Operator: VizTekPro LLC ("we," "us," "our")

Service: MagicDocs — AI-Powered Field Documentation Platform

Website: https://magicdocs.xyz

Privacy Contact: privacy@magicdocs.xyz

1. Information We Collect

Account information: Name, email address, organization, and password when you create an account. If you sign in via Google, we receive your name and email from that service.

Content you submit: Emails, text messages, voice recordings and transcriptions, and manual input you send to the Service for document processing. This content is stored to provide the Service and maintain your document history.

Usage data: We collect anonymized usage metrics including page views, feature usage, and error logs to improve the Service.

Payment information: Processed by Stripe. We do not store credit card numbers or bank account details on our servers.

Mobile phone number: If you use SMS features, we collect and store your mobile phone number to deliver messages and process your inputs.

2. How We Use Your Information

  • To provide and maintain the Service
  • To process your content through AI providers for document generation
  • To send you account-related communications
  • To deliver SMS confirmations and status updates to your mobile phone
  • To enforce our Terms of Service
  • To improve the Service based on anonymized usage patterns

3. AI Processing and PII Protection

Content submitted to the Service is processed by third-party AI providers. Before sending your content to AI providers, we automatically strip detectable personally identifiable information (PII) including email addresses, phone numbers, and identification numbers. Original values are restored after AI processing.

We use AI providers with zero data retention policies — your content is not used to train AI models. However, we cannot guarantee that all PII will be detected and stripped. Do not submit highly sensitive information (medical records, financial account numbers) without understanding the risks of automated processing.

4. Data Sharing

We do not sell your data. We share information only with:

  • AI providers — to process document updates (with PII stripped)
  • Stripe — to process payments
  • Twilio, Inc. — to deliver SMS messages to and from your mobile phone. Twilio's privacy policy applies to SMS data: twilio.com/legal/privacy
  • Email infrastructure — to receive and route your email submissions
  • Cloud hosting provider — to host and operate the Service

Your mobile phone number and messaging consent are not shared with third parties for marketing purposes.

5. Data Retention

  • Generated documents and logs: 24 months from creation
  • Voice recordings (raw audio): 30 days, then permanently deleted
  • SMS message content: 24 months
  • Email inputs: 24 months
  • Account information: Duration of account + 90 days
  • Payment records: 7 years (legal obligation)
  • Usage logs: 13 months

Upon account deletion, all data is deleted within 30 days, except where required by law.

6. SMS Messaging

Program description: MagicDocs uses SMS messaging to provide status updates and confirmations to existing paid subscribers. If you are a current MagicDocs subscriber with an active account, you may receive text messages at the mobile number you provided during account setup.

What you will receive:

  • Confirmation messages when you submit project updates or field notes via text
  • Status notifications about your documents and projects
  • Support responses when you text our number with questions

Opt-in: You opt in to SMS messaging by providing your mobile phone number in your MagicDocs account settings or by texting our MagicDocs number directly. Message frequency varies based on your usage. Standard message and data rates may apply.

Opt-out: You can stop receiving SMS messages at any time by replying STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, OPTOUT, or REVOKE to any message from us, or by disabling SMS notifications in your account settings. After opting out, you will receive one final confirmation message. You can opt back in by replying START.

Help: Reply HELP or INFO to any message for support information. You can also contact us at support@magicdocs.xyz.

SMS privacy: Your mobile phone number and SMS content are handled under the same privacy protections described in this policy. We do not share your phone number with third parties for marketing purposes. SMS messages are processed through Twilio (twilio.com), our messaging provider, subject to their privacy policy.

7. Your Rights

You may request to:

  • Access your personal data
  • Export your documents
  • Delete your account and all associated data
  • Correct inaccurate information

Contact privacy@magicdocs.xyz to exercise these rights.

8. Cookies

Essential cookies: We use strictly necessary cookies to maintain your login session and remember your preferences (such as cookie consent). These cannot be disabled as they are required for the Service to function.

Analytics cookies: With your consent, we use anonymous analytics cookies to understand how visitors use our site. These help us improve the Service. No personal information is collected through analytics cookies. You can opt out at any time via the cookie banner or by contacting us.

Third-party cookies: We do not use advertising cookies or sell data to third parties. Our payment processor (Stripe) may set its own cookies on payment pages, governed by their privacy policy.

You can manage cookie preferences through your browser settings or by using the cookie consent banner that appears on your first visit.

9. Changes

We may update this Privacy Policy from time to time. Material changes will be communicated via email or through the Service at least 30 days in advance.