Privacy Policy

Lifetime License (Self-Managed)

Data collected by FilesDesk:

• Email address and username for account creation
• License key and device ID for activation
• Device information (OS version, hardware ID) for license binding

Data NOT collected:

• Your files are never sent to FilesDesk servers
• File names or paths are not transmitted to us
• AI processing results are not logged by FilesDesk

FilesDesk Managed (Monthly Subscription)

Data collected and processed:

• Email address and username for account creation
• Payment information (processed by Razorpay, not stored by us)
• File metadata: filename, file type, size
• File content sent temporarily to Google Gemini AI for processing
• Usage logs: operation type, timestamp, credits consumed

How your files are handled:

• Files are sent as base64-encoded data to our API
• We upload files to Google Gemini File API for AI analysis
• Files are processed in-memory and never saved to our database
• All file uploads are encrypted in transit (TLS/HTTPS)
• Files are automatically deleted from Gemini after processing
• Only the rename suggestions are returned to your device

Self-Managed License

Your AI provider API keys (OpenAI, Claude, Gemini, Ollama) are stored using:

• Windows Credential Manager: Keys are encrypted by Windows OS and never stored in plain text
• Local Storage Only: API keys never leave your computer
• Not Transmitted: We never receive or have access to your API keys

FilesDesk Managed

Our server-side AI keys are:

• Stored securely as environment variables
• Never exposed to clients or logged
• Used only for authorized processing requests
• Rotated regularly for security

Authentication & Access

• JWT Tokens: For web app authentication (24-hour expiry)
• API Keys: For desktop app access (prefixed with 'nsk_', stored as bcrypt hashes)
• Device Authorization: OAuth-like flow for secure desktop app linking
• Password Hashing: Bcrypt with salt for all user passwords

Data Type	Retention Period	Purpose
Account Information	Until account deletion	User authentication and service access
Payment Records	7 years	Financial compliance and tax requirements
Usage Logs (Metadata)	90 days	Service optimization and support
File Content	Immediately deleted after processing	AI rename suggestions
License Information	Lifetime (for validation)	License enforcement and device binding

Payment Processing

We use Razorpay for payment processing. Razorpay collects:

• Payment card information
• Billing address
• Transaction details

FilesDesk does not store your full payment card details. See Razorpay Privacy Policy.

AI Processing (Managed Plan Only)

We use Google Gemini AI/OpenAI ChatGPT for file analysis. When using FilesDesk Managed:

• Your files are temporarily uploaded to Google Gemini/OpenAI ChatGPT File API
• Files are processed by latest model
• Files are deleted from Gemini/ChatGPT after processing completes

See Google Gemini API Terms.

See OpenAI ChatGPT API Policies.

Analytics & Site Improvement

We use analytics tools to understand how visitors use our website and improve the user experience:

Google Analytics 4 (GA4)

• Pages visited and time spent on site
• Device type, browser, and operating system
• Geographic location (country/city level)
• Referral source (how you found us)
• IP addresses are anonymized by default

See Google Privacy Policy and opt-out of Google Analytics.

Microsoft Clarity

• Session recordings (mouse movements, clicks, scrolls)
• Heatmaps showing where users click
• Pages visited and navigation patterns
• Device and browser information
• IP addresses are masked for privacy

Clarity helps us identify usability issues and improve the website. No personal data like passwords or payment info is captured in recordings. See Microsoft Privacy Statement.

Email Delivery

We use Secured mail service for sending verification and notification emails.

Infrastructure

Our API is hosted on secure cloud infrastructure with:

• TLS/HTTPS encryption for all connections
• Database with encrypted backups
• Redis for temporary caching and job queues
• Regular security updates and monitoring

You have the right to:

• Access: Request a copy of your personal data
• Correction: Update or correct your account information
• Deletion: Request deletion of your account and associated data
• Export: Download your usage history and account data
• Opt-out: Unsubscribe from marketing emails (we send very few)

To exercise these rights, contact us at support@filesdesk.app

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

• Posting the updated policy on this page
• Updating the "Last Updated" date
• Sending an email to registered users for significant changes

Last Updated: November 28, 2025