Privacy Policy

Last updated: March 2026

1. Introduction

Check & Mate AI ("we," "us," or "our") respects your privacy and is committed to protecting the personal data you share with us. This Privacy Policy explains how we collect, use, store, and protect information when you use our AI-powered sales platform for board game publishers.

2. Information We Collect

Account Information

  • Name, email address, company name
  • Login credentials (passwords are hashed, never stored in plaintext)
  • Billing information (processed securely through Stripe)

Publisher Data

  • Game catalog information (names, descriptions, pricing, categories)
  • AI persona configurations (names, voice styles, personalities)
  • Campaign settings and scheduling preferences

Store & Contact Data

  • Retail store names, addresses, phone numbers, and store types
  • Contact names, roles, and business phone numbers
  • Notes and intelligence gathered during sales conversations

Call & Conversation Data

  • Call recordings (when enabled and with applicable consent)
  • Conversation transcripts and AI-generated summaries
  • Call outcomes, objections encountered, and closes used
  • Contact memory entries (relationship context for future calls)

Usage Data

  • Platform usage patterns and feature engagement
  • Campaign performance metrics
  • Technical logs (IP addresses, browser type, access times)

3. How We Use Your Information

  • Service Delivery: To operate the platform, make AI-powered sales calls on your behalf, and provide analytics
  • AI Improvement: To improve our AI models and sales methodology (using aggregated, anonymized data only)
  • Store Intelligence: To build and maintain the shared store intelligence network (see Section 6)
  • Contact Memory: To maintain relationship context so AI personas can build on previous conversations
  • Account Management: To manage your subscription, process payments, and provide customer support
  • Communications: To send service updates, feature announcements, and important notices

4. Data Storage & Security

We take the security of your data seriously. Our measures include:

  • All data encrypted in transit (TLS 1.3) and at rest (AES-256)
  • Passwords hashed using bcrypt with salt
  • Database access restricted to authenticated, authorized services only
  • Regular security audits and penetration testing
  • Call recordings stored in isolated, encrypted storage
  • Access logging and anomaly detection on all API endpoints

5. Call Recording & Consent

When call recording is enabled, our AI agents will disclose the recording at the beginning of each call in compliance with applicable two-party consent laws. You are responsible for ensuring your call recording settings comply with the laws of your jurisdiction and the jurisdiction of the stores being contacted. We provide tools to configure state-by-state consent requirements.

6. Store Intelligence Network

Our shared intelligence network aggregates anonymized store data to help all publishers make better decisions. Here's how it works:

  • What's shared: Anonymized store attributes (type, size, buying patterns, general preferences)
  • What's NOT shared: Your game details, pricing, specific deal terms, call recordings, or any data that identifies you as the source
  • Publisher isolation: Publishers cannot see which other publishers contributed intel about a specific store
  • Opt-out: You can opt out of contributing to the shared network at any time in your account settings

7. Data Sharing & Third Parties

We do not sell your personal data. We share data only with:

  • Payment processors (Stripe) for billing
  • Telephony providers for making calls
  • Voice synthesis providers for AI persona voices
  • Cloud infrastructure providers for hosting and storage
  • Law enforcement when required by law or valid legal process

All third-party providers are bound by data processing agreements that protect your data.

8. Data Retention

  • Active accounts: Data retained for the duration of your subscription
  • Cancelled accounts: Data retained for 30 days post-cancellation, then permanently deleted
  • Call recordings: Retained for 90 days unless you configure a different retention period
  • Analytics data: Aggregated analytics retained for up to 24 months
  • Data export: You can request a full export of your data at any time

9. Your Rights

You have the right to:

  • Access: Request a copy of all personal data we hold about you
  • Correction: Request correction of inaccurate data
  • Deletion: Request deletion of your personal data ("right to be forgotten")
  • Portability: Receive your data in a standard, machine-readable format
  • Opt-out: Opt out of the shared intelligence network or marketing communications
  • Restrict processing: Request limited processing of your data in certain circumstances

To exercise any of these rights, contact us at privacy@checkandmate.ai

10. Cookies & Tracking

We use essential cookies for authentication and session management. We do not use third-party advertising trackers. Analytics cookies (if any) collect only aggregated, anonymous usage data. You can manage cookie preferences in your browser settings.

11. Children's Privacy

The Service is intended for business use by adults. We do not knowingly collect data from individuals under 18. If we learn we have collected data from a minor, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notification at least 30 days before taking effect. The "Last updated" date at the top indicates the most recent revision.

13. Contact Us

For privacy-related questions or concerns, contact our Data Protection Officer at privacy@checkandmate.ai