Your data & privacy

This is the privacy summary the RollStill app shows on your PC, word for word, so you can read it before you install. "This PC" and "this app" mean your computer and your copy of RollStill.

A plain summary of where your information goes, as of October 24, 2026. It isn't the legal Terms of Use or Privacy Notice; those are still being reviewed by a lawyer.

Your files stay on this PC

This app reads copies of the files in the folders you choose and keeps those copies in its office folder on this PC. Your originals are never changed, moved or deleted. Files kept online-only in OneDrive are listed but not downloaded.

Photos, image files and scanned pages are read by Windows' own built-in text recognition, on this PC. They aren't sent anywhere to be read. Only the words found in them are kept, like the text of any other document.

Your customers' conversations

If you use the customer service agent, this PC keeps its conversations in the office folder: practice ones, and real ones from screens set up for customers. That includes what customers type or say, and any name, callback number and need they leave in a message.

• They're kept for the period you set in Settings (Customer chats), 90 days unless you change it, counted from a chat's last message. Then they're deleted automatically, when the app starts or once a day while it runs. You can also keep them until you delete them, or delete them all at once.
• If you updated from a version without this setting, the 90 days count from the day you updated, so nothing older is deleted before then.
• Even within that period, only the newest 200 messages it took and the newest 300 questions it couldn't answer are kept.
• They're in the cs folder inside the office folder. These are your customers' details, kept on your PC. Look after them as you would any customer records.

Your AI, under your own account

Your assistant is powered by the AI you pick in Settings → AI connection: Claude (made by Anthropic), ChatGPT (OpenAI), Gemini (Google) or Grok (xAI). When you ask something, the parts of your files and notebook that fit the question go to that company with it, under your own API key, to write the answer. With Claude, that's your own Anthropic API key. The company's terms and privacy policy cover what you send it. Your key is kept only on this PC, encrypted for your Windows account; we never receive it.

If your AI account runs out of credit, a question you ask is kept on this PC (held.json in the office folder) and answered as soon as there's credit again. A kept question is deleted once it's answered, or after 7 days.

If you let your assistant search the web for research (Settings, "Let it search the web"; it's on when you're starting a business), Claude runs those searches through Anthropic's own web search, using words from your question, and your Anthropic account pays for them (about a cent a search). It only reads web pages that way; it still can't touch your files. The other AI companies don't search the web in this app.

We don't use your files, notes or chats to train AI. Anthropic's commercial terms say it may not train its models on what you send through your API key. OpenAI doesn't train on what you send through its API unless you opt in, and xAI doesn't without your permission. Google doesn't on its paid tier, but on its free tier it may use what you send to improve its products, and people may read it: use a Gemini key from a project with billing turned on. Each company keeps what you send for a while to check for abuse (OpenAI and xAI up to 30 days, Google 55 days).

Text alerts to your phone

If you turn on text alerts, each alert goes to your cell through your own Inkbox account (its free shared line) or your own Twilio number, under that company's terms. On Inkbox's shared line, Apple's iMessage or your phone company delivers it. An alert can include a customer's name, callback number and what they need. This app never texts your customers.

This PC keeps the last 100 alerts it sent, in the textline folder inside the office folder. Your Inkbox key or Twilio token is kept only on this PC, encrypted for your Windows account; we never receive it. Reply STOP to the line to stop texts at any time.

If "Answer my texts" is on, this PC checks the line every few seconds for texts from your cell, and only yours. A question you text goes to the AI company you picked, under your own API key, with the parts of your files, notebook, calendar and QuickBooks figures that fit it, the same as a question you type here. The answer comes back to your phone through the same line. By text your assistant only answers: it never adds, changes or sends anything, and an answer never includes a password, a key, or a full card, bank account or Social Security number. Each question and answer is also kept in your chat history on this PC, and the textline folder keeps the last 100 answers it sent.

Your Google Calendar

If you connect Google Calendar, this PC signs in to your own Google account and reads your main calendar straight from Google: the title, time and place of events from today through the next two weeks. It never reads event descriptions or guest lists. When you ask your assistant something, those events go with your question to the AI company you picked, under your own API key. An appointment is added to your calendar only when you press Add on the card your assistant shows you, with Google's own reminders on your phone.

This PC keeps only the Google sign-in, encrypted for your Windows account. Events are read when needed and not saved. We never receive your calendar. To disconnect, use Settings → Calendar, or remove RollStill in your Google Account (Security → Your connections to third-party apps & services).

RollStill's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Your QuickBooks

If you connect QuickBooks Online, this PC reads your books straight from Intuit, read-only: the company name, open invoices and bills, payments from the last 30 days, bank account balances as QuickBooks shows them, and profit and loss for this month, last month and the year so far. It never changes or deletes anything already in QuickBooks. When you ask about money, the figures it needs go with your question to the AI company you picked, under your own API key. They aren't sent to your other screens.

If you switch on invoice drafting, it also reads your customers (name, email address and payment terms) and your products and services with their prices. It creates an invoice in your QuickBooks (and a new customer, if you tick that) only when you press Approve on the card your assistant shows you, and it emails an invoice to your customer, from QuickBooks, only when you press Email it.

