Privacy Policy

1. Introduction

Skail Consulting LLC ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how OrgoMedia AI ("the Software") collects, uses, and protects your information.

2. Information We Collect

Local Data (stored on your device only):

• File names and paths of your media files
• User preferences and settings
• Application logs for troubleshooting
• Cached images and metadata

Information Sent to Our Servers (api.orgomedia.ai):

• File names sent for AI-powered classification and identification (not file contents). Our server uses OpenAI's API to process these file names for media type classification and title normalization. File names are not retained after the response is returned.
• Search queries for media metadata lookup (routed through our server to TMDB)
• Basic usage analytics (see Section 7 for full details)
• Watchlist items, watched status, and device state for cross-device synchronization
• Household membership and invite data for multi-user features

Information Sent to Third-Party Services (when you connect them):

• Trakt: TMDB IDs for watchlist synchronization, OAuth authentication tokens
• MDBList: Your API key and TMDB IDs for list synchronization
• Plex: Authentication tokens, search queries, and library scan requests
• Radarr / Sonarr: TMDB/TVDB IDs, media metadata, and quality profile configurations
• Prowlarr: Indexer configurations and connected service details
• qBittorrent: Login credentials for transfer client status monitoring

Information Synced via iCloud (your private iCloud account):

• Rename history (original and new file names, media type, TMDB ID, file size)
• Rename usage quota and bonus credits
• Pipeline activity events
• App settings and preferences
• Notification delivery records

3. How We Use Your Information

We use the collected information to:

• Identify and rename your media files accurately
• Organize your media library according to your preferences
• Synchronize your watchlist, watched status, and settings across your devices
• Monitor basic app health and improve reliability (via opt-out analytics)
• Provide customer support when you contact us

4. Data Storage

All media files remain on your local device. The Software does not upload your media files to any server. Only file names and metadata are transmitted for identification purposes.

Cross-device synchronization data (watchlist items, watched status, device state, and household data) is stored on our server (api.orgomedia.ai, hosted on Fly.io in the United States). This data is associated with your anonymous client identifier and is used solely for synchronization and multi-device functionality.

iCloud-synced data (rename history, quotas, pipeline events, settings) is stored in your private CloudKit container, accessible only to your Apple ID.

An internet connection is required to identify and rename new files, because identification relies on a cloud lookup. Files already in your library do not require an internet connection to play.

5. Service Integrations

Proprietary AI Services:

Used for intelligent file name analysis and classification. File names are sent to our proxy server, which forwards them to OpenAI's API for processing. File names are not retained after the response is returned.

The Movie Database (TMDB):

Used for retrieving media metadata, artwork, and search results. Requests are routed through our proxy server. Subject to TMDB's Privacy Policy.

Trakt:

Used for two-way watchlist synchronization when you connect your Trakt account via OAuth. Subject to Trakt's Privacy Policy.

MDBList:

Used for list synchronization when you provide your MDBList API key. Subject to MDBList's terms.

Plex Media Server:

Used for library integration, duplicate detection, and scan triggers when you connect your Plex account. Communication occurs between the Software and your Plex server.

Radarr / Sonarr / Prowlarr:

Used for media server management when you configure your server addresses and API keys. Communication occurs between the Software and your self-hosted servers.

qBittorrent:

Used for transfer client status monitoring when you configure your server address and credentials.

6. Data Security

We implement reasonable security measures to protect your data:

• API keys and service credentials are stored in the macOS/iOS Keychain
• Communications with our servers use HTTPS encryption
• Analytics requests are authenticated using HMAC-SHA256 signatures
• iCloud data is protected by Apple's CloudKit security

However, no method of transmission over the internet or electronic storage is 100% secure.

7. Analytics and Telemetry

The Software collects usage analytics to help us improve reliability and performance. Analytics are enabled by default but can be disabled at any time in Settings. When disabled, no telemetry data is sent.

Standard analytics include:

• A pseudonymous client identifier derived from your iCloud account, cryptographically hashed (SHA-256) before transmission so it cannot be reversed to identify you
• App version, platform, and OS version
• Aggregated event counts (e.g., number of files processed, errors encountered, features used)
• Subscription tier and quota usage
• Error reports with sanitized messages (file paths and email addresses are stripped before sending)

Standard analytics never include file names, file paths, media titles, or personal content.

Quality reporting: When file renames are completed, the original and final file names may be reported to our server for rename quality monitoring and improvement. This data is associated with your client identifier and is used solely to measure and improve rename accuracy. You can disable all analytics, including quality reporting, in Settings.

We do not use third-party advertising SDKs, third-party tracking SDKs, or Google Analytics. We do not sell your data, and we do not use it for advertising.

8. Caching

The Software caches images and metadata locally to improve performance. You can clear this cache at any time through Settings.

9. iOS Features

On iOS, the Software may:

• Index your watchlist items in Spotlight Search for quick access
• Provide Siri Shortcuts to add items to your watchlist by voice

Spotlight data is stored locally on your device and managed by iOS. Siri interactions are governed by Apple's privacy policies.

10. Children's Privacy

The Software is not intended for use by individuals under the age of 13. We do not knowingly collect personal information from children.

11. Your Rights

You have the right to:

• Access all data stored by the Software on your device
• Delete your data at any time (via Settings)
• Disable analytics collection (via Settings)
• Disconnect any third-party service integration at any time
• Clear your iCloud-synced data through Apple's iCloud management
• Request information about your data by contacting us

12. Data Retention

The Software retains:

• Watchlist items and settings indefinitely (until you delete them)
• Rename history for 90 days (automatically cleaned up via iCloud)
• Pipeline activity events for 30 days (automatically cleaned up via iCloud)
• Application logs for a reasonable period (clearable in Settings)
• Server-side synchronization data for as long as your account is active

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by updating the "Last Updated" date.

14. International Users

If you are using the Software from outside the United States, please be aware that file names, metadata, and synchronization data may be transferred to and processed on servers located in the United States.

15. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact:

Skail Consulting LLC Email: support@orgomedia.ai