Soloclef Notes DocsPrivacy and data
Where your files are kept, and what leaves the server
Soloclef Notes is self-hosted: it runs on its owner's own server, not on a large cloud platform. Your files, notebooks, notes, chats and Studio outputs are stored there.
Some features need AI models or services that run elsewhere. This page lists exactly what goes where, so you can choose.
What stays on the server
- Your files and everything made from them. Uploads, sources, notes, chats and Studio outputs are stored on the server.
- Local parsing. The Local parser reads files on the server. The file itself is not sent anywhere.
- Search index. Sources are turned into search vectors with the BGE-M3 embedding model, which runs on the server. If that local service is down, the text is sent to the same model at OpenRouter instead, so indexing doesn't stop.
- No analytics. There is no third-party tracking or analytics. If the app crashes in your browser, the error report goes to the server itself.
- Report Issue. On an error message, Report Issue only opens your own mail app with a draft to the site's owner: the error code, request ID, message, page, browser and time. Nothing is sent unless you send it, through your own mail provider.
What is sent to outside services
| When you… | What is sent | To |
|---|---|---|
| Chat, or make a Studio output | Your question and the relevant passages from your sources | The AI model provider of the model in use (for example OpenAI, Google, DeepSeek or others through OpenRouter) |
| Choose the Cloud parser | The whole file, and with Vision on, the images in it | The server's cloud parser, Datalab or LlamaCloud; with Datalab, LlamaCloud for the few file types Datalab can't open, or if Datalab fails |
| Turn on Vision | The images in the file | The vision model's provider |
| Make an audio or video overview | The script to be read aloud | OpenAI, for the voices |
| Search for new sources | Your search query | The service you search (Google, PubMed, arXiv, Exa, Tavily and so on). Google Search, the platforms (YouTube, Reddit and the others) and the web pages you import are reached through the site's web proxy service |
| Read a web page | The page's address | Browserbase, if the workspace has a Browserbase connector; otherwise, or if Browserbase fails, the server reads it through the site's web proxy service |
| Read a page that shows a captcha | The page's address and its captcha | A captcha-solving service (2captcha) |
| Pick Exa, Tavily or Browserbase in the chat's Tools | The search words, or the address of the page to open | Exa, Tavily or Browserbase, with the workspace's own key |
| Pick files from Nextcloud | Nothing extra: the server fetches the files from your Nextcloud | — |
| Pick files from Google Drive | Nothing extra: the server fetches only the files you picked, and Google tells the app about no others | — |
| Connect an agent over MCP | Whatever the agent asks for with your API key or sign-in: search results and documents from workspaces with API access on | Your agent and its model provider |
| Connect a mailbox (Email (IMAP)) | Your username and app password, which are stored encrypted here and never shown again | Your mail server, which the server signs in to |
| Let the assistant read your mail | The text of the messages it reads, and of any attachment it opens; images in attachments go to the vision model | The AI model provider of the model in use, and the vision model's provider |
| Get an email from the app (password reset, invitation, automation result) | The email: for an invitation, who invited you and to which workspace; for an automation, the run's full result | The site's mail provider (SMTP2GO), then your own mail provider |
| Sign in with your password, or ask for a password reset, on the website | Your browser takes a bot check | Cloudflare (Turnstile) |
| Sign in with Continue with Danvics SSO | You sign in there, and it tells the app your email address | The site owner's own single sign-on service (sso.danvics.com) |
If a file must not leave the server, use the Local parser, leave Vision off, and bear in mind that asking about it still sends the relevant passages to a model provider.
Who can see what
Notebooks belong to a workspace. If you invite other people to a workspace, they can see its notebooks, sources, notes and Studio outputs. Your chat history stays private to you.
Connections are shared within a workspace. Your Google Drive, Nextcloud and Email connections belong to your account and are on in every workspace you belong to, so in a shared workspace the other members' chats and automations can use them, including searching and reading your mailbox (see Email). Automations and their results, which can include mail, can be seen by everyone in the workspace, Viewers included.
A workspace Owner can also make public links: a read-only copy of a chat or of a finished Studio output, or a live link to a notebook that shows the Owner's newest chat in it, its finished outputs and its source files. Anyone with the link can open it without signing in. See Workspaces and sharing.
Deleting your data
Deleting a notebook removes its notes and source links, and Delete chat history removes the chats you started in it. To have all of your data deleted, including uploaded documents and your account, ask the owner through the contact page.
You can also delete your account yourself, with User settings → Profile → Delete account (type DELETE to confirm). It happens at once and can't be undone: every workspace you own is deleted, with its chats, documents, connectors and API keys, and anyone you shared one with loses that work too. It doesn't remove what you added to other people's workspaces: the documents you uploaded there stay, and the chats you started there can then be seen by that workspace's Owner. To keep a copy of your documents first, use Export knowledge base in Workspace settings → General.
Removing a mailbox from the Email (IMAP) card removes it from the app only; nothing in the mailbox changes.