The books are read every 4 hours and kept in this app's memory only. The one exception is invoice drafts waiting for your OK (the customer, the lines and their prices): they're kept in the qbo folder until you approve or dismiss them, disconnect QuickBooks, or 7 days pass. To text you only once about each overdue invoice or bill, the app remembers their QuickBooks ID numbers (no names or amounts), in the qbo folder inside the office folder. The Intuit sign-in is kept on this PC, encrypted for your Windows account.

Intuit only lets an app finish signing in with a secret that can't be kept inside a program on your PC. So the sign-in, and each renewal of it, pass through RollStill's sign-in helper on our relay (Supabase, in the US). The helper stores no sign-in and logs none; it keeps Intuit's one-time sign-in code for at most 10 minutes. Your books never pass through it. To disconnect, use Settings → QuickBooks, or disconnect RollStill inside QuickBooks.

Business Pulse

If you put sales exports in the Numbers folder in your notebook, this PC reads them to show your trends in the Office tab. It's plain math on this PC: nothing from that folder is sent anywhere, and nothing is saved to your notebook unless you press "Save this page to my notebook".

Your notebook is yours

The notes your assistant keeps are plain files in your Documents folder (or wherever you moved them). A note is written only when you say yes, and you can change or delete any of them. We don't receive them.

Voices and the mic

If you pick one of Edge's Natural voices, the text being read aloud goes to Microsoft's online speech service to make the sound. The older Windows voices work on this PC only.

The mic button uses your web browser's speech recognition. It listens only after you tap it, and stops when you finish speaking. In Edge your speech goes to Microsoft to be turned into text; in Chrome (for example on an Android tablet) it goes to Google. On an iPad or iPhone, Safari uses Apple's speech recognition, under Apple's terms. You can switch speaking off in Settings and type instead.

If you turn on "Hey" and your assistant's name (Settings → Voice; it's off until you do), Windows' own speech recognizer listens to this PC's microphone for that name. It works on this PC only and needs no internet. Anything else it hears is thrown away at once: nothing is written down, kept or sent anywhere, and only the fact that the name was heard goes in the app's log. It listens only while you're signed in to Windows with the PC unlocked and RollStill running, and never on your other screens. When it hears the name, your question goes the same way as a tap on the mic button, above.

Doorways and live support

Messages to and from your other screens, and live support sessions you start from the Help tab, pass through our relay, a hosted database (Supabase, in the US).

• A Doorway message is deleted as soon as the other side receives it.
• To stop people guessing pairing codes, the relay notes the internet address of each code attempt.
• A clean-up on the relay runs every hour. It deletes leftover Doorway messages once they're 2 days old, and code attempts once they're 1 day old.
• The relay keeps your PC's Doorway registration (business name, assistant name, look, voice and greeting) until you remove it in Settings (Doorways relay), ask us to delete it, or a year goes by without this PC checking in. Removing it also disconnects your screens. A paired screen nobody has used for 6 months is removed too; pair it again with a new code.
• A live support session carries the IT chat and a health-check summary, never your file names or contents. Support chats are kept for follow-up, and the same hourly clean-up deletes them 90 days after the last message.
• The Doorway page is a website hosted by Netlify, whose own server logs (such as a screen's internet address) fall under their terms.

Updates

Each night (and when you press Check for updates) this app downloads RollStill's update list, and a new version when there is one, from our update site, hosted by Netlify. It sends nothing about you or your office; like any website, the update site's server logs see this PC's internet address. An update is checked against RollStill's signature before it's installed, and your office, notes and settings are kept.

What we receive

Only what you choose to send: support tickets (the problem, the app version and the health check, never your files or your API key), messages to our support email or text line, live support sessions, and your intake form answers if you fill one in. We never sell your data.

To see, correct or delete your support records and intake answers, email support@rollstill.com. Everything else stays on this PC, where you control it.

Who else handles it

• The AI company you pick: Anthropic (Claude), OpenAI (ChatGPT), Google (Gemini) or xAI (Grok). Your questions and the matching file and notebook excerpts, under your own API key.
• Supabase (US): Doorway messages and live support sessions, and RollStill's QuickBooks sign-in helper (which stores no sign-in).
• Intuit: only if you connect QuickBooks Online, under your own QuickBooks account. This PC reads your books there, and creates the invoices you approve.
• Netlify: hosts the Doorway page and RollStill's update site.
• Microsoft: Edge's Natural voices and Edge's speech recognition.
• Google: Chrome's speech recognition, on screens that use Chrome. If you connect Google Calendar, your own Google account holds your calendar, and this PC reads and adds events there.
• Inkbox: our email and text address for intake forms and support messages. If you turn on text alerts with Inkbox, your own Inkbox account carries them to your phone.
• Twilio: only if you choose it for text alerts, under your own Twilio account.

No cookies, no tracking

This app and the Doorway page use no cookies, no analytics, no advertising trackers and no session recording, and no other company can track you through them. There's nothing for a "Do Not Track" setting to turn off. This window remembers a few display choices (like the small-window mode) on this PC only.

Health records and children

This is a business tool for adults, not meant for children under 13 (Google and xAI require their users to be 18 or older). Don't point it at patient health records, or other people's sensitive data you aren't allowed to send to an AI service: excerpts go to the AI company you pick, and patient records would need a business associate agreement with that company first.

An independent product, powered by the AI company you pick (Claude by default). It isn't made or endorsed by Anthropic, OpenAI, Google or xAI.

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