Privacy Policy

Scope and contact

This Privacy Policy explains how Organize with AI (OwAI, we, or us) handles information when you use the OwAI website, desktop application, account and payment features, cloud index, hosted processing, and MCP services. The features you choose determine which information leaves your device.

For privacy questions or requests, email support@organizewith.ai. Please do not include passwords, access tokens, private callback URLs, or unnecessary personal media in your message.

Local libraries and optional processing

OwAI indexes the folders or supported libraries you select. Local processing can create searchable metadata, embeddings, thumbnails, face embeddings, named-person associations, and organization records on your computer. Face information and media metadata can be sensitive personal information. Local-only desktop use with Cloud index sync off and downloaded local models does not require an OwAI account and does not upload your library to the cloud index.

For local folders and Apple Photos, cloud sync can include face bounding boxes and identifiers, recognized-person names, and face-to-person associations, but it does not upload the face vectors created on the device. OneDrive is different: if face detection is enabled for a OneDrive source, server-side indexing stores 1152-dimensional face embeddings in the remote account database.

Cloud index sync, inference mode, account connection, OneDrive connection, and remote media access are separate choices. Selecting local models does not turn off separately enabled cloud sync. Using a local MCP connector does not mean the assistant itself processes information locally; information returned to an assistant is handled by that assistant provider under its own terms and privacy policy.

Account, purchase, and support information

If you create or connect an account, we process account identifiers, contact information, authentication and authorization records, and Cloud Access or credit entitlements. Clerk provides account authentication. Stripe processes payments and payment-card details; OwAI receives transaction, purchase, entitlement, and limited checkout-attribution information needed to fulfill and support a purchase.

OwAI uses Cloudflare D1 to store website account and commerce records including account, Clerk, Stripe-customer, developer-key, and purchase identifiers; Cloud Access grants; credit balances and ledger entries; billed-media content fingerprints; processed webhook-event records; and request-type and processing-time metrics. D1 does not replace the separate Turso databases used for remote media indexes and connected-library records.

If you contact us, we process the information in your message and related support records. We and our infrastructure providers may also process technical and operational information needed to deliver and secure the service, diagnose failures, prevent abuse, and maintain records, such as request timing, network and browser information, service responses, and authentication or security events.

The desktop application writes local logs and structured error information. Depending on the operation, these can contain troubleshooting metadata such as operation names, counts, asset identifiers, file or folder paths, limited search-text previews, service endpoints, and error context. Treat logs as potentially sensitive. If you choose to send a log or error report to support, we process the information you provide as support information.

Cloud index synchronization and connected sources

When Cloud index sync is enabled, OwAI sends searchable metadata and visual-search embeddings, device and source identifiers, full file locations or provider locators, content fingerprints, dimensions and duration, capture and modification times, camera make and model, precise latitude and longitude when present, and supported organization relationships to your remote account index. Device records include names, platform, and last-seen or indexing activity timestamps. Synced information can also reveal filenames, named people, face boxes and associations, favorites, collections, groups, and duplicate relationships. The cloud index is not a media backup: local-folder and Apple Photos originals, thumbnails, and video files are not included in index sync.

Turning off sync pauses future synchronization; it does not delete information already in the remote index. To request deletion of an account or remote index, contact support@organizewith.ai.

When you connect OneDrive, OwAI requests Microsoft's delegated Files.ReadWrite and offline_access permissions. Access and refresh tokens are stored as tenant-bound AES-GCM ciphertext in the account's Turso database so OwAI can continue authorized synchronization and operations while you are offline. Disconnecting OneDrive clears the stored token ciphertext, but disconnecting or removing a source does not by itself erase the remote catalog or other records already stored for it.

OwAI accesses Microsoft-hosted media and metadata through the Microsoft account you authorize. A normalized catalog is maintained in the remote account database, server-side indexing stores visual embeddings and, when enabled, 1152-dimensional face embeddings, and requested media or previews can be retrieved from Microsoft on demand. Microsoft applies its own privacy terms to OneDrive and the connected account.

