Privacy
What we collect, and what we do with it
This describes what Magnolia Systems actually does with information, not what a template says a company might do. Where a protection is not yet built, it says that too.
Effective 10 September 2026 · Questions: iris@magnoliasystems.ai
Who we are
Magnolia Systems Technologies, Inc. (“Magnolia Systems”, “we”), a Delaware corporation operating from New Jersey. Registered address: 331 N. Post Rd, PO Box 63, Princeton, New Jersey 08550. Privacy enquiries: privacy@magnoliasystems.ai.
This policy covers Magnolia IRIS, Magnolia Synergy, and this website. It does not cover Magnolia FieldSense or Magnolia Haven, which are not open to users and will have their own terms before they are.
We hold two different roles, and they matter
For IRIS we are the controller: it is our product, and we decide why information is processed. This policy governs it.
For Synergy we are a processor. Synergy holds employee records — names, identifiers, email addresses, roles, wages and tips — belonging to the business that uses it. That business decides what is collected and why; we act on its instructions. If you are an employee of a business that uses Synergy, your employer is the controller of your data, not us, and a request about it should go to them. The terms governing that relationship are in a Data Processing Addendum signed with the business.
What IRIS collects
| Information | Why |
|---|---|
| A sign-in identifier from Microsoft Entra | To tell your workspace from someone else’s. It is a pairwise identifier — meaningless outside this application. |
| Your verified email address | To review your access request, and to send you what you ask us to send. |
| Your access request and its outcome | IRIS is reviewed before access is granted. We record the request, who decided, when, and any note they left. |
| What you type into IRIS, and what IRIS replies | This is the product. Your planning conversations, briefs and generated specifications are stored so they are there when you return. |
| A count of requests per hour | To enforce a usage limit. It is a number, not a record of what you asked. |
We do not ask for, and IRIS is not built to hold, payment card numbers, government identifiers, or health information. Please do not put them into a planning conversation.
What this website collects
Nothing. There are no analytics, no cookies, no tracking pixels, no advertising tags and no third-party scripts on these pages. We are not describing an intention — there are none present, and our own engineering rules block them from being added without review. If that changes, this section changes first.
Where it is stored
In Microsoft Azure, in the East US 2 region, in the United States. If you are outside the United States, using IRIS means your information is transferred there.
Since 6 September 2026 the storage account holding IRIS content has public network access disabled. It is reachable only over a private network path inside our own Azure network. That is a deliberate architectural decision, recorded and enforced, not a setting we intend to apply later.
Artificial intelligence, and what it does not do
IRIS sends what you write to Azure OpenAI, running in East US 2 under our Microsoft agreement, to produce its replies.
Your content is not used to train foundation models. Microsoft does not use Azure OpenAI customer data for that purpose, and neither do we. We do not sell your information, and we do not use one customer’s planning content to serve another.
One thing you should know because it is not ours to change: Microsoft may retain prompts and responses for up to 30 days for abuse monitoring, unless a zero-retention exemption applies. That is Microsoft’s retention operating on their systems, separate from ours below.
If you pay us
Payment is handled by Stripe. Your card details go from your browser to Stripe directly and never reach a Magnolia system — we could not see your card number if we wanted to.
What we send Stripe is the billing email, the organisation name and the number of seats. Never a planning conversation, a brief or a specification.
Who else processes it
Only the providers listed on our sub-processor page. We publish that list rather than describing it in the abstract, and it changes when they do.
How long we keep it
| Situation | How long |
|---|---|
| Your account is active | Until you delete the content. A planning brief is only useful if it is still there next month. |
| You close your account, or we close it | 30 days, then deleted |
| A trial that ended and was never taken up | 90 days after the trial ends, then deleted |
| Records we must keep by law, such as billing | As long as the law requires |
Deleting your information
You can delete a workspace yourself, in the product, at any time. That works today.
You can delete a conversation and its transcript yourself as well. That also works today.
Deleting a conversation removes the transcript and the record of the model runs behind it together. It cannot be undone, and we do not keep a shadow copy. If a transcript was included in something you sent us earlier, deleting it here does not reach that copy — email us and we will remove that too.
Your rights
Depending on where you live, you may have the right to see what we hold, correct it, delete it, obtain a copy, or object to how it is used. Residents of California, and people in the United Kingdom and European Economic Area, have specific statutory rights. Email us and we will respond within 30 days. We will not charge you, and we will not treat you differently for asking.
We do not sell personal information, and we do not share it for cross-context behavioural advertising.
Security
Sign-in is handled by Microsoft Entra; we never see or store a password. Content is encrypted in transit and at rest. The IRIS data store is reachable only over a private network path. Access by our staff is limited to those who need it to review a request or support you.
No system is perfectly secure, and anyone who tells you otherwise is selling something. If we discover a breach affecting your information, we will tell you and the relevant regulator as the law requires.
Children
IRIS and Synergy are business tools, not intended for anyone under 18, and we do not knowingly collect information from children. If you believe a child has given us information, email us and we will delete it.
Changes
If we change this policy materially we will change the effective date and tell account holders before it takes effect. Past versions are in our source history.