Privacy policy

Last updated 13 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.

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.

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.

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.

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. 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. Only the first part of a very long note is used. A search query is turned into the same kind of index. Workspaces with AI search switched off send nothing for 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. If an administrator connects a GitHub repository to a workspace, the notes they choose to sync are sent there, and stay in that repository's history.

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.

Cookies and similar storage

We use a cookie to keep you signed in. Your browser's own storage keeps small conveniences such as recent searches, layout choices and unsaved drafts on your device.

We do not use advertising or cross-site tracking cookies.

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, 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. Copies in backups, and in a GitHub repository an administrator connected, are not removed immediately.

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.

13 October 2026: First published.