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MageMate
NL EN
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Privacy Policy

MageMate
Part of Falcon Media

Brilweg 1
9801 GC Zuidhorn
The Netherlands

Email: hello@magemate.com
Phone: +31 (0)85 - 303 7 808

Chamber of Commerce: 72120134
VAT: NL001442949B86

Privacy Policy

Last updated: June 21, 2026

MageMate is a trade name operating under Falcon Media, located at Brilweg 1, 9801 GC Zuidhorn, The Netherlands, registered with the Dutch Chamber of Commerce under number 72120134.

1. Introduction

MageMate attaches great importance to the protection of your personal data. This privacy policy describes how we collect, use, store, and protect personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable privacy laws.

This privacy policy applies to:

  • Our website magemate.com.
  • The MageMate platform (dashboard) for customers.
  • The AI assistant widget placed on customer websites.
  • All other services offered by MageMate.

2. Controller

The controller for the processing of personal data is:

MageMate
Part of Falcon Media
Email: hello@magemate.com
Phone: +31 (0)85 - 303 7 808

3. What data we collect

3.1 Customer data (account holders)

When creating an account and using our platform, we process:

  • Name and email address.
  • Company name and company details, including address, postal code, city, and country.
  • Phone number / WhatsApp number.
  • Account data; passwords are stored in encrypted form.
  • Billing and subscription data.

3.2 Website visitor data (through the AI assistant)

When a visitor interacts with an AI assistant on a customer's website, the following data may be processed:

  • IP address, anonymized to /24 subnet.
  • Browser and device used (user-agent).
  • The page on which the chat takes place.
  • Chat messages and conversation content.
  • Contact details voluntarily provided, such as name, email address, and phone number, for lead generation.

3.3 Website visitor data (magemate.com)

When visiting our website and completing the contact form, we process:

  • Name.
  • Email address and/or phone number.
  • Preferred contact method.

3.4 Automatically collected data

  • Audit logs of account activities, such as login attempts and account changes.
  • Anonymized IP addresses in security logs.

4. Purposes and legal bases

We process personal data for the following purposes:

4.1 Performance of the agreement (Article 6(1)(b) GDPR)

  • Creating and managing your account.
  • Providing our services, including AI assistants, website development, and hosting.
  • Processing payments and billing.
  • Providing customer support.
  • Sending notifications about leads and conversations.

4.2 Legitimate interest (Article 6(1)(f) GDPR)

  • Ensuring the security of our systems and services.
  • Keeping audit logs to prevent fraud and misuse.
  • Improving our services and user experience.

4.3 Consent (Article 6(1)(a) GDPR)

  • Sending commercial communication. You may withdraw this consent at any time.

4.4 Legal obligation (Article 6(1)(c) GDPR)

  • Keeping financial records in accordance with statutory tax retention obligations.

5. Processor and controller

MageMate acts as controller for personal data of customers (account holders) and visitors to magemate.com.

For personal data of website visitors who interact with the AI assistant on a customer's website, MageMate acts as processor on behalf of the customer, who is the controller. Customers are responsible for informing their website visitors about the use of the AI assistant and the processing of data.

6. Retention periods

  • Account data: retained as long as the account is active and for a maximum of 12 months after termination of the agreement.
  • Chat conversations and lead data: retained for the term of the customer's subscription and for a maximum of 6 months after termination.
  • Audit logs: retained for a maximum of 12 months.
  • Financial data: retained in accordance with the statutory retention obligation of 7 years.
  • Contact form data: retained for a maximum of 12 months after the last contact.

7. Sharing with third parties

MageMate shares personal data with third parties only to the extent necessary to provide the services:

  • AI model providers (Anthropic): for processing chat messages through the AI assistant.
  • Meta Platforms (WhatsApp Business): for sending WhatsApp notifications about leads and conversations, if this option is enabled. Your phone number is shared with Meta to deliver these messages.
  • SiteGround: for storing and processing data on secure servers.
  • Cloudflare: for security and anti-bot protection.
  • Google Analytics (Google LLC): for collecting anonymized website statistics. Active only after visitor consent.

