WordHeld starts with a local library. Optional Personal AI has a separate, confirmed data flow. Here is what stays on your device and what can leave it.
The first setup may download a speech model. After that, transcription can run offline. The speech-model provider does not receive the recording or conversation text.
There is no automatic cloud sync or clinical-record integration.
Draft with AI, Ask AI and Generate with AI use your own OpenAI API key in the current preview. WordHeld asks before sending the Personal transcript and the relevant request, question or format.
These requests do not send the audio recording. Clinical conversations cannot use these cloud features.
Fresh Windows libraries protect stored conversation text and audio with a key tied to the current Windows account. Existing plain text libraries migrate when opened by the current app.
Fresh protected libraries encrypt microphone audio as it is captured and protect imported audio during validation. Password-protected backup and phone-transfer imports use encrypted staging in these libraries.
A missing key or failed text migration stops startup with an explanation instead of silently creating a replacement library.
Your API key is protected for your Windows account and kept outside the conversation database and backups. Saving it does not verify it; Check connection sends fixed sample text and may use API credit.
Use a secure Windows account and device. Protection does not stop someone who already has access to your unlocked account.
Migration can leave an older unencrypted text copy or plain audio. Backups & restore identifies these files; Protect older audio can protect completed recordings after confirmation.
Removing an older copy does not remove exports, other backups or recoverable disk remnants. Legacy restore paths can still be unprotected.
Use a password-protected complete backup for transfers and recovery. Keep its password safe; WordHeld cannot recover it. Text-only backups and readable text exports need separate protection.
Copies stay wherever you save them. Archiving a conversation hides it in the app and does not delete it.
Personal AI notes open in a separate preview. You choose when to use the result, and your existing note stays in place until then. AI answers remain separate from notes. Map proposals need review before they change the saved map.
Check recognition errors and AI wording against the transcript and recording. Both speech recognition and generative AI can make mistakes.
WordHeld has not been clinically validated. Clinical cloud AI is blocked. Assess privacy, security and the review workflow for your setting before any production use.
Clinical notes use local source-based drafts and a checklist for human review. Practice access controls, an audit trail and an approved Clinical cloud AI arrangement remain future work.
New Windows installations use the WordHeld folder under your local app data. Existing installations keep their original folder. Library tools provides storage and backup controls.
Removing audio can retain the conversation text. Backups and exported copies remain until separately managed. Consider recording permission and your own retention requirements when deciding what to keep.