Provider downloads and on-device caches

For Apple Photos, OwAI uses PhotoKit to obtain media when indexing, viewing, or an assistant request needs it. This can cause an item stored only in iCloud to download to the Mac. PhotoKit provides the current rendered appearance, including edits, as a full-resolution JPEG or MP4 rather than necessarily the byte-for-byte camera original. OwAI keeps these renditions in a managed cache with a 5 GiB target; older unused entries are evicted as space is needed, active operations can require additional temporary space, and the cache is not an offline backup.

For OneDrive, OwAI caches small thumbnails, can download original bytes temporarily for indexing, and downloads a desktop video completely before playback. Completed playback downloads use a separate 5 GiB cache. If you enable Keep originals on this device, OwAI also uses a bounded retained-originals cache with a 20 GiB default budget. These caches are not complete backups; older items can be replaced, uncached media still requires the provider, and disabling retained originals does not clear the separate thumbnail or playback caches.

Downloads needed for local processing can come from Hugging Face and GitHub. On supported Macs, the FFprobe media helper can be downloaded from osxexperts.net. Requests to those hosts disclose ordinary network and request information to them under their own policies.

Hosted inference and Reimagine

When you select hosted processing, OwAI sends the inputs needed for that operation, such as search text, resized images, or sampled video frames, to its processing services. Hosted inference currently uses Modal. Reimagine sends image content and prompts through the Google Gemini API to create image variations. These transfers are separate from cloud index synchronization.

OwAI's hosted-processing path is designed to process request bodies transiently rather than add them to the remote index or use them as a media backup. The service providers that receive those inputs process them under their own terms, configured services, and retention practices. When local processing is selected, downloaded models avoid Modal for search, indexing, and face detection. Reimagine does not have a local-model path and always sends the selected image and prompt through the Google Gemini API.

For local-folder and Apple Photos Reimagine operations, OwAI stores the returned generated image and its prompt metadata on the device. The request still passes through Gemini as described above. Local-folder output is kept with OwAI's generated files for that library, while Apple Photos output is stored in OwAI's application data rather than written back into the Photos library.

For a OneDrive Reimagine operation, the generated image is saved as a new file in the connected OneDrive account. The remote account database retains Reimagine metadata including the prompt, content hash, source and output identifiers, filename, media type, purpose, and creation time. Hiding that result from the OwAI Reimagine view does not delete the generated OneDrive file.

Assistants and optional remote media access

When you connect an MCP assistant, authorized tool results are sent to that assistant. Results can include names, paths, dates, people, collections, or other requested library metadata. Remote changes for local folders and Apple Photos use an owner-device command queue, while supported OneDrive changes run on the server. Command payloads, status, completion results, and errors are stored in the account's Turso database; OwAI does not currently publish a fixed deletion schedule for those command records. Review an assistant's permissions and provider policies before connecting it.

Remote media access is off by default for local folders and Apple Photos. If you enable it on a supported, online desktop with sync enabled, an authorized read_media request can relay an image or provide an authenticated video stream. OneDrive media is retrieved through the connected Microsoft account and does not use the desktop relay. Requested bytes pass through the service transiently rather than being stored in the remote index. This is not end-to-end encryption: the relay and authorized assistant receive the content. Turning remote media access off stops future desktop-relayed requests but cannot retract content already sent.

Website analytics and browser storage

The website asks for consent before enabling Google Analytics. If you consent, events can measure page visits, installer-link clicks, navigation to pricing and checkout, purchases, and limited campaign or referrer attribution. An installer click does not prove that a download or installation completed. You can reopen Analytics preferences in the website footer, and declining analytics does not prevent downloads or checkout.

OwAI's analytics code limits tracked routes, removes URL query strings and fragments, and does not intentionally put media paths, email addresses, or account IDs in analytics event payloads. A consented checkout can place pseudonymous analytics identifiers and limited attribution in Stripe metadata for purchase reporting. Google also receives technical request information such as network and browser data. Advertising tracking is disabled.

Browser storage remembers your analytics choice and, when allowed, limited attribution context. Authentication and checkout use their own necessary storage and provider processes independently of optional analytics.

