PRIVACY POLICY

Last Updated: 2026-10-12

This Privacy Policy explains how Gearmage, LLC (“Gearmage,” “we,” “our,” or “us”) collects, uses, and protects information when you visit our website or use our software applications.

Our software may access and process user data (e.g., email messages, attachments, or documents) solely to perform its intended functions as configured by the user. All such processing occurs in storage locations configured by the user. Gearmage does not transmit or permanently store this content, except when the user configures a feature that sends it to a service the user chooses (such as an AI provider) or chooses to send us a bug report, as described below. Please also review the Gearmage End User License Agreement (EULA, located at https://gearmage.com/eula.html) for additional terms of use.

  1. Information We Collect

    Website
    • Name, email address, mailing address (when registering or ordering).
    • Payment information (processed securely by Verifone/2Checkout).
    • Cookies for preferences, cart functionality, and analytics.
    Applications (general)
    • License information (email + company name). Usage and error data identify a license by a pseudonymous ID (a keyed hash of the license email), not by the email or company name.
    • General usage data (launches, screens visited).
    • Technical details (error messages, mail server type, IP address, mail domain). Mail server and email domain names other than well-known providers are replaced by a hash, and email addresses in error messages are masked.
    • Error logs via trusted services (Google Analytics, Mixpanel, Bugsnag).
    • Bug reports, only when the user chooses to submit one: the user's description and screenshots, connection diagnostics, settings (without saved passwords or sign-in tokens) and log files, sent by email to support@gearmage.com. Log files are not sanitized and may include details such as email subjects, email addresses and file names.
    • Update check (version 3.4 build 1040 and later, and 4.0 and later): once the application starts, and once a day, it reads a small file listing the current versions from gearmage.com (or its download network). The request carries the application's edition, version and build and, as any web request does, the computer's IP address; nothing about email, accounts or files. It can be turned off with the Logs tab's "Check for updates automatically" checkbox. An update is installed only when the user chooses it, and its installer is verified (checksum and Gearmage's digital signature) before it runs.
    • Usage and diagnostic analytics can be turned off in the application's settings.
    Product-Specific Data
    Mail Attachment Downloader
    • Accesses and downloads user email messages/attachments as configured.
    • Data is stored only in locations configured by the End User or Licensee (e.g., local device, network share).
    • Gearmage does not transmit or permanently store this content.
    • AI Prompt action (optional): when configured by the End User or Licensee, the selected message content and attachments are sent directly from the user's computer to the AI provider chosen (OpenAI or Anthropic), using the user's own API key and subject to that provider's terms. Gearmage does not receive this content.
    Gear Doc Converter
    • Converts documents between formats based on user configuration. Conversions happen on the user's computer.
    • Files remain only in locations configured by the End User or Licensee. Gear Doc Converter does not collect usage analytics, telemetry or error reports, and does not send documents, their contents, file names or folder names to Gearmage or anyone else, except in a bug report the user chooses to send, as described below.
    • It keeps its settings (presets, folder watches, Quick convert buttons, the conversion engine) and its logs on the user's computer only. The logs include file and folder names.
    • Update check (version 2.0 and later): when the program starts, and once a day, it reads a small file listing the current versions from gearmage.com (or its download network). The request carries the program's edition and version and, as any web request does, the computer's IP address; nothing about the user's documents. It can be turned off in Settings › Updates. An update is installed only when the user chooses it, and its installer is verified (checksum and Gearmage's digital signature) before it runs.
    • License activation (PRO, version 2.0 and later): when the user activates a license in Settings › License, or when version 2.0 first starts with a license from an earlier version, the program sends gearmage.com the license email, company name, license type and serial, a hash of the computer's ID (not the Windows ID itself) and the program's major version. gearmage.com uses them to check the purchase and the number of computers using the license, and returns a license signed for that computer. Before that license needs renewing, the program renews it in the background, sending the license and the same hash; "Clear license" frees the computer's place. Offline activation carries the same details in a request code the user pastes on gearmage.com. As with any web request, gearmage.com also sees the computer's IP address.
    • LibreOffice (optional): only when the user clicks "Install LibreOffice" in Settings › Conversion engine, the program downloads LibreOffice from The Document Foundation (download.documentfoundation.org, or its archive) and checks it against the checksum The Document Foundation publishes. Nothing about the user or their files is sent; as with any download, the computer's IP address is seen by that site.
    • "Report a problem" (optional, only when the user sends it): the user's description and what the report was started from (such as a conversion's error), a screenshot of the program's window if the user ticks it, any files the user adds, the logs for the days the user picks (they include file and folder names), the settings (presets, folder watches and conversion engine, without passwords), and the versions of the program, Windows and .NET. They are put in a zip file that opens as an email to support@gearmage.com in the user's own email program, so the user can look it over before sending it, or the user can save the zip and email it. Documents are not included unless the user adds them.
    Photo Organizer
    • Reads the photos and videos in the folders the user chooses, and their details (dates, camera, size, dimensions and GPS position), to group them into events and organize them into folders the user chooses. All of this happens on the user's computer.
    • Photo Organizer does not collect license information, usage analytics or error reports, and does not send photos, videos, their details, file names or folder names to Gearmage or anyone else, except in a bug report the user chooses to send, as described below.
    • It keeps, on the user's computer only (in the user's local application data folder): the events, names and changes for each folder looked at, the list of those folders, its settings, cached photo details, and a log and undo record of each organize. These are removed by deleting that folder; uninstalling leaves the user's photos as they are.
    • Places: city, state and country names come from place data built into the program (GeoNames, CC BY 4.0), with no internet connection. Optionally, when the user turns on the online lookup of neighbourhoods and landmarks (off by default), the GPS positions of the photos being organized are sent to OpenStreetMap's Nominatim service to look up those names; the answers are kept on the user's computer.
    • "Show on map" (in a photo's details) opens Bing Maps in the user's web browser at that photo's GPS position, only when the user clicks it.
    • Update check (version 2.0 and later): when the program starts, and once a day, it reads a small file listing the current versions from gearmage.com (or its download network). The request carries the program's name, edition and version and, as any web request does, the computer's IP address; nothing about the user's photos. It can be turned off in Settings › Updates. An update is installed only when the user chooses it, and its installer is verified (checksum and Gearmage's digital signature) before it runs.
    • Bug report (optional, only when the user sends it): the user's description and the error the report was started from, a screenshot of the program's window if the user ticks it, any files the user adds, the logs for the days the user picks (the program's log and the organize logs, which include file and folder names), the settings (such as folder names, templates and duplicate settings), and the versions of the program, Windows and .NET. They are put in a zip file that opens as an email to support@gearmage.com in the user's own email program, so the user can look it over before sending it, or the user can save the zip and email it. Photos and videos are not included unless the user adds them.

