Privacy Policy
Last updated: October 2026 · applies to Smart AI Renamer version 3.0 and later (earlier versions: see section 9)
1. Data Controller
Tobias Kroha
Am Seegraben 22, 01139 Dresden, Germany
info@smart-rename.com
2. Overview
Smart AI Renamer is a macOS app that uses artificial intelligence to generate filenames for PDFs and images. As of version 3.0 we no longer operate a server: the app sends no data to us. You choose which AI analyzes your documents – locally on your Mac or with a provider of your choice using your own API key.
3. Where Your Documents Are Processed
3.1 On-Device Models (Gemma 4, Apple Intelligence)
With Gemma 4 or Apple Intelligence, all analysis happens on your Mac. Document contents, images, and metadata never leave your device.
3.2 Cloud Providers with Your Own API Key (OpenAI, Anthropic, Your Own Server)
If you choose OpenAI, Anthropic, or your own OpenAI-compatible server, the app sends the data directly from your Mac to that provider – not through our servers:
- For PDFs: the first pages as a PDF or page images, plus the extracted text
- 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)
- Names of other files in the same folder, to keep naming consistent
Processing happens under your own account with that provider, and their privacy terms apply, e.g. OpenAI or Anthropic. We have no access to this data.
4. Other Data
4.1 API Keys
Your API keys are stored only locally in the macOS Keychain and are sent only to the respective provider.
4.2 Free Trial and Purchase
The number of free renames you have used is counted locally in the macOS Keychain. The full-version purchase is handled by Apple (see section 5).
4.3 System Language
Your Mac's language is passed to the AI you choose so that filenames and notes are written in the right language.
5. Third Parties
- Apple (App Store / StoreKit): Apple handles the purchase of the full version. We have no access to your payment information.
- Hugging Face: The Gemma 4 model files are downloaded once from huggingface.co. For technical reasons, Hugging Face receives your IP address. No documents are transferred.
- OpenAI, Anthropic, or your own server: only if you select them (see section 3.2).
6. Data Storage
| Data Type | Storage Location | Retention Period |
|---|---|---|
| Document contents | Not stored | Only during processing |
| App settings | Locally on your Mac | Until the app is uninstalled |
| API keys | Locally in the macOS Keychain | Until you delete them |
| Free-trial counter | Locally in the macOS Keychain | Permanently |
| Gemma 4 model files | Locally on your Mac | Until you delete them in Settings |
7. Data We Do Not Collect
We do not collect any data. In particular, no:
- Document contents, filenames, or metadata
- Device identifiers or usage statistics
- Names, email addresses, or other contact information
- Advertising identifiers or tracking data
8. Tracking, Analytics, and Security
- The app contains no third-party tracking or analytics SDKs. No advertising tracking takes place.
- All transmissions to cloud providers are encrypted via HTTPS/TLS (for your own server, this depends on its configuration).
- The app runs in the macOS sandbox and only has access to files and folders you explicitly grant.
9. Earlier Versions (up to 2.7)
Versions up to 2.7 used a server operated by us: document contents (text, page images, metadata) were sent to our server for analysis and forwarded from there to the OpenAI API, without being stored permanently. To manage the monthly quota, an anonymous device identifier, the number of renames per month, and the subscription status were stored on our server. Version 3.0 no longer uses this processing; the server will be shut down and the identifiers stored there will be deleted.
10. Your Rights
Since we do not collect personal data as of version 3.0, we hold no data about you. You can remove all local data by uninstalling the app. For data held by OpenAI, Anthropic, or your own server, contact that provider. For data from earlier versions (section 9), you can contact us at any time.
For users in the EU, additional rights under the GDPR (Art. 15–21) apply, including the rights of access, erasure, rectification, restriction of processing, and data portability.
11. Changes
We reserve the right to update this privacy policy. The current version is always available through the app or our website.
12. Contact
For questions about data privacy, contact:
info@smart-rename.com