How information is used and disclosed

We use information to provide the features you request; authenticate accounts and permissions; maintain remote indexes and entitlements; fulfill purchases; route authorized assistant requests; provide support; diagnose and secure the service; prevent fraud and abuse; communicate about the service; comply with legal obligations; and, with consent where required, measure website use and purchases.

Depending on the information and your location, processing may be necessary to provide the service or fulfill a purchase, based on your consent, required by law, or carried out for legitimate interests such as service security, support, and reliability where those interests are recognized by applicable law.

We disclose information to providers as needed for the relevant feature, and to an assistant or connected source when you authorize that connection. The provider list in this policy is not exhaustive. Cloudflare provides website and edge infrastructure and D1 account and commerce storage; Turso stores remote indexes and related connected-library records; Modal provides hosted inference; Clerk provides authentication; Stripe provides payment services; Microsoft provides OneDrive; Google provides analytics and Reimagine processing; and Hugging Face, GitHub, and osxexperts.net host downloads used by supported local-processing features. We may also disclose information when reasonably necessary to comply with law, protect users or the service, or investigate abuse. We do not use your media library or remote index for advertising.

Retention and deletion

Information kept on your device remains under the controls provided by your operating system and the OwAI application. For local-folder deletion through supported OwAI recovery, deleted-original bytes and their recovery snapshot are kept for 30 days and then become eligible for permanent cleanup while OwAI is running and the original drive is available. Smaller activity and recovery-journal metadata can remain after those bytes are purged. Apple Photos uses Apple's Recently Deleted process, and OneDrive uses Microsoft's recycle bin and retention rules instead.

Retention for account records, remote indexes, OneDrive catalog and face data, command payloads and results, Reimagine metadata, security and operational records, support communications, purchase records, and provider-held information varies according to the feature, operational need, legal obligations, disputes, security needs, and provider practices. OwAI does not currently publish a fixed retention period for these categories. Disabling sync, removing a source, disconnecting an assistant or OneDrive, or revoking a token does not by itself erase an account or existing remote records. Some purchase, fraud-prevention, or legal records may need to be retained after a deletion request.

OwAI does not currently provide self-service account or remote-index deletion. Email support@organizewith.ai to ask for manual review of an account or server-side data deletion request. Sending an email is not an automatic deletion process or a promise of a particular method or completion time. We may need to verify the request and may retain or decline to delete information when applicable law permits or requires it. A deletion request does not remove copies already sent to an assistant or connected provider; contact that provider about its copies.

Security and international processing

OwAI uses technical and organizational safeguards appropriate to the service, including scoped authorization for account features and protected credential storage in supported desktop environments. No transmission or storage system is completely secure, so we cannot guarantee absolute security. Keep credentials private, review OAuth grants, and report suspected unauthorized access to support@organizewith.ai.

OwAI and its providers may process information in countries other than the one where you live. Privacy and data-protection rules can differ between those countries. Any rights or safeguards that apply to such processing under applicable law remain available to you.

Your choices and privacy rights

You can use local-only features without an OwAI account, choose local instead of hosted models, decide whether to enable cloud sync or remote media access, control assistant grants, disconnect supported accounts, and decline or later change optional website analytics. These controls do not undo transfers that already occurred.

Depending on where you live, you may have rights to ask for access to or a copy of personal information, correction, deletion, restriction or objection to certain processing, portability, withdrawal of consent, or an appeal of a decision. You may also have the right to complain to a privacy or data-protection authority. These rights can have exceptions and do not all apply in every location.

Send a request to support@organizewith.ai and describe the account or service involved. We may ask for information reasonably needed to verify your identity, account, or authority to act for someone else. We will not discriminate against you for exercising a privacy right where applicable law prohibits it. This policy does not limit any privacy or consumer right that cannot lawfully be limited.

Changes to this policy

We may update this policy as the product or its data practices change. The effective date shown on this page identifies the current version. When appropriate, we will provide additional notice of a material change through the website, product, account contact information, or another reasonable method. Contact support@organizewith.ai with questions about the current policy.