We do not sell your personal data to third parties. We provide personal data to third parties where legally required.

7.1 Transfers outside the EEA

Some of our subprocessors may process data outside the European Economic Area (EEA). In that case, we ensure appropriate safeguards are in place, such as European Commission Standard Contractual Clauses (SCCs) or an adequacy decision.

8. Security

MageMate takes appropriate technical and organizational measures to protect personal data, including:

  • Encryption of sensitive data in the database, such as addresses, phone numbers, and chat messages.
  • Encrypted storage of passwords (hashing).
  • Two-factor authentication (2FA) for accounts.
  • IP anonymization in logs.
  • Secure connections (HTTPS/SSL).
  • Regular security updates.
  • Audit logging of account activities.

9. Your rights

Under the GDPR, you have the following rights:

  • Right of access: you can request which personal data we process about you.
  • Right to rectification: you can have incorrect or incomplete data corrected.
  • Right to erasure: you can request deletion of your data.
  • Right to restriction: you can request restriction of the processing of your data.
  • Right to data portability: you can request an export of your data.
  • Right to object: you can object to processing based on legitimate interest.
  • Right to withdraw consent: where processing is based on consent, you may withdraw that consent at any time.

You can exercise your rights by contacting us at hello@magemate.com. We will respond to your request within 30 days.

You also have the right to lodge a complaint with the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl).

10. Cookies

MageMate.com uses the following types of cookies:

10.1 Necessary cookies

Functional cookies that are necessary for the website and platform to function, such as session cookies and authentication cookies. These cookies are placed based on our legitimate interest.

10.2 Analytical cookies (Google Analytics)

We use Google Analytics to collect anonymized visitor statistics, such as the number of visitors, pages visited, and source of the visit. Google places the following cookies:

  • _ga: distinguishes unique visitors (retention period: 2 years).
  • ga*: stores session status (retention period: 2 years).

IP addresses are anonymized before processing. These cookies are placed only after explicit consent through the cookie banner. You can withdraw your consent at any time by clearing your browser data.

Google may process this data on servers in the United States. Google is certified under the EU-US Data Privacy Framework.

11. AI assistant and data processing

The AI assistant uses artificial intelligence to conduct conversations with website visitors. The following applies:

  • Chat messages are stored in encrypted form and processed by an AI model provider (Anthropic).
  • IP addresses are stored in anonymized form to /24 subnet.
  • No automated decision-making or profiling takes place.
  • Lead data is collected only when the website visitor voluntarily provides it.
  • Chat messages and data are not used to train AI models.
  • The system automatically detects special categories of personal data, such as health data, and automatically filters data such as Dutch citizen service numbers (BSN), credit card numbers, and IBAN numbers from messages. The AI assistant is instructed never to actively ask for special categories of personal data.

12. Magento integration

MageMate offers the option to connect the AI assistant to a Magento webshop. The following applies:

  • Magento catalog data, product data, and, where enabled, order or customer data are retrieved only to the extent necessary for the AI assistant and dashboard to function.
  • Magento data is not used to train AI models.
  • Magento API credentials and access tokens are stored encrypted (AES-256).
  • MageMate processes Magento data in accordance with the permissions and retention settings configured for the integration.

13. Changes

MageMate reserves the right to amend this privacy policy. In case of material changes, we will inform active customers by email.

14. Contact

For questions about this privacy policy, please contact:

MageMate
Part of Falcon Media

Brilweg 1
9801 GC Zuidhorn
The Netherlands

Email: hello@magemate.com
Phone: +31 (0)85 - 303 7 808

Chamber of Commerce: 72120134
VAT: NL001442949B86

Falcon Media · Chamber of Commerce 72120134 · VAT NL001442949B86 · hello@magemate.com