Privacy policy

Updated on 1 November 2026

Translation provided for your convenience: if there are any differences, the Spanish version prevails.

Data controller

Biomag S.L.U. (Tax ID B01037241), Calle Barratxi, 39, pabellón 3, 01013 Vitoria-Gasteiz (Álava), España. For any privacy matter, write to us at legal@biomag.es.

Where the data is stored

The service is hosted at Railway Corporation (US) with the Amsterdam (EU) region as the location of the server and the files. Some technical logs of Railway (for example, the IP addresses of requests) may be processed in the US. Transfers to the US are covered by the EU–US Data Privacy Framework or by standard contractual clauses. What is end-to-end encrypted is not seen even by the hosting provider. Full list: data processors.

What AIM can see and what it cannot

End-to-end encrypted (AIM does not have the key): the reservations in Bookings and the messages from forms, the documents and messages in Sign, Send and Chat, synced Notes and Passwords, and the audio and video of Meetings.

Not end-to-end encrypted: Bookings reminders (an email has to be sent), Sign evidence data (email, IP and browser), the audio and text that Minutes AI processes (while it is being processed), newsletters (when sent), AIM Cloud files that are not in a vault, and your account data (email, plan and security log). In those cases AIM processes them only to provide the feature, with no access by the team unless you ask support.

When you process other people’s data

When you use features that process other people’s personal data (Bookings, Sites forms, Newsletters, Minutes AI), you are the controller and AIM is the processor, under the data processing agreement, which forms part of the terms of use.

Minutes AI

Minutes AI transcribes the recordings you choose in the cloud, separating who is speaking, and uses AI to prepare the minutes, the tasks and the follow-up email. With your free account you get 30 minutes a month, and with Pro, 60. The Minutes AI (€17.97 every 3 months or €53.88 a year) and Minutes AI Intensive (€12.99 a month or €119.88 a year) plans, VAT included, add 12 and 40 hours a month and include the Pro plan; they are subject to the same renewal, cancellation and withdrawal rules as Pro. Unused hours in a month do not carry over to the next; extra hours (packs of 25 hours for €9.99) do not expire. If you change plan, Paddle charges or credits the difference for the current period.

The result is generated by an AI and may contain errors in names, figures and dates: review it before using it. You may only record and transcribe conversations that you have the right to record, informing the participants beforehand. Do not use Minutes AI to assess candidates in a selection process or to analyse emotions. As regards the data of the people who appear in your recordings, you act as controller and AIM as processor: it processes them only following your instructions (transcribing and drafting what you ask for), does not store them, protects them with appropriate technical measures, uses Mistral AI (France) as a sub-processor and will help you to handle those people’s rights.

Your documents

The apps run in your browser. The documents you open, edit and save on your computer are not sent to our servers and we have no access to them.

If you have Pro and decide to store files in AIM Cloud, we store them on our server in Amsterdam (EU) solely to provide you with that service. Files you store in a vault are encrypted in your browser before upload, along with their names and tags, and we cannot read them; we can see their dates and encrypted size. The others are not end-to-end encrypted, but nobody on our team opens them unless you ask support to. What you delete stays in the Trash for 30 days (you can restore it or empty the Trash sooner) and is then erased; everything is also erased if you delete your account. If you stop being Pro, files are kept for 90 days so you can download them and are then deleted.

AIM Mail

AIM Mail lets you read and send email from the accounts you already have (Gmail, iCloud, Yahoo, your work account…). We don't store your email: each time you open a folder or a message, our server connects to your provider, reads it and shows it to you; what you send passes through our server only for as long as it takes to deliver it to your provider. To avoid repeated downloads, a message you've just opened is kept in the server's memory for at most two minutes, never on disk.

For each account you connect, we store the address, the name and signature you choose, your provider's servers and the password (or app password), encrypted and tied to your AIM account, which is used only to connect to your provider. When you remove an account from AIM Mail or delete your AIM account, all of this is deleted. Your email remains intact with your provider, which processes it under its own privacy policy.

Microsoft accounts (Outlook, Hotmail, Microsoft 365) connect with Microsoft sign-in: your password does not go through AIM; instead we store, encrypted, the permission Microsoft grants us to read and send your email. You can withdraw it at any time from your Microsoft account or by removing the account from AIM Mail.

Remote images in emails aren't loaded until you click “Show images”, so nobody can tell when you open a message. If you show them, your browser downloads them directly from the sender.

AIM Calendar

What you create in AIM Calendar “On this device” (calendars, events and contacts) is stored only in your browser: it is not sent to our servers and we have no access to it. If you clear your browser data, it is deleted along with it.

