At Mathema, we value your trust and care about the privacy and security of your personal data. This Policy explains what data we collect, how and why we process it, who we may share it with, and what rights you have.
The purpose of this Policy is to transparently inform you about the use of your data in accordance with Regulation (EU) 2016/679 (GDPR) and other applicable data protection laws.
Please read this Policy carefully to understand how we protect your data. By using the Platform, you confirm that you have read and agreed to this Policy.
1. Data Controller and Contacts
The personal data controller is the Mathema group of companies, including:
- MATHEMA SP. Z O.O. (Warsaw, Poland, ul. Złota 7/28, 00-019),
- Mathemame OÜ (Tallinn, Estonia, Tornimäe tn 5, 10145),
- Mathemame, Inc. (Wilmington, Delaware, USA).
Contact email: [email protected].
As of the publication date, no Data Protection Officer has been appointed. If one is appointed, this Policy will be updated.
2. Definitions
- Platform / Mathema — the online service https://mathema.me and mobile applications belonging to the Mathema group of companies.
- Client — an individual who orders and/or pays for the Platform's services. If the Client is a minor, orders are placed by their legal representatives (parents, guardians).
- Student — a person who directly participates in the learning process.
- Tutor — an individual or legal entity providing tutoring services through the Platform.
- Terms — Mathema's Terms and Conditions, available on our website.
- Personal Data — any information relating to an identified or identifiable person.
- Data Processing — any operation with personal data (collection, storage, use, transfer, deletion, etc.).
- Cookies — small text files stored in the browser for technical, analytical, or marketing purposes.
3. Categories of Data We Process
- Account data: first name, last name, email, password, phone number.
- Student data: age, knowledge level, messages, and notes.
- Tutor data: qualifications, experience, lesson calendar, payment details, photo, messages, and notes.
- Financial data: transaction IDs, amounts, payment times (without storing full card details).
- Technical data: IP address, cookies, browsing history.
- Lesson materials: chats, files, video calls (recording only with separate consent).
- Children's data: processed only with consent and under the supervision of parents/guardians.
Google User Data
Our Platform accesses Google account data only if the user chooses to log in via Google.
- Data we access: first and last name, email address, profile photo.
- How we use the data: this data is used exclusively for user authentication (Google login), creating or confirming a Mathema account, and identifying the user.
- Data transfer: we do not share Google data with third parties and do not use it for marketing purposes.
- Storage and protection: data is stored in the user's profile on secure servers using modern encryption standards. Only authorized Mathema employees have access to it.
- Storage period and deletion: data is stored only for the duration of the account's existence. The user may request deletion of their data at any time by sending a request to [email protected]. In such a case, the data will be deleted within 30 days. For detailed information, see our User Data Deletion Policy.
4. Purposes and Legal Bases of Processing
We process data only on legal grounds under GDPR and other applicable laws:
- Contract performance — providing services, account administration, conducting lessons, payments.
- Legal obligation — tax and accounting records, fulfilling requests from authorities.
- Legitimate interest — Platform development and security, fraud prevention, analytics, dispute resolution.
- Consent — marketing, newsletters, lesson recordings, publishing reviews.
5. Profiling and Automated Decisions
The Platform may use algorithms to generate tutor ratings and recommendations for students. This does not create legal consequences for users. The Client has the right to challenge the result and request human intervention.
6. Data Recipients
We share data only when necessary:
- payment system operators and banks (e.g., Stripe, Visa/Mastercard, and other payment providers that process transactions),
- hosting and cloud service providers (AWS, WP Engine),
- communication and learning tools (Zoom, Google Meet, Helpcrunch, SendPulse),
- CRM and analytics tools (Creatio, Notion, Looker, Finmap),
- electronic document management (DocuSign),
- other Mathema affiliated companies.
7. International Data Transfers
When transferring data outside the European Economic Area (EEA), we apply EU Standard Contractual Clauses (SCCs) and other appropriate safeguards to ensure your data is protected.
8. Data Retention Period
- Account — until deletion or prolonged inactivity (usually up to 90 days).
- Accounting documents — up to 5 years, or as required by applicable law.
- Dispute resolution data — until the statute of limitations expires.
- Marketing consent — until withdrawn.
9. Communication, Marketing, and Newsletters
We may send messages about:
- account operation, schedule changes, security;
- news and offers (only with consent).
You can unsubscribe via the link in the email or by contacting support.
10. Children and Minor Users
Users can register on the Platform regardless of age.
- Students: paid services are available only from age 14. If the Client is under 14, all actions on their behalf are taken by parents or legal guardians. If the Client is between 14 and 18, ordering and payment of services are made with the participation and consent of parents/guardians.
- Tutors: a person can provide paid services as a Tutor only from age 18.
- Children under 13: we do not knowingly collect personal data of children under 13 without parental/guardian consent and supervision.
11. Data Processing for Refund Requests
If a Client submits a refund request, we process the following personal data:
- first and last name,
- email and phone number,
- bank account details,
- date and amount of the transaction,
- comment or reason for the request (optional).
This data is used solely for processing the request and issuing the refund.
12. Information Security
We apply:
- traffic encryption,
- access control,
- audits and backups,
- agreements with contractors regarding data protection.
In case of a data breach, we will notify the competent authorities and affected users in accordance with applicable law.
13. Confidentiality
All information received from Clients is confidential and is not shared without their consent, except where required by law.
14. User Rights
Under GDPR and other applicable laws, you have the right to:
- access your data,
- request correction or deletion,
- restrict processing,
- object to processing,
- transfer your data (data portability),
- withdraw consent,
- file a complaint with the relevant data protection authority in your country of residence.
15. Cookies
We use:
- necessary cookies,
- analytical cookies,
- marketing cookies (only with consent).
16. Applicable Law and Dispute Resolution
This Policy is governed by the laws of the jurisdiction where the relevant Mathema entity providing services to you is established. In case of disputes, we encourage users to contact us first to resolve the issue amicably. If no agreement is reached, disputes will be resolved in the competent courts of that jurisdiction.
17. Policy Changes
Mathema may amend this Policy. New versions are published on the website. For significant changes, users will be notified by email.
TL;DR – Short Version
- We process only the data needed for the Platform to operate.
- We use trusted payment systems and reliable partners.
- You have full rights under GDPR and applicable data protection laws.
- Contact: [email protected].
