Your Data Stays on Your Machine: Local-First, Explained

Here’s a question you’ve probably never asked about your business tools, and should: if the company behind this app disappeared tonight, what would you still have tomorrow morning?

For most of your stack, the honest answer is: a login screen that doesn’t work anymore. Your project boards, your notes, your customer history, your dashboards — they live on someone else’s computers, rented to you month by month, accessible exactly as long as the vendor is solvent, online, and on good terms with you. We’ve all just… agreed to this. It’s the water we swim in.

Local-first is the disagreement. It’s a simple architectural choice with large consequences: your data lives on your machine first, and the cloud — when you want it at all — is a convenience layered on top, not the place your business actually resides. Vexlynk’s desktop app is built this way, and this post explains what that means in practice, without the hand-waving that usually surrounds privacy talk, including exactly where the web workspace works differently. The term itself comes from a 2019 Ink & Switch essay by Martin Kleppmann, Adam Wiggins, Peter van Hardenberg and Mark McGranaghan.

What local-first literally means here

When you work in the Vexlynk desktop app, your workspace — the boards, the cards, the notes, the documents, the layout you’ve arranged — is written to a database on your computer. Not cached from the cloud. Not synced down from a server that holds the master copy. The copy on your machine is the master copy.

Three concrete consequences, in ascending order of importance:

It works when the internet doesn’t

Open your laptop on a plane, in a dead zone, during an outage — your workspace opens, complete, editable. Live source cards can’t fetch new data without a connection, obviously, but they show what they last knew, and everything you’ve built is simply there. Cloud-first tools give you a spinner; local-first gives you your work.

It’s fast in a way cloud apps can’t fake

Every action — opening a board, moving a card, typing a note — is a local operation. No round trip to a server to render your own thoughts. This sounds minor until you’ve felt the difference daily.

Nobody can lock the door on you

The subscription-software bargain has a clause nobody reads: the vendor holds your data hostage against next month’s payment, their uptime, and their continued existence. Local-first strikes the clause. Your workspace is yours the way files on your disk are yours — because that’s what it is.

“So what’s in the cloud, then?”

The honest answer: exactly what you opt into, and nothing by default. This is where the details matter, so here they are plainly:

• Sync is off by default, and on Free it doesn’t exist. A fresh desktop installation stores everything locally, full stop. Cloud sync is a Plus and Pro feature (it’s how those users get their workspaces on several devices and in the web workspace), and even there it’s a switch you flip, not a default you’d have to discover and undo. On the Free plan it can’t be switched on at all. Software that respects you defaults to the private choice.
• Source credentials are stored encrypted. The API keys and OAuth grants that connect Stripe, your calendar, your store — encrypted at rest and never written into your workspace content. Most connections are read-only; a few (WhatsApp, Trello, ClickUp, Google Calendar) let you act from the card, only when you do it yourself — sending a message, or archiving, completing or deleting something, asks you to confirm first. A Stripe connection can see your revenue; nothing can move it.
• Linked files never leave. On the desktop app, point Vexlynk’s file panel at a folder on your machine and it stores a reference to the path — nothing is copied, nothing is uploaded, even with sync on. Your files stay exactly where they are.
• AI runs on your terms. Asking the agent a question sends the relevant context to a model — that’s what AI requests are. But you choose the terms: use the hosted AI, or, on Plus or Pro, bring your own API key (BYOK) so requests flow under your own provider account, your keys, your billing relationship. And if you clear your local data or delete your cloud data, those are separate, explicit actions — the deletion controls distinguish “this device,” “the servers,” and “everything,” because those are genuinely different intentions.

Desktop app vs web workspace: the exact split

Everything above describes the desktop app for Windows and macOS. Vexlynk also runs as a web workspace at workspace.vexlynk.app, which is where “Try Free” on the website opens. It’s the same product and the same agent, but a browser tab has no local disk to own, so the privacy picture is different. Here’s the split, line by line:

If privacy is the reason you’re here, the configuration that keeps everything on your own disk is the desktop app with sync left off. The details are in the docs page Desktop vs Web and on how Vexlynk handles your data.

Links checked September 28, 2026.

Why this matters more for you than for a big company

Enterprises negotiate data terms with vendors — contracts, audits, egress clauses. You don’t. Small operators take the terms of service as offered, which makes the architecture your only real protection. A privacy policy is a promise; local-first is a fact. Policies change with acquisitions and pivots. Where the bytes live doesn’t.

And the stakes are asymmetric. Your workspace isn’t generic productivity residue — it’s the model of your business: what you’re planning, what clients are worth, what’s failing, what you’ll try next. That’s the most competitively sensitive information you own. The default question shouldn’t be “why would you keep that local?” It should be “why on earth would the default be anything else?”

