Privacy notice

Magic MIS is provided by OFF MANUAL. For information about you as our customer, we decide how and why it is used.

For personal data inside the files you load — the names of your clients’ customers, suppliers or employees, for example — you decide how and why it is used, and we process it on your behalf under section 7 of our terms. Your own privacy notice to those people covers that processing.

Contact us about privacy at privacy@magicmis.app.

• Account: email address, business name, and — when you first buy credits — billing address, country and, if you have one, GST registration.
• Security: sign-in times, IP address, browser and device type, and a one-way fingerprint of the device, used to show you your sign-in history and to warn you about sign-ins from new devices.
• Bot checks: when you sign up, ask for a confirmation link again or reset a password, a check from Cloudflare reads your IP address and details of your browser to tell a person from a program. We receive only whether the check passed, and keep nothing from it.
• Payments: what you bought, the amount, and the payment reference. Card and bank details are entered with our payment provider and are never received by us.
• Use of the service: the actions you run, their price, and your credit balance and history.
• Consents: which version of each document you accepted, when, and from which IP address.
• Welcome credits: a one-way coded fingerprint of your email address — not the address itself — made with a secret key, used only so that the same mailbox cannot receive welcome credits twice.

Files you upload are sent to our servers over an encrypted connection and encrypted as they arrive, under a key that belongs to that company alone. We read them to prepare the reports you pay for and to answer your questions about them, and for nothing else.

Uploaded files are kept, encrypted, until you delete them: they are your record of what each report was built from. You can see every file we keep for a company, download it, see each time it was opened and why, and delete it, on that company’s Files and settings page. Deleting a company or your account deletes its files.

No member of our staff has a screen, tool or role that opens an uploaded file. A file is decrypted only in memory, by the automated steps of something you start (counting its sheets when it arrives, sizing and running a run, answering a question) or by your own download, and each of those is recorded where you can see it.

Before any part of a file is sent to our AI provider, names and identifiers — such as party and employee names, tax and registration numbers, bank details, email addresses and phone numbers — are replaced with tokens. What is sent is limited to a sheet’s structure, a small sample of redacted rows, the names of ledgers, and — for chat — your question, the earlier messages of the same conversation, the facts you have asked the assistant to remember about the company, and the results of queries over your figures, within fixed size limits. Your messages and those facts are sent as you wrote them, so do not put passwords or other people’s personal details in them.

We keep each company’s memory — its mapping, templates, dashboard, monthly computed figures, generated workbooks, chat conversations and the facts you have asked the assistant to remember — encrypted under a key that belongs to that company alone. A fact is remembered only when you confirm it, and you can see, change or delete each one on the company’s Files and settings page.

• To provide the service you signed up for — running actions, keeping company memory, taking payment and sending the emails the service needs. This is necessary to perform our contract with you.
• To meet legal obligations — issuing tax invoices and keeping accounting records.
• To keep the service and your account secure — detecting new-device sign-ins, preventing fraud and abuse (including giving welcome credits once per person), and fixing errors. This is in our legitimate interest and yours.
• With your consent — before your first upload you are shown how your files will be processed and asked to agree. You can withdraw consent by deleting the company or your account.

AI requests are processed by Anthropic, acting as our subprocessor. It receives only the redacted content our server sends for the specific action you confirmed — never a whole file, and never the key that restores names.

Anthropic does not use content sent through its commercial API to train its models by default. We do not use your data to train AI models either.

Figures in your reports are calculated by our own calculation engine, not written by AI.

We do not sell personal data, and we do not use advertising or analytics trackers. We share information only with these service providers, and only to run the service:

We may also disclose information where the law requires it, or to protect the rights and safety of our customers and ourselves.

Your account, your uploaded files and each company’s memory are stored and processed in the United Kingdom. The European Commission recognises the UK as giving personal data adequate protection, so data from the European Economic Area reaches it without further safeguards.

Some of the providers above process data in other countries: our AI provider in the United States, our payment provider in India, our email and error-monitoring providers in the European Union, and our bot-check provider at whichever of its locations is nearest you. Where the law of your country requires it — for example in the UK or the European Economic Area — we rely on appropriate safeguards for those transfers, such as standard contractual clauses. For readers in India, the Digital Personal Data Protection Act allows these transfers, and none is to a country the Government of India has restricted.

• Account, security and consent records: for as long as your account exists. When you delete your account, your sign-in history — when, from which network address and on which device — is deleted, and your email and business name are removed. Our security log is built so that no entry can be changed or removed, so it keeps for good that each account event happened and when — a sign-in, a password change, a consent — with no email, name or business name. It has not held the network address of your sign-ins since 13 October 2026.
• Company memory: when you delete a company or your account, it is destroyed 30 days later by destroying the company’s encryption key. A company closed for an unpaid memory fee is destroyed the same way at the end of its archive period (section 5 of the terms).
• Facts the assistant remembers: until you delete them, which erases a fact at once, or until the company’s memory is destroyed.
• Uploaded files: until you delete them, or delete the company or your account.
• Generated workbooks: 365 days after they are created.
• Data export files: the download link works for 72 hours, after which the file is removed.
• Welcome-credit fingerprint: for as long as your account exists and 365 days after you delete it, then erased. You can ask our grievance officer to erase it sooner.
• Invoices and credit records: for as long as tax and company law requires — in India, at least eight financial years. A tax invoice or credit note keeps the buyer’s name, address and tax number it was issued with, because the law requires them on it; every other personal detail is removed when your account is deleted.

Company data is encrypted under a key unique to each company, and those keys are themselves protected by a managed key service; uploaded files are stored only in that encrypted form. Names and identifiers are redacted before anything is sent to our AI provider. Access to each account’s data is enforced in the database as well as in the application, and changes to credits and to sensitive settings are written to a tamper-evident log.

Sign-in is by password — or with Google or Apple where we offer it — with one active session per account, limits on failed attempts, and a fresh password check before sensitive actions such as exporting data or deleting an account. Please use a password you do not use anywhere else.

You can, at any time:

• access and export your data, from Privacy and data settings;
• correct your details, from Business profile;
• delete a company, or your whole account; and
• withdraw consent, by deleting the company or account concerned.

In India, under the Digital Personal Data Protection Act, you may also nominate someone to exercise your rights if you die or become incapacitated, and raise a grievance with our grievance officer (see below). If you are not satisfied with the response, you may complain to the Data Protection Board of India.

In the UK and the European Economic Area, you also have the right to restrict or object to processing, and to receive your data in a portable format. You may complain to your local data protection authority.

For anything you cannot do yourself in the service, write to privacy@magicmis.app. We will respond within the time the law requires.

The service is for businesses and is not intended for anyone under 18. We do not knowingly collect information about children.

Grievance officer: Dwahnil Baria, privacy@magicmis.app.

We may update this notice. For a material change we will tell you by email or in the service before it takes effect, and where the change affects how your files are processed, we will ask for your agreement again before your next upload.