  2. When We Collect Information

    • Website interactions (orders, forms, surveys).
    • Application use (startup, shutdown, navigation, errors).
    • Product operations (e.g., email downloads, file conversions or organizing photos) — all content remains in user-configured storage.
    • Bug reports submitted by the user.

  3. How We Use Information

    • To process transactions and manage licenses.
    • To provide customer support.
    • To improve website and application performance.
    • To diagnose and fix errors.
    • We do not use, analyze, or share the contents of user files, documents, or emails, except content the user chooses to include in a bug report, which is used only to diagnose and fix the reported problem.

  4. Data Retention

    • Analytics/diagnostic data: retained only as long as needed (typically 30 days).
    • Email or document content: never stored on Gearmage servers. Content remains only in storage configured by the End User or Licensee.
    • Bug reports: kept in our support system only as long as needed to resolve the reported issue.
    • Authentication tokens (e.g., Google or Microsoft OAuth): stored securely on the installed system for duration of use, revocable at any time.

  5. Security Responsibilities

    • Gearmage implements commercially reasonable security measures for its website and telemetry systems.
    • Payments are processed via Verifone (2Checkout); Gearmage does not store card data.
    • Users are responsible for securing, scanning, and managing their downloaded or converted content.

  6. Third-Party Services

    • Google Analytics, Mixpanel, Bugsnag (error/analytics).
    • Ahrefs Web Analytics (website visit statistics) — loaded on gearmage.com pages; counts page views and referrers without cookies, subject to the Ahrefs privacy policy.
    • Google API Services (Mail Attachment Downloader) — complies with Google API Services User Data Policy, including the Limited Use requirements. Google user data is not used to develop, improve, or train generalized AI or machine learning models.
    • Microsoft sign-in (Mail Attachment Downloader, Microsoft 365 and Outlook.com) — used only to access the mailboxes configured by the user.
    • OpenAI, Anthropic (Mail Attachment Downloader AI Prompt action) — only when configured by the user with their own API key.
    • The Document Foundation (Gear Doc Converter's optional LibreOffice download) — only when the user asks Gear Doc Converter to install LibreOffice; receives the download request.
    • OpenStreetMap Nominatim (Photo Organizer online place lookup) — only when turned on by the user; receives the GPS positions of the photos being organized, subject to the OpenStreetMap Foundation privacy policy.
    • Zoho Desk (help center and customer support).
    • Advertising: may use Google AdSense with cookie-based personalization; users may opt out via Google Ads Settings or the NAI opt-out.

  7. Do Not Track

    We do not honor browser “Do Not Track” signals. However, we do not permit third-party behavioral tracking outside of disclosed analytics and advertising.

Contact Us

Questions about this Privacy Policy may be directed to:

Website: gearmage.com
Email: privacy@gearmage.com

Related