Your data, backups, and what leaves your machine

Where your mail lives

In a database on your own computer. We do not host it, we have no copy of it, and it is yours to read, search and export whether or not you are paying us. Your mailbox passwords live in the Windows credential store, the same vault your other applications use, and never travel to us.

What does go to our servers

Three things, and this is the whole list.

• The text an AI feature needs. The thread you are replying to, the brief you wrote, the sent mail it is learning your voice from. It goes through our relay to the model and comes back. We keep the metering — who asked, when, which feature, what it cost us — and not the content.
• What your agents find. The companies, addresses and reasons live on our side, which is what lets an agent keep working while your computer is off.
• Your account. Name, email, company, your plan and whether it is active.

Some of the first one happens in the background rather than when you press something: the assistant re-reads your recent sent mail about once a day, it drafts replies to the messages waiting for you before you open them, and it indexes your mail so search by meaning is instant. The first two are switches in the assistant’s settings. The full list, with a way to check each one.

Saving a backup

Settings, then Save a backup. It writes one file containing your mail store, what the assistant has learned, and your settings. Keep it wherever you keep anything else that matters. Passwords are deliberately not in it, because they belong to the machine they were saved on.

Nothing does this on a schedule for you today, so it is worth doing after your first proper week and then whenever you would miss what has happened since.

Moving to a new computer

Install, restore, reconnect. In detail:

1. Save a backup on the old machine.
2. Install OleaDesk on the new one.
3. Settings, Restore from a backup, then Choose a backup. This only reads the file and shows you what is in it: how many emails, how many inboxes, how many buyers, and the date of the newest message. Nothing has been replaced yet.
4. If those numbers are the ones you expected, confirm. OleaDesk closes and reopens to do it, and whatever was on the new machine is kept beside the restored copy rather than deleted.
5. Sign your mailboxes in again. Passwords stay in the old machine’s keychain.

Getting your data out

The backup file is the export. It is a database rather than a folder of documents, and if you ever want it in another shape, write to us and we will help you get it there rather than leave you prising it out. That is the point of it being on your machine.

Next: When something is not working