ExactMatter.

1. Information We Collect

The information we collect depends on how you interact with us.

Contact and business information

We may collect:

name;
business email address;
phone number;
job title;
company name;
company website;
billing or business address; and
other information you provide when contacting us.

Communications

We may retain communications including:

inquiries;
emails;
meeting information;
project briefs;
feedback;
approval decisions;
customer-support communications; and
other correspondence.

Project and production information

When you work with Exact Matter, you may provide materials such as:

product photographs;
product specifications;
SKU information;
dimensions;
metal and gemstone information;
CAD or PIM information;
brand guidelines;
campaign references;
marketing-calendar information;
logos and brand assets;
photographs or video containing identifiable individuals; and
other materials required for production.

Some project materials may contain personal information.

Transaction information

We may receive information about purchases, invoices, payment status and transaction history.

Payment-card information may be collected and processed directly by third-party payment processors. Exact Matter does not need to receive or store full payment-card details when those providers process payment directly.

Website and device information

Depending on the tools enabled on our website, we may collect information such as:

IP address;
browser and device information;
pages visited;
referring pages;
approximate location derived from IP;
dates and times of visits;
interactions with the website; and
cookie or similar technology identifiers.

See the “Cookies and Similar Technologies” section below.

2. How We Collect Information

We may collect information:

directly from you;
from people acting for your company;
automatically when you use our website;
from service providers;
from business partners or referrals; and
from publicly available business sources where permitted by law.

3. How We Use Information

We may use personal information to:

respond to inquiries;
schedule and conduct meetings;
evaluate potential projects;
prepare proposals and Orders;
provide creative-production services;
establish Product Truth and Brand Context for agreed work;
communicate about projects;
obtain and record approvals;
perform jewelry-focused QA;
process billing and payments;
manage Project / Flex and Reserved Capacity relationships;
maintain ongoing brand and product context for recurring clients;
secure and operate our website and systems;
detect misuse, fraud or security issues;
comply with legal and accounting obligations;
enforce contracts;
improve our internal production, service and QA processes; and
perform other purposes disclosed when information is collected.

We do not use the existence of a private project as permission to publicly represent a client relationship.

4. AI-Assisted Production

AI-assisted technology forms part of Exact Matter's production workflow.

When required to perform an agreed project, project materials may be processed using third-party generative-AI, image-processing, creative-production or related technology providers.

Information submitted to such providers is used to perform the relevant production task and is also subject to the provider's applicable contractual and privacy terms.

If your organization requires restrictions regarding:

specific AI providers;
model training;
provider retention;
data residency;
confidential or unreleased products;
approved subprocessors; or
other data-processing conditions,

please tell us before providing affected materials so that an appropriate workflow can be agreed.

Exact Matter does not intentionally use identifiable Client Materials or confidential product information to train an unrelated proprietary Exact Matter model without appropriate permission.

5. De-Identified and Aggregated Information

Where permitted, we may create aggregated or de-identified operational information that is not reasonably capable of identifying a client or individual.

For example, we may analyze:

production timing;
workflow efficiency;
generalized QA error categories;
revision frequency;
production-method performance; and
aggregate acceptance patterns.

We may use this information to improve our internal workflow, quality assurance and services.

De-identification does not give us permission to publish identifiable client jewelry, confidential designs, client branding or private project work.

6. How We Disclose Information

We may disclose personal information to the following categories of recipients where reasonably necessary.

Service providers

Providers supporting functions such as:

website hosting;
cloud storage;
email and communications;
productivity and collaboration;
payment processing;
analytics;
customer relationship management;
creative production;
generative AI;
image or video processing;
security; and
professional services.

These providers process information according to their agreements, applicable terms and legal obligations.

Personnel and contractors

Information may be accessed by Exact Matter personnel and contractors who reasonably need it to provide the services.

Professional advisers

We may provide relevant information to lawyers, accountants, insurers, auditors and other professional advisers.

Legal and safety purposes

We may disclose information where we reasonably believe disclosure is necessary to:

comply with applicable law or lawful process;
protect our legal rights;
investigate fraud or misuse;
enforce contracts;
protect the safety or security of Exact Matter, our clients or others; or
respond to a lawful governmental request.

