Privacy Policy

1. Who we are

MaWiki is a product of Edge Software Pty Ltd, an Australian proprietary limited company. Edge Software Pty Ltd is the data controller for personal information collected through this website, the MaWiki web app, the MaWiki desktop app, and any associated APIs and services (together, the “service”).

You can reach us at:

• General support: support@mawiki.com
• Privacy questions and requests: privacy@mawiki.com
• Postal: Edge Software Pty Ltd, Sydney, Australia

2. What we collect

2.1 Information you give us

• Account details: your email address, display name, and a hashed password (we never see or store your password in plain text).
• Workspace content: documents, comments, attachments, AI chat messages, and any other content you create or upload while using MaWiki. We store this on your behalf so we can show it back to you and your teammates.
• Billing details: if you upgrade to a paid plan, your billing name, billing email, and country are collected. Card numbers are entered directly into our payment processor (Stripe) and never reach our servers.
• Support correspondence: when you email us, we keep the email and any context you provide so we can help you and improve the product.

2.2 Information collected automatically

• Device and connection data: IP address, browser type and version, operating system, and device identifiers, used to secure your sessions and diagnose problems.
• Usage data: which pages you visit inside the app, which features you use, and basic timing data (for example, how long an AI answer took to generate). We use this to improve the product.
• Diagnostic logs: server logs and error reports, retained for 30 days unless they relate to a security incident.
• Cookies and local storage: see section 9 below.

2.3 Information from third parties

• If you sign in with a third-party identity provider (when offered), we receive your email address and name from that provider.
• If you import documents from another tool (Notion, Confluence, Word, PDF, Markdown), we receive the content of those documents and store it as workspace content.

3. Why we collect it (lawful bases)

We only collect personal information when we have a clear reason to. Those reasons are:

• To provide the service you signed up for, including storing your documents, generating AI answers, and syncing changes between devices.
• To bill you for paid plans and prevent fraud (contractual necessity).
• To secure the service, detect abuse, and protect users (legitimate interests).
• To improve the product using aggregated and de-identified usage data (legitimate interests).
• To comply with law, including responding to valid legal requests (legal obligation).
• With your consent, for anything that falls outside the categories above. You can withdraw consent at any time.

4. How AI features work

MaWiki has an AI assistant that can answer questions about your documents. There are two ways the assistant can run, and you choose which one is used.

4.1 Cloud AI (default)

• Your question and the relevant snippets of your documents are sent to a language-model provider (currently Anthropic and OpenAI, depending on the model you select) so the provider can generate a response.
• The providers we use have agreed not to train their models on your data. Inputs and outputs are retained by the provider for short windows for abuse monitoring and then deleted, in line with their published policies.
• You can switch cloud AI off for the whole workspace from settings. With it off, no document content is sent to any cloud model provider.

4.2 Local AI (desktop app only)

When you install the MaWiki desktop app, you can choose to run the assistant entirely on your computer. Local AI uses a small language model (typically 2 to 6 GB) downloaded from Hugging Face the first time you enable the feature, then served by a llama.cpp engine bundled with the app.

• While local AI is selected, your prompt and document snippets are sent only to the local engine running on http://127.0.0.1 on your own machine. They do not leave your device.
• The model files are downloaded from Hugging Face on first install and cached locally. Once cached, no further contact with Hugging Face is required to use the assistant.
• Hugging Face will see the IP address that downloaded the model and the model URL, the same as any other download. Hugging Face does not see your prompt or any of your documents.
• You can switch back to cloud AI, or turn AI off entirely, from the desktop setup screen at any time.

5. Who we share information with

We share information only with the service providers we need to run MaWiki. We do not sell personal information, and we do not share it for advertising.

We may also disclose information when required by law, in response to a valid legal process, or to protect the rights and safety of our users and the public.

6. Desktop app: what stays on your device, and what syncs

The MaWiki desktop app is a local-first companion to the web app. It is built so you can keep working when you are offline, and so the things that should stay private to your machine actually do.

6.1 What syncs to MaWiki's cloud

• Document content and document metadata: titles, body, and the underlying CRDT updates that allow real-time collaboration. The desktop app pushes these to the cloud roughly every five minutes when you are online, and immediately when you save a document.
• Spaces, permissions, and members: so your teammates see the same workspace structure across devices.
• Account and billing details: as described in section 2.

