, job title, language and display settings. Used to create and secure your account, sign you in with a one-time email code and let you invite colleagues.

  Legal basis

  Contract (b)

• Profile

  Why we use it

  What you tell AskMats about your company, goals and target partners in the onboarding chat, and public information from your company website that AskMats reads. Used so your matches fit what you are looking for.

  Legal basis

  Contract (b)

• Event lists

  Why we use it

  Names, companies, job titles, business email addresses and phone numbers where the list includes them, and profile or description texts. Used to find and rank the companies worth meeting.

  Legal basis

  Contract (b) for you; legitimate interest (f) for the people on the list, see section 5

• Your meeting work

  Why we use it

  Matches, briefings, favourites, questions, meeting notes, follow-up drafts and messages in the event chat. Used to prepare and record your meetings.

  Legal basis

  Contract (b)

• Voice input

  Why we use it

  Recordings when you dictate a note or a message. They are turned into text, processed in memory and not stored.

  Legal basis

  Contract (b)

• Payments and licences

  Why we use it

  Plan, number of seats, payment status, invoice details, billing name and address, and VAT number. Used to sell and activate your licence and to keep the accounts. Card details are handled by Stripe; we never see your full card number.

  Legal basis

  Contract (b); legal obligation (c)

• Login and technical data

  Why we use it

  Sign-in times, IP address, browser and device type, error reports and the number of AI requests. Used to keep AskMats secure, prevent misuse, apply fair-use limits, fix errors and control costs.

  Legal basis

  Legitimate interest (f)

• Emails from AskMats

  Why we use it

  Sign-in codes, invitations and messages such as “your matches are ready”.

  Legal basis

  Contract (b)

• Contact form

  Why we use it

  Name, email address, message and, if you add them, company and event. Sent by email to the AskMats team at Sports World Travel and Sorrato, to answer your message.

  Legal basis

  Legitimate interest (f)

4. How AskMats uses AI

4.1AskMats uses AI models to read lists, compare companies with your profile, write briefings, answer questions in the event chat, translate and turn speech into text. These models run through Google Cloud on European endpoints.

4.2Customer data is never used to train AI models. The providers process it only to return an answer to AskMats.

4.3To find company websites, AskMats sends only the company name and the event name to Google Search. No personal data is included in these searches.

4.4Match levels (Strong, Good and Potential) are suggestions. Each one comes with the reasons and the sources AskMats used. They have no legal or similarly significant effect on anyone: you decide who to meet. AskMats does not make automated decisions within the meaning of Article 22 GDPR.

5. If you are on an attendee or exhibitor list

5.1Your details reached AskMats because a user who takes part in the same event uploaded an attendee or exhibitor list. Such lists usually come from the event organiser or the event app. AskMats may add public information from your company’s website.

5.2AskMats uses this information to help that user decide whether a meeting with your company makes sense, and to prepare for the conversation. We rely on the legitimate interest of the user and of us in preparing B2B meetings at an event you take part in. The information is business contact information in a professional context.

5.3Company information found on public websites is collected once per event and can be used for several users who prepare for the same event.

5.4We do not contact you, sell your data or use it for marketing. AskMats does not send messages to you. A user may contact you after the event in their own name.

5.5The list and the company information are deleted six months after the event. You can object to this processing or ask us to delete your details at any time through the contact form on askmats.com.

6. Who receives your data

We use the following service providers. Each processes personal data only for the purpose listed.

• Sorrato

  What for

  Builds, runs and supports AskMats on our behalf

  Location

  The Netherlands (EU)

• Supabase

  What for

  Database, sign-in, file storage and backend functions

  Location

  EU (Frankfurt, Germany)

• Google Cloud

  What for

  AI processing and speech-to-text (Vertex AI and Speech-to-Text)

  Location

  EU endpoint

• Lettermint

  What for

  Sending emails from AskMats

  Location

  EU

• Lovable, through Cloudflare’s network

  What for

  Hosting of the website and app files. Keeps request logs (IP address, URL and city). Stores no customer data.

  Location

  Global network; processing outside the EU possible

• Stripe

  What for

  Payments, on Sports World Travel’s own Stripe account. Stripe is also responsible for its own processing, such as fraud prevention.

  Location

  EU and United States

6.1We may also share data with our accountant, with professional advisers bound by confidentiality, or with authorities when the law requires it.

6.2We never sell personal data.

7. Transfers outside the EU

7.1Your account data, lists and meeting work stay in the EU. Two things can leave it: the request logs of our hosting network (Lovable, through Cloudflare), and payment data at Stripe. Cloudflare and Stripe transfer such data outside the European Economic Area under the EU–US Data Privacy Framework or the EU Standard Contractual Clauses.

8. How long we keep data

• Event lists and company information

  Retention

  Deleted automatically six months after the event ends, together with briefing content that quotes them

• Account, profile, own notes and summaries

  Retention

  As long as your account exists. Deleted within 30 days after you ask us to close your account

• Voice recordings

  Retention

  Not stored

• Invoices and payment records

  Retention

  Five years after the end of the financial year, as the Danish Bookkeeping Act requires

• Contact form

  Retention

  The message is not stored in AskMats. It is forwarded by email and kept only as long as needed to answer it. A protected code of the sender’s IP address is kept for at most one day to stop floods of messages

• Login and error logs

  Retention

  Up to 12 months, then deleted automatically

• Briefings saved on your device

  Retention

  Kept in your browser for offline use and removed when you sign out

9. Cookies and local storage

9.1AskMats uses no advertising or tracking cookies.

9.2The app stores what it needs to work in your browser: your sign-in session, your light or dark theme, briefings saved for offline use and whether you closed the “install app” card. Our hosting network sets a security cookie to filter out bots.

9.3Because these are strictly necessary, we do not ask for consent for them.

10. Security

The database and the AI processing run in the EU. Each company only sees its own data; colleagues on the same event page share its list, matches and notes. You sign in with one-time email codes, so there are no passwords to steal. Data is encrypted in transit and at rest, and backups run automatically. The code repository never contains passwords, keys or personal data, and everyone with access to AskMats data is bound by confidentiality.

A few people at Sports World Travel and Sorrato can see the data in AskMats, such as your profile, your onboarding chat, your lists, matches and messages in the event chat. They only look when that is needed to give support you asked for, fix an error, prevent misuse or meet a legal obligation. Opening an onboarding chat in the AskMats admin is logged.

11. Your rights

You can ask us to:

• give you a copy of your personal data
• correct data that is wrong
• delete your data
• restrict the processing for a while
• give you your data in a machine-readable format
• stop processing based on legitimate interest, including as a person on an event list (section 5)

Use the contact form on askmats.com or in the app. We answer within one month. You can also complain to the Danish Data Protection Agency (Datatilsynet, Carl Jacobsens Vej 35, 2500 Valby, Denmark, www.datatilsynet.dk) or to the data protection authority in your own country.

12. When you upload a list

Only upload lists you are allowed to use to prepare for the event, for example a participant list the organiser shared with you. Do not upload sensitive data, such as health information. Use the people’s details only to prepare for and follow up on that event. The terms of use set out these rules in full.

13. Changes to this notice

When we change this notice, we publish the new version here with its date. If a change matters for you, we tell you by email or in the app before it takes effect.