Business transactions

If Exact Matter becomes involved in a merger, acquisition, financing, reorganization, sale of assets or similar corporate transaction, information may be disclosed as part of that transaction subject to appropriate protections.

7. Sale and Sharing of Personal Information

Exact Matter does not sell personal information for monetary consideration.

We do not sell Client Materials as datasets or public creative assets.

8. Client Work, Portfolio Use and Public Association

Private client work is not automatically public.

Unless separately authorized:

client imagery is not used as a public case study;
identifiable jewelry is not presented publicly as client work;
client logos are not displayed as social proof;
a private project is not described as an endorsement or collaboration; and
confidential or unreleased project information is not intentionally published.

Permission to perform work and permission to publicize work are separate.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies required for website functionality and, depending on the tools we enable, analytics or other purposes.

Cookies can help websites:

operate correctly;
remember preferences;
understand website usage;
detect security problems; and
measure performance.

Where required by applicable law, we will provide appropriate notice and choices for non-essential technologies.

You can also control certain cookies through your browser settings.

10. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including to:

provide services;
preserve agreed brand and product context for an active relationship;
complete projects;
maintain business and accounting records;
resolve disputes;
enforce agreements;
protect security; and
satisfy legal requirements.

Different categories of information may have different retention periods.

Client Materials and project files may be retained for the duration of the engagement and for a reasonable period afterward to support revisions, repeat work, recordkeeping or an ongoing Reserved Capacity relationship, unless a different retention requirement is agreed in writing.

Where a client requires a specific deletion schedule, that requirement should be agreed before production begins.

We may retain de-identified information that no longer reasonably identifies an individual or client.

11. Security

We use reasonable administrative, organizational and technical measures appropriate to the nature of the information we process.

We also seek to limit access to information to people and providers who need it for legitimate business purposes.

No transmission, cloud service or storage system can be guaranteed to be completely secure.

If your organization requires specific security controls, certifications or contractual commitments, they should be agreed separately before sensitive materials are submitted.

12. International Processing

Exact Matter operates with personnel and service providers that may be located in more than one country.

Accordingly, information may be processed in the United States and in other countries where Exact Matter personnel or service providers operate.

Privacy and data-protection laws may differ between jurisdictions.

Where applicable law requires specific safeguards for an international transfer, we will use an appropriate legal mechanism or agree suitable terms with the affected client.

13. Your Privacy Rights

Depending on where you live and the law that applies, you may have rights regarding your personal information, which can include the right to:

request access to personal information;
request correction;
request deletion;
obtain a portable copy;
object to or restrict certain processing;
withdraw consent where processing is based on consent;
opt out of certain targeted advertising, sale or sharing practices;
request information about certain disclosures; and
appeal certain privacy-request decisions.

These rights are subject to legal limitations and exceptions.

To submit a privacy request, contact us at privacy@exactmatter.com.

We may need to verify your identity or authority before completing a request.

Authorized agents may submit requests where permitted by applicable law.

We will not unlawfully discriminate against you for exercising applicable privacy rights.

14. Marketing Communications

If you receive marketing communications from Exact Matter, you may opt out using the unsubscribe method provided in the message or by contacting us.

We may continue to send non-marketing communications that are necessary for an existing business relationship, such as project, billing, security or contractual messages.

15. Third-Party Websites and Services

Our website may contain links or integrations involving third-party websites and services.

Their privacy practices are governed by their own policies, not this Privacy Policy.

We encourage you to review their policies before providing information directly to them.

16. Children's Privacy

Exact Matter's website and services are designed for businesses and professionals and are not intended for children under 18.

We do not knowingly solicit personal information from children through our services.

If you believe a child has provided personal information to us, please contact us.

17. Changes to This Privacy Policy

We may update this Privacy Policy as our services, technologies, providers and legal obligations change.

The latest version will be posted on this page with the revised “Last updated” date.

If a change materially affects how we handle information already provided to us, we will provide additional notice where required.

18. Contact Us

For privacy questions or requests, contact:

Exact Matter
Shnaider, LLC
169 Madison Ave STE 15187, New York NY 10016, United States
privacy@exactmatter.com