6.2 What stays only on your device

• Your local search index: built from the documents the app has cached locally. It is rebuilt on the device and is never uploaded.
• Local AI model files: kept in the app's data directory on your computer. They are never copied to our servers.
• App preferences: theme, sidebar layout, last-opened document, and any drafts that have not yet synced. These live in browser local storage and a local database the app uses for offline support.
• Keys and tokens: API keys you supply for cloud AI providers (when you bring your own key) are stored on your device and used only to call the provider you configured. They are not uploaded to MaWiki.

6.3 Offline support

The desktop app caches up to the 500 most recent documents you have access to (capped at roughly 200 MB of disk for 30 days) so you can read and edit them without a connection. Edits accumulate in a local database and are pushed to the cloud once you reconnect.

6.4 App updates

When you choose “check for updates” in the desktop app, the app fetches a small JSON manifest from https://mawiki.com/desktop/latest/updater.json and, if a newer version is available, downloads the installer from the same domain. The desktop app does not auto-update in the background. If you installed the app from the Microsoft Store, updates are delivered by the Store instead.

7. Telemetry and analytics

Telemetry is off by default. The app does not send any usage or crash data to us until you explicitly opt in from the “Telemetry” setup screen.

7.1 What we collect when you opt in

• Anonymous feature-use events: which screens you open, which AI model family you select, basic timings (for example, how long an answer took to generate).
• Sync-health signals: queue depth, failure rates, retry counts.
• Crash reports: stack trace, app version, browser or operating-system version. No screen contents.

7.2 What we never send, even when telemetry is on

• Document content, titles, comments, attachments, or AI prompt and response text.
• Customer or tenant business data.
• Email addresses, display names, billing details.
• API keys, passwords, or session tokens.

7.3 Turning it off

Open the app, go to Setup → Telemetry, and toggle the switches off. The change takes effect immediately and applies to both the desktop and web app on the same account.

8. International transfers

Your data is primarily stored in our AWS region in Sydney, Australia. Some of the providers listed in section 5 operate from the United States or the European Union. When personal information is transferred outside Australia, we rely on the contractual safeguards each provider offers (Standard Contractual Clauses, the EU-US Data Privacy Framework where applicable, and the Australian Privacy Principles).

9. Cookies and local storage

MaWiki uses cookies and local storage for the service to work:

• Session cookies: keep you signed in.
• CSRF tokens: protect against cross-site request forgery.
• Local storage and IndexedDB: remembers your theme, sidebar layout, drafts that have not yet synced, and the offline document cache used by the desktop app.
• Anonymous analytics: only when telemetry is opted in (see section 7). We do not use third-party advertising trackers or social-media pixels.

You can clear cookies and local storage at any time from your browser, or from the “Reset local data” button on the desktop setup screen. Doing so will sign you out and clear any drafts that have not yet synced.

10. How long we keep it

• Workspace content (documents, attachments, AI chats) is kept for as long as your workspace is active.
• If your workspace is cancelled, content is retained for 30 days so you can change your mind, then permanently deleted.
• Server diagnostic logs are kept for 30 days unless they relate to a security incident.
• Billing records are kept for 7 years to meet Australian tax law.
• Support emails are kept for 2 years.

11. How we protect it

• All traffic between you and MaWiki is encrypted with TLS.
• Workspace content is encrypted at rest.
• Access to production data is limited to the engineers who need it, and every access is logged.
• We use multi-factor authentication on all admin access.
• We follow industry-standard practices around vulnerability management, patching, and dependency review.

12. Your rights

You can:

• See the personal information we hold about you.
• Export your workspace content as Markdown, JSON, or PDF at any time, from your settings page.
• Correct inaccurate information from the same place.
• Delete your account and all associated content, from settings or by emailing us.
• Object to a specific use of your information, or withdraw consent.
• Lodge a complaint with the Office of the Australian Information Commissioner (oaic.gov.au) or the data-protection authority in your country.

Requests can be sent to privacy@mawiki.com. We respond within 30 days.

13. Children

MaWiki is not directed at children under 13, and we do not knowingly collect personal information from anyone under 13. If you believe a child has signed up, please contact us and we will remove the account.

14. Changes to this policy

We update this page when we make material changes to how the service handles personal information. The effective date at the top of the page tells you when the current version took effect. For changes that affect you in a meaningful way, we will email account owners at least 14 days before the change comes into effect.

15. Contact

Questions about this policy or your privacy can go to privacy@mawiki.com. We aim to reply within two business days.