Privacy Policy

1. Who this policy applies to

This policy applies to visitors of laycanmatch.com, users of the LaycanMatch application, people who create an account, connect a mailbox, use Google sign-in or Gmail access, send a contact request, subscribe to updates, or communicate with LaycanMatch for support, onboarding, billing, or security review.

2. Who controls the data

LaycanMatch is operated by YAS sp. z o.o. · NIP 6793327784 · Prosta 20, 00-850 Warszawa, Poland. Questions about privacy, deletion, or data access can be sent to [email protected].

3. Information we collect

We may collect account data such as name, email address, password hash, login sessions, two-factor authentication status, timezone, settings, and workspace membership. We may collect contact-form data such as name, email, company context, and message text. We may collect technical data such as browser, device, IP-based approximate region, page views, request timestamps, and site interaction events.

When a user connects a mailbox, we may collect mailbox connection metadata, folder names, sync status, message identifiers, sender, subject, timestamps, message body content, quoted replies, and structured data extracted from emails, including cargo type, quantity, laycan, ports, zones, vessel details, broker details, match results, and review history.

When billing is enabled, we may store plan, subscription status, Stripe customer ID, Stripe subscription ID, Stripe price ID, invoice state, and usage counters. We do not store full payment card numbers.

4. Google and Gmail data

If a user signs in with Google, LaycanMatch may receive basic Google account information needed to authenticate the user. If a user separately grants Gmail or Google Workspace access, that access is used only to read the mailbox data that the user authorized so the system can import selected email folders, extract cargo and vessel offers, calculate matches, and show source-email context inside the workspace.

LaycanMatch does not sell Google user data, does not use Google user data for advertising, and does not use Gmail content for unrelated profiling. Access to Google data is limited to the user-facing features the user requested, such as mailbox connection, import, extraction, search, matching, and support.

5. How we use information

We use data to operate the website, authenticate users, secure accounts, connect and test mailboxes, import selected messages, process cargo and vessel offers, calculate matching scores, send notifications, show dashboards and exports, support billing, investigate incidents, enforce plan limits, prevent abuse, and improve reliability and product clarity.

6. AI processing

LaycanMatch may send relevant email content or extracted fragments to configured AI providers only to deliver the requested extraction and matching features. This includes subject analysis, email-body parsing, deduplication support, field extraction, and matching-related logic. AI processing is part of the core product workflow and is limited to those operational purposes.

7. Legal basis and permissions

Users are responsible for connecting only mailboxes and data sources they are authorized to use. By connecting a mailbox or uploading operational data, the user represents that they have the right to provide that data for processing within LaycanMatch. LaycanMatch processes the data to provide the product features requested by the user and to protect the integrity and security of the service.

8. Sharing with service providers

LaycanMatch does not sell personal information. Data may be processed by infrastructure, hosting, analytics, email, authentication, payment, security, and AI vendors only as necessary to operate the service. These providers receive only the access reasonably required for hosting, authentication, payment processing, message delivery, observability, security, or AI extraction.

9. Data security and confidentiality

LaycanMatch treats mailbox credentials, OAuth tokens, API keys, and other secrets as sensitive data. Stored secrets are encrypted at rest and masked in the interface. Access to application data is restricted to authenticated users within their workspace and to authorized operational access when needed for support, security, incident response, or legal compliance.

We use technical and organizational controls designed to reduce unauthorized access, accidental disclosure, data loss, or misuse. No internet service can promise absolute security, but LaycanMatch is designed to minimize exposure and to keep source access explicit rather than silent.

10. Retention

We keep data only as long as reasonably needed for service delivery, support, billing, legal compliance, security, dispute resolution, and operational records. Website analytics and server logs may be retained for troubleshooting and abuse prevention. Imported emails, extracted offers, audit history, and subscription records may remain available while an account is active and for a limited time afterward if needed for backup, legal, or billing reasons.

11. User choices and rights

Users may disconnect mailboxes, change settings, disable notifications, and request account deletion or privacy review by contacting [email protected]. Where applicable, users may request access to stored personal data, correction of inaccurate information, or deletion of data that is no longer necessary to retain.

12. Cross-border processing

Because LaycanMatch uses cloud infrastructure and external processors, data may be processed in jurisdictions outside the user's country. Where such transfers occur, they are made only as necessary to operate the service and with commercially reasonable safeguards.

13. Changes to this policy

LaycanMatch may update this Privacy Policy when the product, legal requirements, integrations, or processing flows change. The current version published on this page controls the website and product privacy notice.