Privacy Policy

The short version

We store the contacts you put into My Contact Base so we can show them back to you. We don't sell them, mine them, or share them with advertisers. There are no ads and no third-party trackers on your records. You pay us; that's the business model.

What we hold

• Your account — name, email address, a hashed password, and your display preferences such as theme and time zone.
• Your contacts — everything you enter or import: names, organizations, phone numbers, email addresses, postal addresses, notes, groups and relationships.
• Documents you attach to a person or organization.
• Activity records — who changed what and when, kept so you can answer that question later.
• Billing — handled by Stripe. Card numbers never reach our servers; we hold only a customer reference and your plan status.
• Contacts you bring across from a phone, if you use the app to copy them in. They become ordinary contacts in your workspace.
• Contacts read from a photograph — the text pulled off a business card or a sign. The photograph itself is not kept.
• Device passwords, if you set up phone sync — one per device, stored encrypted, so you can look them up again when configuring a phone — and what each phone sends back: changes, new people and deletes, as described under Phone sync below.

Where it lives

On Microsoft Azure, in the United States. The database is encrypted at rest and reachable only by our application. Documents sit in private storage and are served only through links that expire within fifteen minutes, to people you have granted access.

Photographs taken in the phone app are processed by Anthropic, in the United States, for as long as it takes to read them. They are not stored by us or by them.

The phone app

My Contact Base Capture is a separate app for iPhone. It does two things with data from your phone, and both are worth stating plainly.

• It reads the contacts already on your phone, with your permission, so you can copy them into your own account. Copying is one-way and read-only: nothing on your phone is changed, moved or deleted by it, and those contacts go into your workspace and nowhere else. Phone sync, described below, is a separate feature that does put contacts onto your phone — but only if you set it up.
• It reads photographs you take of business cards and signs. The picture is sent to our servers and passed to Anthropic, whose model reads the text on it. What comes back is shown to you to check and correct before anything is saved. The photograph is then discarded — we do not store it, and Anthropic do not use it to train anything.

The camera is open only while you are on the capture screen. Nothing is recorded, and no photograph leaves your phone unless you press the shutter.

The Migration Tool

My Contact Base Migration Tool is a separate app for iPhone with one job: copying the contacts already on your phone into your own My Contact Base account.

• It reads the contacts on your phone, with your permission: names, companies and job titles, phone numbers, email addresses, postal addresses, birthdays and other dates, websites and photos. It also reads which address book on the phone each one is kept in (iCloud, Outlook and so on), only to show you what it found; that list stays on your phone. Notes are not read: Apple does not let apps read them.
• It sends only the people you choose, over an encrypted connection, to the Circle you choose in your own workspace, and nowhere else. When the same person is on your phone more than once, the app can combine the copies into one person on your phone before sending.
• It never changes, moves or deletes anything on your phone. It does not ask for permission to write contacts.
• The backup file it offers to make is created on your phone and goes only where you send or save it.
• Your sign-in is kept in the iPhone's Keychain so you stay signed in; signing out removes it.

The Migration Tool has no ads, analytics, crash reporting or tracking of any kind.

Phone sync

Phone sync puts the Circles you choose into your phone's own Contacts app, using CardDAV. It is separate from the app above, and off until you set it up.

• Contacts are sent to your phone and stored there, by your phone, outside our control. Once a contact is on the device it is subject to whatever backup and sync arrangements you already have — iCloud, Google, or your employer's device management.
• Two-way sync is off unless you turn it on, and you turn it on one Circle at a time. With it on, changes you make on the phone are written back to your workspace. With it off, an edit made on the phone is not kept: the phone goes back to the shared version.
• People you add or delete on the phone wait for you. Someone new you add on the phone is stored in your account, in no Circle, until you choose one or discard them. Someone you delete on the phone is kept until you put them back or delete them for everyone.
• Details a phone keeps that we have no field for, such as a phonetic name, are stored with the person, shown to you read-only, and sent back to the phone unchanged.
• Each device gets its own password. We store it encrypted. It reaches your contacts only — it cannot sign in to My Contact Base, and it can be revoked without changing your account password.

Who can see it

Only people you put in your workspace, and only the Circles you grant them. Nobody outside your workspace can see your Circles unless you deliberately share one, and sharing requires the other party to accept before anything moves.

Our staff do not browse customer data. A platform administrator can sign into a workspace for support purposes; every such action is written to the audit log with the account used and the time.

What we don't do

• Sell or rent your data to anyone
• Use your contacts or your photographs to train anything, ours or anyone else's
• Keep the photographs you take — they are read, then thrown away
• Serve advertising, or allow advertisers to target you
• Run third-party analytics or tracking scripts over your records

Email we send

Service messages — password resets, sender verification — go to you directly. When you send a group email through My Contact Base, it goes out through our sending provider on your behalf, from an address you have verified. Every message carries a working unsubscribe link, and anyone who uses it is suppressed from your future sends automatically.

Keeping and deleting

Your data stays while your account is open. Delete a Circle and it is recoverable for thirty days, then permanently removed. Close your account and we delete your workspace data within thirty days, except records we are required to keep for tax or legal reasons.

Photographs are the exception to all of this, because they are never kept in the first place. They exist only for the seconds it takes to read them.

You can export everything at any time, on any plan including the free one, as CSV or vCard. We don't hold your data hostage to a subscription.

Your rights

You can ask us for a copy of what we hold, ask us to correct it, or ask us to delete it. Write to privacy@mycontactbase.ai and we'll respond within thirty days.

Where you hold contact details for other people, you are the controller of that information and we process it on your behalf. That means it is your responsibility to have a lawful basis for holding it.

Cookies

We use browser storage to keep you signed in and remember your display preferences. No advertising or tracking cookies are set.

Changes

If we change this materially we'll tell you in the app before it takes effect.

Contact

privacy@mycontactbase.ai