ReplaceMagic Privacy Policy

This Privacy Policy explains how Webtime processes personal data when you visit the ReplaceMagic website, purchase a license, contact us, or use ReplaceMagic.

Published: 06 November 2026

Webtime Corporation (“Webtime”, “we”, “us” or “our”) develops and provides ReplaceMagic software and operates the ReplaceMagic website.

We respect your privacy and aim to collect and process only the information reasonably necessary to provide our products and services, process purchases, provide support, protect our systems and licenses, and comply with applicable legal obligations.

1. Who We Are

The controller responsible for the processing described in this Privacy Policy is:

Webtime Corporation
501 Silverside Rd Ste 105
Wilmington, DE 19809
United States

Email: info@replacemagic.com
Website: www.replacemagic.com

2. Information We Collect

Depending on how you interact with ReplaceMagic, we may process the following categories of information:

contact information, such as your name, email address, company name and contact details;
purchase and transaction information, such as the product purchased, Purchase ID, purchase date, billing information and license information;
information you provide when contacting us for sales, support or other inquiries;
technical information generated when you visit our website or communicate with our servers, such as IP address, date and time, browser or request information and server log information; and
limited software activation and usage information as described below.

We do not require users to create a ReplaceMagic account in order to use the Software.

3. Purchases and Payment Processing

Purchases of ReplaceMagic products may be processed by FastSpring or PayPro Global, which provide e-commerce and payment-processing services and may act as Merchant of Record for the transaction.

These providers may collect and process information necessary to complete the transaction, including contact, billing, payment, tax and fraud-prevention information.

Webtime does not receive or store complete credit-card details processed by these providers.

We may receive information relating to a completed purchase, such as customer and company information, email address, billing information, product purchased, Purchase ID, payment status and other transaction information necessary to deliver and administer the purchased license, provide updates and support, maintain accounting and tax records, and prevent fraud.

FastSpring and PayPro Global process information according to their own privacy policies and applicable data-protection obligations.

4. ReplaceMagic Software Activation and Limited Technical Telemetry

This section describes software communications in ReplaceMagic releases and builds made available by Webtime after the release of version 2026.2.0.0 on 28 August 2026, including subsequent pre-release, alpha, beta, preview and release-candidate builds.

ReplaceMagic may communicate with Webtime's application servers in Germany for license activation, update checks, and limited technical telemetry. Features expressly selected by the user may also communicate with user-configured destinations.

Limited telemetry covers license activation, SmartMapper preparation, completed SmartMapper runs, and completed replacement runs. For each license, Windows user profile, and computer, the software records one license activation event at the first start with a valid license and up to five events of each of the other types. These limits use locally stored records that persist across reinstallations and upgrades. Event payloads contain the Purchase ID, Software version, event type, UTC timestamp, and operation duration where applicable; the receiving service adds its UTC receipt time. They do not contain usernames, email addresses, IP addresses, document contents, document metadata, file names, paths, SharePoint URLs, or mapping rules. A Purchase ID may be personal data where it can be linked to an identifiable individual.

Separate web or email connection logs may record IP addresses, timestamps, and related technical information for operation, security, and troubleshooting. ReplaceMagic processes customer documents within the environment configured by the customer, and these application communications do not give Webtime access to customer documents or internal systems.

5. Website and Server Logs

When you visit the ReplaceMagic website, our web servers and hosting infrastructure may automatically process technical information such as your IP address, date and time of access, requested pages or resources, browser information and related server-log information.

We use this information to operate and secure the website, diagnose technical problems, understand website usage and protect against misuse.

6. Contact Forms, Email and Technical Support

When you contact us, we process the contact details, correspondence, and technical information you provide to respond to your inquiry and administer support. Please do not send personal or confidential information that is unnecessary to resolve an issue.

If you voluntarily provide diagnostic logs, sample documents, databases, screenshots, or other diagnostic files, these materials are processed only to investigate and resolve the support request, on computers operated by Webtime in Germany. Diagnostic materials are deleted upon completion of the support case unless applicable law requires retention. Correspondence and basic administrative support records may be retained separately for legitimate support-history, legal, or business purposes, subject to Section 12.

Depending on the particular support activity, Webtime may act as an independent controller or may process personal data on behalf of a customer. Where applicable law requires a data-processing agreement for a particular support activity, appropriate terms will be established before that processing occurs.

7. Chat and Other Third-Party Services

The ReplaceMagic website may use third-party services such as Tawk.to to provide website chat functionality.

When such services are used, the service provider may process technical information such as your IP address and information you voluntarily provide through the service. These providers may also use cookies or similar technologies necessary to provide their services.

Their processing of information is also subject to their own privacy policies.

8. Cookies

The ReplaceMagic website and third-party services integrated into the website may use cookies or similar technologies.

Where required by applicable law, non-essential cookies or similar technologies will be used only in accordance with the choices made through our cookie-consent mechanism.

You can review or change your available cookie preferences using the cookie settings provided on the website.

