Privacy Policy

Effective date:
Last updated:

This Privacy Policy explains how ("MagiNotes", "we", "us", or "our") collects, uses, stores, shares, and protects personal information when you use our websites, apps, APIs, support channels, and related services.

1. Scope

This Privacy Policy applies to:

our website at
our mobile application and related services
our account, billing, support, and communications workflows
our backend systems, including APIs and hosted service infrastructure

2. Who we are

MagiNotes provides note capture, transcription, AI-assisted note refinement, account services, and related tools. For privacy inquiries, contact us at .

3. Information we collect

3.1 Information you provide directly

name and account identity details
email address and login credentials or federated login identifiers
profile information you choose to provide
notes, transcripts, corrections, prompts, uploads, and support messages
billing and transaction details, excluding full payment card data if processed by third-party payment providers

3.2 Information collected automatically

device and app information
log, diagnostics, and error data
session activity and feature usage
IP address, browser type, operating system, and approximate location inferred from network data
cookie and similar technology data on the website

3.3 Information from third parties

authentication providers such as Google, where you choose to sign in through them
app stores and payment processors for subscription or payment confirmation
service providers that help us secure, host, operate, or support the platform

4. Sensitive and special information

Depending on how you use MagiNotes, your notes, recordings, transcripts, or uploads may contain sensitive personal information, confidential business information, or special-category data. You are responsible for ensuring you have the right to upload or process such content through the service.

We do not intentionally require sensitive personal information unless it is necessary for the service you choose to use. Where applicable, we process such information only under an appropriate lawful basis and with suitable safeguards.

5. How we use personal information

to create and manage your account
to provide note capture, transcription, AI, storage, and account features
to authenticate users and secure the platform
to process subscriptions, credits, payments, refunds, and billing records
to provide customer support and respond to requests
to improve, monitor, test, troubleshoot, and maintain the service
to prevent fraud, abuse, unauthorized access, and other harmful activity
to comply with legal obligations and enforce our Terms
to send service notices and, where lawful, product updates or marketing communications

6. Legal bases for processing

Depending on where you are located and how you use the service, we may process personal information:

to perform a contract with you
with your consent
to comply with legal obligations
to protect legitimate interests such as security, fraud prevention, product improvement, and service delivery

7. AI and transcription processing

MagiNotes may process text, audio, transcripts, prompts, corrections, and note content to provide transcription, summaries, rewrites, action extraction, and other AI-assisted features.

Where third-party AI or infrastructure providers are used, we use them as service providers to help deliver the requested functionality. We aim to limit data shared with vendors to what is reasonably necessary for the feature being used.

We do not sell your note content. We may use limited service data to operate, secure, debug, and improve the service, subject to our contractual arrangements, internal controls, and applicable law.

8. Cookies and similar technologies

Our website may use cookies and similar technologies for session management, preferences, analytics, security, and performance. You can control cookies through your browser settings, although doing so may affect parts of the site.

9. When we share information

We may share personal information with:

hosting, infrastructure, storage, security, analytics, and support providers
identity, payment, billing, and app-store providers
professional advisers, auditors, or insurers where reasonably necessary
law enforcement, regulators, courts, or other parties where required by law
a successor entity in connection with a merger, acquisition, restructuring, or sale of assets

We do not sell personal information in the ordinary sense of selling customer lists or note content for money. If a law defines "sale" or "sharing" broadly enough to apply to a specific activity, we will honor any rights and notices required by that law.

10. International transfers

Your information may be processed in countries other than the one in which you live. Where required, we take reasonable steps to protect personal information transferred across borders, including through contractual safeguards, provider due diligence, and security controls.

11. Data retention

We retain personal information for as long as reasonably necessary for the purposes described in this Policy, including to provide the service, maintain records, comply with legal obligations, resolve disputes, and enforce agreements.

Retention periods may vary depending on the type of data, the feature used, your account status, and applicable legal or operational requirements.

12. Security

We use reasonable technical, administrative, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. No system can be guaranteed to be completely secure, and you should also protect your own devices, credentials, and account access.

13. Your rights

Depending on applicable law, you may have rights to:

access personal information we hold about you
correct or update inaccurate information
delete certain personal information
object to or restrict certain processing
withdraw consent where processing is based on consent
request portability of certain information
opt out of certain marketing communications
lodge a complaint with an applicable regulator

To exercise rights, contact us at . We may need to verify your identity before acting on a request.

14. Children

MagiNotes is not directed to young children, and we do not knowingly collect personal information from children in violation of applicable law. If you believe a child has provided us with personal information improperly, contact us and we will review and act as appropriate.

15. Third-party links and services

Our website or app may link to third-party services. We are not responsible for the privacy practices of third parties, and you should review their privacy notices separately.

16. POPIA-specific notice

For users in South Africa, we aim to process personal information in line with the Protection of Personal Information Act, including transparency, lawful processing, security safeguards, and support for data subject rights.

17. California and similar regional rights notice

If you are entitled to regional privacy rights, including rights relating to access, deletion, correction, and control over certain uses of personal information, you may exercise those rights by contacting us.

18. Changes to this Policy

We may update this Privacy Policy from time to time. We will post the updated version here and update the “Last updated” date above. Material changes may also be communicated through the service or by email where appropriate.

19. Contact us

Privacy questions and requests:

General support:

You may also request deletion of your account and associated personal information by visiting our account deletion page at /delete-account or by contacting us at .