Privacy policy
Last updated 28 October 2026
- Your workspace's notes belong to your workspace, and each person sees only what their role allows.
- AI features send text to outside AI providers only when someone uses them, and for search indexing only in workspaces that have AI search on.
- We do not sell personal information or use it for advertising.
Who is responsible
Contentmunch's privacy officer is responsible for the personal information described here, and answers questions and requests about it at mail@contentmunch.com.
What we collect
Account details: your name, email address and username, and your role in the workspace. If you sign in with Google, Google gives us a permanent account identifier, your name and email address, and for a Google Workspace account the domain it belongs to. We use the identifier to recognise you when you come back, because email addresses can change hands.
Your workspace's content: the notes, images and files people in your workspace write or upload, and the settings an administrator chooses, including who may see each restricted category.
How the service is used: counts of calls, AI use and storage for each workspace; how often each note is opened and whether it was reached by search, navigation or a direct link; and the words people search for. These are kept as totals for the workspace. The analytics screens do not show who searched or who opened a note.
Technical records: our servers and the network provider in front of them record standard request details, such as IP address, the time and the address requested, to keep the service secure and to find faults.
What you send us: if you use Request Access or Talk to Us, the name, email address and message you enter. We use them only to reply.
Questions you ask in Help: editors and administrators can ask a question in plain words in Help and get an answer from our platform documentation. We keep each question and answer, the documents the answer used, a thumbs up or down if you give one, and whether you went on to send a message, without your name, email address, workspace or IP address: only whether you were an editor or an administrator, and the kind of work the workspace does. Email addresses and long numbers in a question are blanked out before it is kept. We read them to improve the documentation, and they are deleted after 14 days unless we have turned one into a general question and answer or a note about the product, which contain none of your words.
How we use it
To run the service for your workspace: sign you in, show people the notes they are allowed to see, search them, and keep them in step with any site that uses your published notes.
To show administrators and editors how the workspace is used, such as which notes are read and which searches find nothing, and to apply usage limits.
To reply to you when you contact us. We do not use your content to advertise, and we do not sell personal information.
Who sees your content
Your workspace's content belongs to your workspace. Each person sees only what their role and the note's audience allow. Text marked for particular readers is not shown to anyone else, and is left out of search results, summaries and answers for them. The search index we keep, including the passages shown in search results, is built without it. Content in one workspace is never shown in another.
A personal workspace has one account, and its notes belong to that person.
How AI is involved
Contentmunch uses outside AI providers for a few features. We may change which providers we use, and your administrator can switch the AI features off for the workspace.
When someone uses an AI tool (a summary, a quiz, flashcards, a draft, or Ask about this), the text of the note or passage and the question are sent to the provider to produce the result. When an editor or administrator uses Ask in Help, their question is sent to the provider together with our platform documentation, which holds no workspace content. The documentation sent is the version written for the person asking, so a section for administrators is sent with an administrator's question and not with anyone else's. These tools work from the version of the note that every reader can see: text marked for particular readers is left out, and a question about such text is refused.
That includes suggested edits: when an editor asks AI to suggest changes, restricted sections of the text they have open are replaced by a marker before anything is sent, and AI cannot suggest changes to them.
When a note is saved in a workspace that has AI search on, its text, without any part restricted to particular readers, is sent to be turned into a numerical index so search can match meaning as well as words. The text is cut into sections and each section is sent, so a question can be matched to the part of a note that answers it; a very long note is used up to a limit of about eighty sections. A search query is turned into the same kind of index. While an editor writes, a passage they have pasted or just finished (a long paragraph) can also be turned into this index, before the note is saved, to tell them that a note saying much the same already exists; the same parts left out apply. Workspaces with AI search switched off send nothing for any of this.
AI features never change a note on their own. Results are kept only if a person chooses to keep them, and a kept answer or summary is stored with the note.
Who else handles it
We use service providers to run Contentmunch: for network protection and delivery of the site, for storing uploaded files, for the AI features described above, and for Google sign-in.
These providers handle data only to provide their service to us, under their own terms. We do not sell your information, and we do not share it for advertising.
Where your data is stored
The database and the application that serve your workspace run on servers we operate in Ontario, Canada.
Uploaded files, and a copy of each night's database backup, are kept with our network provider, set to store them in eastern North America.
Each workspace's notes and their version history are kept in our database. Older versions are moved to the same file storage as uploaded files, with our network provider. AI conversations, where a workspace has any, are kept there too, private to the person who had them.
Our service providers, including the AI providers and our network provider, process data outside Canada, including in the United States. Traffic to the site passes through our network provider's servers around the world.
How long we keep things
Your workspace's content and account details: while the workspace is active, and until you ask us to remove them (see below).
Application logs: about a day.
Messages queued for processing, such as a saved note waiting for its search text to be prepared, including any that failed: about a day.
Usage and performance measurements, which are counts and rates and hold no note text: 15 days.
Database backups: 30 days, then deleted, both on our server and in the copy kept with our network provider. A backup is a copy of the whole database, so something removed from a workspace can remain in a backup for up to 30 days.
Questions asked in Help and their answers: 14 days, then deleted.
Messages sent through Request Access or Talk to Us: 30 days, then deleted. You can also ask us to delete yours sooner.
Our network provider keeps its own records of requests to the site, under its own terms.
Keeping and removing data
When a person or a note is removed inside a workspace, it disappears for everyone in that workspace but is not erased at once: deleted notes are kept out of sight, and archived notes stay as read-only records.
To have personal information or content erased for good, or a whole workspace closed, email mail@contentmunch.com or use Talk to Us on the home page. We will confirm what we hold and act on a valid request, including search indexes and saved AI results made from it. Closing a workspace deletes its records, its uploaded files, its saved versions and its AI conversations. Copies in database backups are deleted within 30 days.
You can also ask us to correct or export the personal information we hold about you.
Security
Traffic to Contentmunch is encrypted in transit. Access to a workspace is limited by role, and administrators control who is in it. No system is perfectly secure, and we will tell affected workspaces if something happens that puts their data at risk.
Changes to this policy
If we change this policy in a way that matters, we will add a dated note below and tell workspace administrators.
28 October 2026: Said that a personal workspace has one account, and that its notes belong to that person.
27 October 2026: Removed the record of an administrator's reads of restricted categories, which is no longer kept. Described Ask in Help: what is kept from the questions editors and administrators ask (anonymously, for 14 days), and that they are sent to the AI provider with the platform documentation.
20 October 2026: Corrected what waits in our message queues (notes are no longer sent to an outside code host), and said that AI conversations are kept in file storage, private to the person who had them.
19 October 2026: Described the access records a workspace keeps when an administrator reads a restricted category, and that an administrator controls who may see each restricted category.
14 October 2026: Added who is responsible and an email address for privacy questions and requests, where data is stored (including the off-site copy of database backups), and how long things are kept (messages sent to us are deleted after 30 days).
13 October 2026: First published.
Questions about this policy? Email mail@contentmunch.com or