Local first. Honest always.

Document version 1.0-draft · Effective July 22, 2026 · Applies to the Optim Board Room desktop application.

Draft — attorney review required

This plain-language draft describes how Board Room actually works today. It must be reviewed by a qualified attorney before any paid launch, and it is separate from the Optim 3D-printing store policies.

01 / What stays on your PC

Your data lives locally

Meetings, projects, settings, meeting minutes, and automatic backups are stored in your Windows user profile (%APPDATA%\Optim Board Room). Provider API keys are encrypted there with Windows DPAPI. Provider membership sessions (cookies) are stored in isolated browser partitions on your PC. Optim runs no account system and no telemetry in this release, and cannot see any of this data.

02 / What leaves your PC

Only what you send, to whom you chose

When AI members reply, the message you wrote, relevant meeting history, project notes you added, and the member's briefing are sent to the AI providers seated in that meeting — under your own accounts and their privacy policies. The app also fetches update information and provider notices from Optim's website over HTTPS (a normal web request; no personal data or identifiers are attached).

03 / What Optim does not collect

No accounts, no tracking

This release has no sign-up, collects no email, sets no analytics or advertising trackers, and never transmits your conversations, keys, or files to Optim. If future releases add accounts, subscriptions, or optional diagnostics, this policy will be versioned, you will be shown the changes, and consent will be requested — those features will not appear silently.

04 / Deletion & export

You hold the keys

Deleting a meeting or project in the app removes it locally; uninstalling and deleting %APPDATA%\Optim Board Room removes everything, including backups and encrypted keys. Meeting minutes can be exported to Markdown at any time. Data already sent to an AI provider is governed by that provider's retention policies and deletion tools.

05 / Your rights

Applicable privacy rights

Because Optim holds no personal data about Board Room users in this release, most data rights are exercised directly on your device or with your AI providers. [ATTORNEY REVIEW REQUIRED: jurisdiction-specific rights language (GDPR/CCPA and others) before accounts or payments launch, plus a subprocessor list at that time.]

Contact

Questions about this document: johnnycool1000@gmail.com. All Board Room legal documents: Terms · Privacy · Subscriptions · Acceptable Use · Provider Disclosure