AI File Organizer - Privacy Policy

Created by Danny Aguilar, Modified on Wed, 21 Jan at 8:39 AM by Danny Aguilar

ARXYN INC.

AI FILE ORGANIZER - PRIVACY POLICY

Effective Date: January 21, 2026

Last Updated: January 21, 2026

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1. INTRODUCTION

Arxyn Inc. ("Arxyn," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how AI File Organizer

("the App") handles information when you use our macOS application.

AI File Organizer is designed with privacy as a core principle. The App operates primarily on your local device, and we have

implemented a Bring Your Own Key (BYOK) model that ensures your data remains under your control.

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2. INFORMATION WE DO NOT COLLECT

We want to be clear about what we do NOT collect:

- File Contents: We do not collect, access, or store the contents of your files on our servers

- File Names or Paths: We do not collect information about your file system structure

- Personal Documents: We have no access to your documents, photos, or any personal files

- API Keys: Your AI provider API keys are stored locally in your macOS Keychain and are never transmitted to Arxyn

- Usage Patterns: We do not track which files you organize or how you use the App

- Location Data: We do not collect location information

- Contact Information: We do not access your contacts or address book

- Browsing History: We do not track your browsing or search history

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3. INFORMATION PROCESSED LOCALLY

The following information is processed entirely on your local device and never leaves your Mac unless you explicitly configure a cloud

AI provider:

3.1 File Metadata

- File names, extensions, and types

- File creation and modification dates

- File sizes

- Folder structures within directories you select

3.2 File Contents (for AI Analysis)

- When you initiate AI-powered analysis, the App reads file contents locally

- This data is only sent to your configured AI provider (see Section 5)

- If using local AI (Ollama), all processing remains on your device

3.3 Application Preferences

- Your chosen settings and preferences

- Folder watch configurations

- Naming convention preferences

All local data is stored in:

- Application sandbox container

- macOS Keychain (for API keys)

- User-selected directories (for organized files)

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4. KEYCHAIN STORAGE

AI File Organizer uses the macOS Keychain to securely store your AI provider API keys. The Keychain is Apple's secure, encrypted

storage system. We chose this approach because:

- Keys are encrypted using your Mac's security hardware

- Keys are protected by your macOS login credentials

- Keys are never accessible to Arxyn Inc.

- Keys remain on your device and are never transmitted to us

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5. THIRD-PARTY AI PROVIDERS (BYOK MODEL)

AI File Organizer uses a Bring Your Own Key (BYOK) model, meaning you provide your own API credentials for AI services. When you

configure an AI provider, data flows directly from your device to the provider.

5.1 Supported Providers

┌────────────────┬─────────────────────────────────┬─────────────────────────────────────┐

│ Provider │ Data Transmitted │ Privacy Policy │

├────────────────┼─────────────────────────────────┼─────────────────────────────────────┤

│ OpenAI │ File metadata, content excerpts │ https://openai.com/privacy │

│ Anthropic │ File metadata, content excerpts │ https://www.anthropic.com/privacy │

│ Google AI │ File metadata, content excerpts │ https://policies.google.com/privacy │

│ Ollama (Local) │ None - fully offline │ N/A - runs locally │

└────────────────┴─────────────────────────────────┴─────────────────────────────────────┘

5.2 What is Sent to AI Providers

When you request AI analysis, the App may send:

- File names and extensions

- Excerpts or summaries of file contents

- Document text for categorization

- Image descriptions (for image files)

5.3 What is NOT Sent to AI Providers

- Your full file system structure

- Files you have not selected for analysis

- Your API keys (sent via secure headers, not in request body)

- Any Arxyn account information (we don't have accounts)

5.4 Your Responsibility

By using a third-party AI provider, you agree to that provider's terms of service and privacy policy. We encourage you to review:

- How the provider handles your data

- Whether the provider uses your data for training

- The provider's data retention policies

5.5 Local AI Option (Ollama)

For maximum privacy, AI File Organizer supports Ollama, a fully local AI solution. When using Ollama:

- All AI processing occurs on your Mac

- No data is transmitted over the internet

- No third-party has access to your files

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6. APPLE CRASH REPORTING

If you opt in to share analytics with app developers (via macOS Settings > Privacy & Security > Analytics & Improvements), Apple may

share anonymized crash reports with us. These reports may include:

- Device type and macOS version

- App version

- Crash logs and stack traces

- General performance metrics

These reports do NOT include:

- File contents or names

- Personal information

- API keys

- Any identifiable user data

You can disable this in macOS Settings at any time.