If you connect a calendar and contacts account (CalDAV and CardDAV, such as iCloud, Fastmail, Nextcloud or your work account), we store the address, the username, the servers and the password (or app password), encrypted and linked to your AIM account, as well as the name and colour of each calendar. We don't store your events or your contacts: our server reads and changes them with your provider when you ask it to, without keeping copies.

If you subscribe to a calendar by its address, we store that address encrypted, along with its name and colour. Our server downloads it for you and keeps the content in memory for a maximum of five minutes, never on disk.

When you remove an account or a subscription, or delete your AIM account, all of that is deleted. When you reply to an invitation you receive in AIM Mail, the reply is sent from your email account to the person who invited you.

AIM Notes

Notes in AIM Notes are stored in your browser: they are not sent to our servers unless you turn on “Your notes on all your devices” with your account.

If you turn it on, each note is encrypted in your browser (AES-256) with a key derived from a passphrase that you choose and that never reaches us. We only store the encrypted text of each note, its size and the date of its last change, plus a “salt” and an encrypted check so that, on your other devices, we can tell whether you have entered the passphrase correctly. Neither AIM nor anyone else can read your notes: if you forget the passphrase, we cannot recover that copy (the notes on your devices are not lost). Notes you delete are removed from our server immediately; all that remains, for 90 days, is a marker that they were deleted, without their content, so that they are also deleted on your other devices. When you delete your account or start from scratch, all of this is deleted.

The other AIM OFFICE apps

AIM CRM, AIM Tasks, AIM Tables, AIM Minutes, AIM Whiteboard, AIM Diagrams, AIM Sites, AIM Scan, AIM Translate, AIM Record, AIM Passwords, AIM Compare, AIM Anonymise and AIM Labels store what you create in your browser: it is not sent to our servers. AIM Translate, AIM Minutes (when transcribing) and AIM Scan (when recognising text) work on your device; the first time, they only download the models they need from our website. Export a backup from time to time: if you clear your browser data, what they store is deleted too.

If you turn on AIM Passwords sync, we store your vault exactly as it leaves your browser, encrypted (its header, with the key wrapped by your master password, and each encrypted item), along with its version and change date: we can't open it. It is deleted when you stop syncing in your account or when you delete your account.

If you ask AIM Passwords to check for breaches, only the beginning of each password's digest leaves your device (5 characters of a code that can't be reversed), through our server, to a public service of breached passwords; the comparison happens in your browser and we don't keep what is checked.

Minutes AI (cloud AI transcription and minutes)

Only if you choose “With Minutes AI” when transcribing does your browser send the audio of that recording, in chunks, to our server, which sends it to Mistral AI (France) for transcription. Each chunk may include the attendees’ names (so that they are spelled correctly) and up to 15 seconds of voice of those who have already spoken in the same session: these are used to compare voice fragments within that session and distinguish who is speaking. For the AI minutes, the text of the transcript is sent. We do not store the audio, the transcript or the minutes: they go back to your browser, which is where they are saved. We only record how many minutes and minutes documents you use each month, for your quota. Mistral AI may retain the content for up to 30 days to detect abuse and, in that monitoring, acts as its own controller. Emotions are not analysed and no voice profiles are stored. If you record other people, you must inform them beforehand.

As regards the people who appear in your recordings, you decide to record and for what purpose (you are the controller), and AIM processes the audio only on your behalf and to provide you with the service. Before recording, inform the attendees: AIM Minutes gives you the text to do so.

Shared links (AIM Sign, AIM Bookings, AIM Send, AIM Chat and AIM Meetings)

When you share something with a link, it is encrypted in your browser with a key that is part of the link itself, after “#”, and that your browser never sends to us. We only store the encrypted text, its size and its dates: we cannot read the document, the booking, the file, the messages or the conversation. Your links' keys are stored in your keychain, encrypted with a recovery code that is generated on your device and that we don't have: if you lose it and clear your browser data, no one will be able to open those links.