9. Purposes and Legal Bases

We use the license activation event to record the first start of ReplaceMagic with a valid license and link that record to the corresponding purchase. We do this based on our legitimate interest in maintaining records of first use of purchased licenses. We use SmartMapper preparation, completed SmartMapper run, and completed replacement run records to measure feature usage and analyze operation duration. These records are subject to the limit described in Section 4.

Where we suspect misuse of the refund process, we may use the Purchase ID to link the limited event records described in Section 4 to the relevant purchase and review them alongside the other circumstances of the request. We do this based on our legitimate interest in investigating suspected misuse of the refund process.

Where the General Data Protection Regulation (“GDPR”) or similar data-protection laws apply, we process personal data only where we have an appropriate legal basis.

Depending on the circumstances, this may include:

performance of a contract or steps requested before entering into a contract, including processing purchases, delivering licenses and providing requested support;
our legitimate interests, including operating and securing our website and Software, administering licenses, preventing and investigating fraud or license misuse, troubleshooting technical issues, and protecting our legal and business interests;
compliance with legal obligations, including tax, accounting and regulatory requirements; and
consent, where consent is required for a particular type of processing, such as certain cookies or electronic marketing communications.

Where we rely on legitimate interests, we consider the nature and amount of information involved, the purpose of the processing and the reasonable expectations of the individuals concerned.

10. Sharing of Information

We do not sell personal data.

We may disclose information where reasonably necessary to:

FastSpring, PayPro Global and other providers involved in processing or administering purchases;
hosting, infrastructure, email, support, chat and other service providers acting on our behalf;
professional advisers such as accountants, auditors or legal advisers;
authorities where disclosure is required by applicable law or a valid legal process; or
a successor or potential successor in connection with a merger, acquisition, restructuring or sale of all or part of our business.

We limit disclosures to information reasonably necessary for the relevant purpose and expect service providers processing information on our behalf to protect it appropriately.

11. Processing Locations and International Transfers

ReplaceMagic application servers, license activation infrastructure, technical telemetry services, and the Webtime-operated computers used for customer-provided diagnostic materials are located and administered in Germany. Normal document scanning, mapping, and link replacement occur in the customer's configured environment, not on Webtime servers.

Webtime Corporation is incorporated in the United States. Other business activities, such as purchasing, payment processing, email, website chat, and professional services, may involve independent providers or recipients operating in the United States, the European Union, or other countries. The location of a server does not by itself determine whether an international transfer takes place; access and disclosure arrangements also matter.

Where an international transfer is restricted under applicable EU or UK data-protection law, Webtime will use or require an applicable lawful transfer mechanism, such as an adequacy arrangement or appropriate contractual safeguards, as relevant to the actual transfer. Additional details about relevant providers and safeguards can be requested using the contact details in this Policy.

12. Data Retention

We retain personal data only for as long as necessary for the relevant purpose or as required by law. Purchase, customer, and license records may be kept as necessary to administer perpetual licenses, satisfy tax and accounting obligations, provide support, prevent fraud, and establish or defend legal claims.

Limited activation and telemetry event records are normally retained for up to three years from the event, subject to longer retention where reasonably necessary for fraud investigations, disputes, or legal claims. Technical server and security logs are normally retained for up to 90 days, subject to longer retention for incidents or legal obligations.

Customer-provided diagnostic files, including sample documents, databases, and diagnostic logs, are deleted when the related support case is completed, unless applicable law requires retention. This deletion rule is separate from support email correspondence and basic administrative case records, which may be retained for an appropriate support history and legal or business purposes. When data is no longer required, it is deleted or anonymized, subject to applicable retention obligations.

13. Your Privacy Rights

Depending on your location and applicable law, you may have rights regarding your personal data, including the right to:

request access to personal data we hold about you;
request correction of inaccurate or incomplete information;
request deletion of personal data in certain circumstances;
request restriction of processing;
object to processing based on legitimate interests;
receive certain personal data in a portable format;
withdraw consent where processing is based on consent; and
lodge a complaint with an applicable data-protection supervisory authority.

These rights may be subject to conditions and exceptions under applicable law.

To exercise a privacy right or ask a question about your personal data, contact us at info@replacemagic.com.

We may need to verify your identity before responding to certain requests.

14. Security

We use reasonable technical and organizational measures designed to protect personal data against unauthorized access, loss, misuse, alteration or disclosure.

No method of electronic transmission or storage can be guaranteed to be completely secure.

15. Children's Privacy

ReplaceMagic is business-oriented software and is not directed to children. We do not knowingly collect personal data from children through the Software.

16. Marketing Communications

If you subscribe to a newsletter or otherwise request marketing communications, we may use your contact information to send information about ReplaceMagic products, updates or offers.

Where required by applicable law, we will send such communications only with the required consent.

You may unsubscribe from marketing communications at any time using the unsubscribe mechanism provided in the communication or by contacting us.

Service, license, purchase and support communications are not marketing communications and may still be sent where necessary.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our products, services, data-processing practices or legal requirements.

When we make changes, we will publish the updated Privacy Policy on the ReplaceMagic website and update the publication date shown above.

Material changes will not retroactively change the purposes for which previously collected personal data may be used where applicable law requires additional notice or consent.