Privacy Policy
Last updated: February 2025
1. Data Controller
Tobias Kroha
Am Seegraben 22, 01139 Dresden, Germany
[email protected]
2. Overview
Smart AI Renamer is a macOS app that uses artificial intelligence to generate filenames for PDFs and images. This privacy policy explains what data is processed.
3. Data We Collect
3.1 Device Identifier (Device ID)
On first launch, an anonymous device identifier is generated. It is used solely to manage your monthly usage quota (e.g., 10 free renames per month). The device ID is stored on our server and is not linked to your name, Apple ID, or any other personal data.
3.2 Document Contents (for Processing)
When you rename a file, the following data is sent to our server for analysis:
- For PDFs: Extracted text and page images (as compressed JPEG images)
- For images: The image itself (compressed)
- File metadata: Original filename, folder path, creation date, page count (for PDFs), EXIF data (for images, including camera model and GPS location if present in the file)
This data is used exclusively to generate a filename and is not permanently stored — neither on our server nor by the AI service provider.
3.3 Usage Data
We track the number of renames performed per month, associated with your anonymous device identifier. This is used for quota management (Free/Premium/Pro).
3.4 Subscription Status
Your subscription status (Free, Premium, or Pro) is managed through Apple StoreKit and is transmitted to our server along with your device ID to provide the correct monthly quota.
3.5 System Language
Your Mac's system language setting is transmitted so that generated filenames are created in the appropriate language.
4. Third-Party Data Processing
4.1 OpenAI (AI Service Provider)
Our server forwards document data to the OpenAI API for analysis. The following applies:
- OpenAI does not use data sent via the API for training their AI models.
- OpenAI retains API data for up to 30 days for abuse monitoring purposes, then deletes it.
- More information: OpenAI API Data Usage Policy
4.2 Apple
- StoreKit: Apple processes payment data for subscriptions. We do not have access to your payment information.
- Sign in with Apple (optional): If you sign in with your Apple ID, your Apple user ID is stored locally in your macOS Keychain. We do not receive your email address or other account details.
5. Data Storage
| Data Type | Storage Location | Retention Period |
|---|---|---|
| Device identifier | Our server | As long as the app is in use |
| Usage counter | Our server | Rolling monthly |
| Subscription status | Our server | As long as subscription is active |
| Document contents | Not stored | Only in memory during processing |
| App settings | Locally on your Mac | Until app is uninstalled |
| Apple user ID | Locally in macOS Keychain | Until you sign out |
6. Data We Do Not Collect
We do not collect:
- Names, email addresses, or other contact information
- Location data (GPS data in image metadata is only passed through for filename generation, not stored)
- Browsing or search history
- Financial or health data
- Advertising identifiers or tracking data
7. Tracking and Analytics
The app contains no third-party tracking or analytics SDKs (no Firebase, no Google Analytics, no Amplitude, etc.). No advertising tracking takes place.
8. Data Security
- All data transmissions are encrypted via HTTPS/TLS.
- The app runs in the macOS sandbox and only has access to files you explicitly grant.
- Credentials are stored in the macOS Keychain.
9. Your Rights
You may at any time:
- Delete your data: Uninstall the app to remove all local data. Contact us to delete your device identifier from our server.
- Request information: Contact us to learn what data is stored in association with your device identifier.
- Object to processing: You can stop data processing by discontinuing use of the app.
For users in the EU, additional rights under the GDPR (Art. 15–21) apply, including the right to rectification, restriction of processing, and data portability.
10. Changes
We reserve the right to update this privacy policy. The current version is always available through the app or our website.
11. Contact
For questions about data privacy, contact:
[email protected]