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7. APP STORE DATA

Apple may collect data related to your App Store purchase and download. This is governed by Apple's Privacy Policy:

https://www.apple.com/legal/privacy

We receive only aggregate, anonymized analytics from App Store Connect, such as:

- Total number of downloads

- General geographic regions (country-level)

- Crash statistics

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8. DATA RETENTION

8.1 Local Data

- Application preferences: Retained until you delete the App

- Keychain entries: Retained until you manually delete them or uninstall the App

- Organized files: Remain in your file system under your control

8.2 Third-Party AI Providers

Data retention by AI providers is governed by their respective privacy policies. Many providers offer options to opt out of data

retention for training purposes.

8.3 Crash Reports

Apple retains crash reports according to their data retention policy. We do not independently store crash reports.

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9. DATA SECURITY

We implement the following security measures:

9.1 Application Sandboxing

AI File Organizer runs in a macOS sandbox, limiting its access to only:

- Folders you explicitly select

- Network access for AI API calls

- Keychain for secure credential storage

9.2 Secure Communications

All communications with AI providers use HTTPS/TLS encryption.

9.3 No Server Infrastructure

We do not operate servers that receive or store your data. This eliminates risks associated with server breaches.

9.4 Code Signing

The App is signed with our Apple Developer certificate and notarized by Apple, ensuring it hasn't been tampered with.

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10. CHILDREN'S PRIVACY

AI File Organizer is not directed at children under 13 years of age. We do not knowingly collect personal information from children.

Since we do not collect personal data from any users, this is not applicable to our App.

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11. INTERNATIONAL USERS

AI File Organizer processes data locally on your device. When you use third-party AI providers, your data may be transmitted to servers

in various countries depending on the provider:

- OpenAI: United States

- Anthropic: United States

- Google: Various locations globally

Please review each provider's privacy policy for details on international data transfers.

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12. YOUR RIGHTS AND CHOICES

12.1 Access and Control

- All your data is stored locally on your device

- You have full access to and control over your files

- You can delete the App and all associated data at any time

12.2 API Key Management

- You can add, modify, or delete API keys at any time in the App settings

- Deleting a key removes it from your Keychain

12.3 AI Provider Choice

- You choose which AI provider to use, if any

- You can switch providers or use local AI (Ollama) at any time

- You can use the App's basic features without any AI provider

12.4 Crash Reporting

- You can opt out of Apple's crash reporting in macOS Settings

12.5 Data Deletion

To delete all data associated with AI File Organizer:

1. Delete the App from your Applications folder

2. Remove Keychain entries (search "AI File Organizer" in Keychain Access)

3. Delete the App's container: ~/Library/Containers/com.aifileorganizer.app

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13. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

- Updating the "Last Updated" date at the top of this policy

- Displaying a notice within the App

- Posting the updated policy on our support site

We encourage you to review this Privacy Policy periodically.

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14. CALIFORNIA PRIVACY RIGHTS (CCPA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA). However, since AI File

Organizer does not collect personal information, most CCPA provisions do not apply. We do not:

- Sell personal information

- Share personal information for targeted advertising

- Collect personal information for commercial purposes

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15. EUROPEAN PRIVACY RIGHTS (GDPR)

If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR). Since AI File

Organizer does not collect or process personal data on our servers, we do not act as a data controller for your personal information.

When you use third-party AI providers, those providers act as data processors. Please review their privacy policies and GDPR compliance

documentation.

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16. CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Arxyn Inc.

Email: privacy@arxyn.com

Support: https://arxyn.freshdesk.com

For support inquiries: support@arxyn.com

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17. CONSENT

By downloading, installing, and using AI File Organizer, you acknowledge that you have read and understood this Privacy Policy and

agree to its terms.

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