As evidence of each signature, AIM Sign stores each signer's email address (to send them a verification code), and the time, IP address and browser of each step (opening, verifying, signing or declining). The person who requests the signature sees this data in the completion certificate. If they archive the envelope, they take everything away in a ZIP and AIM OFFICE keeps only a record with their email address, the times and the fingerprints of each signature (without the signers' email addresses, IP addresses or browsers), so that “Verify a document” can keep confirming the signed document. AIM Bookings stores the time of each booking unencrypted, so that the same slot isn't booked twice; the details of the person booking are encrypted for the business. If the business has reminders turned on and the person booking ticks the “Receive a reminder by email” checkbox, we store separately and unencrypted only what is needed to send it: their email address, the time and time zone of the appointment, the business name and the language and, only if the business has chosen so, the service and the place (the business can limit it to the time and the place, or to the time only: what is not included is not stored). It is deleted as soon as the reminder is sent, when the appointment time passes, when the business cancels or deletes the booking and when it deletes the page; it is never used for anything else. In addition, per page and day we only store how many reminders have been scheduled and sent (with nobody's data), and delete that count after 3 days. AIM Send transfers are deleted when they expire or reach their maximum number of downloads, and a secret is deleted as soon as it is read.

AIM Meetings connects participants’ cameras and microphones directly between their devices, end-to-end encrypted; to find each other, the browsers query a public address-discovery server (STUN, from Nextcloud), which sees the IP address but not the audio or video. If a direct connection is not possible (on very restrictive networks), the audio and video pass, still end-to-end encrypted, through a relay server from Cloudflare, which cannot see them either. The messages of each meeting are deleted after six hours.

AIM Sites forms that arrive in AIM CRM. If in AIM Sites you choose “Receive in AIM CRM”, we store in your account the form definition (title, site name and consent checkbox text), which is public because any visitor sees it, and a public key. Each message (name, email, phone, message and the exact consent text accepted by the person writing, with its date) is encrypted in that person's browser with that key: we cannot read it; only you open it in AIM CRM with your keychain. We store the encrypted message, its size and its date, and delete it when you add it to the CRM or discard it. We notify you by email that a message has arrived, without its content. To prevent abuse we limit submissions per IP address with an in-memory counter that lasts one day at most: the IP is not stored on disk or alongside the message. With respect to the people who write to you, you are the controller and AIM processes the data on your behalf.

What data we process and why

We don't sell data, we don't advertise, we don't build profiles and we don't use your documents to train any system.

Payments

Payments are handled by Paddle.com Market Limited (United Kingdom), which sells and invoices the plans as merchant of record and processes your payment data as its own controller, under its privacy policy. AIM receives from Paddle only the data needed to activate your plan. We neither see nor store your card details.

Data processors

• Railway Corporation (US): hosting of the service, in the Amsterdam (EU) region; some technical logs may be processed in the US.
• Resend: sending of sign-in emails, notices and appointment reminders.
• Mistral AI (France): transcription and minutes for Minutes AI, only if you choose to use it; it may retain the content for up to 30 days to detect abuse.
• Cloudflare, Inc.: relay of AIM Meetings video calls when a direct connection is not possible; the audio and video reach it end-to-end encrypted.

Where any of them processes data outside the European Economic Area, it does so under the EU–US Data Privacy Framework or under standard contractual clauses of the European Commission or another safeguard under Chapter V of the GDPR. Paddle is not our processor: it is an independent controller of payment data (see “Payments”).

Cookies

We only use technical cookies: aim_sesion, which keeps you signed in to your account for 30 days; aim_tema, which remembers the interface style you choose for one year (only its name, such as “calma”), and aim_idioma, which remembers the language you choose for one year (only its code, such as “en”). In addition, your browser stores the chosen style and language (aimTema, aimIdioma) and, so that the apps open instantly, a copy of their programs; none of this contains your data or your documents. In AIM Mail, your browser also stores the message you are writing until you send or discard it, so you don't lose it if the tab closes (aimCorreoBorrador), and the accounts you have collapsed in the list (aimCorreoPlegadas). This stays only on your device, never reaches us, and is deleted when you sign out of your account with “Sign out”. We don't use analytics or advertising cookies, which is why we don't show you any cookie banner. On the payment page, Paddle may use the cookies needed to complete the charge.

AIM Calendar stores in your browser what you create “On this device” (calendars, events and contacts) and a few preferences: the view you chose, the calendars you hide, the last calendar used and the reminders already shown (aimCal…). This stays only on your device, never reaches us, and is deleted if you clear your browser data.

AIM Notes stores in your browser your notes and notebooks and, if you turn on sync, the key derived from your passphrase (without the passphrase itself, and in a form that cannot be extracted from the browser), as well as the section, the sort order and the last note you opened (aimNotas…). This stays only on your device, never reaches us, and is deleted if you clear your browser data.

Your rights

You can access, rectify and erase your data, object to its processing, restrict it and take it with you. From your account you can download your data and delete the account yourself; for anything else, write to legal@biomag.es. If you are not satisfied with our response, you can lodge a complaint with the Agencia Española de Protección de Datos (aepd.es).