The trade-offs, stated honestly

Local-first isn’t free, and pretending otherwise would undercut the trust this architecture is designed to earn:

• Multi-device requires opting in. If you want your workspace on the desktop and the laptop and in the browser, that’s what sync is for — Plus and Pro, flipped on deliberately. The free single-machine experience is complete, but it is single-machine.
• Backups are partly your job. When your machine holds the master copy, your machine’s backup habits matter. On Plus and Pro, sync keeps a copy on Vexlynk’s servers, but “my laptop died and I’d never enabled sync or backups” is a real failure mode, the price of actually owning things. How to cover it is in the next section.
• It’s harder to build. Honestly a vendor trade-off rather than yours, but it explains why most software isn’t built this way: cloud-first is easier to ship and — not incidentally — easier to monetize, because captivity is a retention strategy. Local-first vendors keep you by being useful instead. We consider that the correct pressure to put on ourselves.

Backing up a local-first workspace

The desktop app keeps your workspace in one folder: %APPDATA%\Vexlynk on Windows and ~/Library/Application Support/Vexlynk on a Mac, the standard app-data locations Electron apps use. Whatever backup you run should include that folder.

• Mac: Time Machine backs up to an external drive automatically: hourly backups for the past 24 hours, daily backups for the past month, and weekly backups after that.
• Windows: Windows Backup copies the user folders you choose (Desktop, Documents, Pictures, Videos, Music) and your settings to OneDrive. The Vexlynk folder isn’t one of those, so pair it with a backup tool that copies app data or the whole drive.
• The 3-2-1 rule: CISA’s Data Backup Options guide recommends three copies of important files, on two different kinds of media, with one copy kept offsite.
• Copying by hand: quit Vexlynk first, so the database isn’t in the middle of a write, then copy the whole folder.

If you’d rather not think about it, sync on Plus and Pro keeps a copy on Vexlynk’s servers. That’s the trade in one line: convenience in exchange for custody.

Links checked September 28, 2026.

The question to carry into every tool decision

You don’t have to switch anything today. Just start asking the opening question — what would I still have if this vendor vanished? — of every tool that holds something you’d hate to lose. Sort your stack into “I’d keep my data” and “I’d keep a login screen.” The second list is your exposure, and it’s usually longer than people expect.

The desktop question, answered while we’re here

Local-first explains a decision that puzzles people at first glance: why Vexlynk is a desktop application in an era when everything ships as a browser tab. The answer is that the architecture requires the machine. A real local database, encrypted credential storage, files referenced in place on your disk, an app that opens complete with no connection — those need an operating system, not a sandboxed tab that evaporates when cleared. The web workspace exists (it keeps boards in the cloud, and with sync on Plus or Pro your desktop workspace travels to it), but the center of gravity is deliberately on hardware you own. Cloud-first products keep the master copy because their business model lives there. The desktop app is what choosing the other side actually looks like, shipped.

Sorting your own stack: a ten-minute exposure audit

The keep-my-data-versus-keep-a-login-screen question gets practical fast. Run your tools through four questions:

1. Where is the master copy? Not “is there an export” — where does the authoritative version live? If the answer is “their servers,” continue to question two.
2. What does the export actually give you? Test it, don’t trust it. Many tools export a JSON archive that is technically your data and practically a brick — unreadable without the product that made it. An export you can’t reopen elsewhere is a receipt, not a backup.
3. What happens on non-payment? Read the ToS section nobody reads. Grace periods range from generous to fourteen days to “immediately read-only.” The tools holding your most important data deserve the closest read.
4. Has the vendor been acquired, pivoted, or “sunset” anything? Past behavior toward user data is the only privacy policy that can’t be rewritten.

Score each tool: data-on-my-machine, data-hostage-but-exportable, or pure custody. Most founders find their single most sensitive asset — the operational model of their business — sitting in the third category, priced at per-seat rates, terminable on a billing hiccup. That’s the finding that reframes local-first from ideology to due diligence. For the full exit checklist, see If your vendor disappeared tonight. And run question two on us too: Vexlynk has no one-click board export yet, and here’s what you can take with you today.

What “your machine” means for the AI, precisely

One boundary deserves surgical clarity, because “local-first plus AI” sounds like a contradiction until the seams are drawn. Three separate data paths exist, and they’re separate on purpose:

• Your workspace: on the desktop app, local by default. The canvas, cards, documents, layout — on disk, yours.
• Source fetches: on the desktop app, your machine talks to Stripe or Google to fill a card, with credentials encrypted at rest, and the data lands locally. Most connections only read; the few that can act (WhatsApp, Trello, ClickUp, Google Calendar) do so only when you do it yourself; sending a message, or archiving, completing or deleting something, asks you to confirm first. On the web workspace, Vexlynk’s servers do the fetching.
• AI requests: the one path that leaves by necessity — asking a model a question means sending the question and relevant context to that model. You control this path’s terms: hosted (the bundled allowance) or your own key via BYOK, under your provider agreement. And it’s request-scoped context, not custody: the model is consulted, the workspace stays home.

Drawn this way, the architecture is easy to audit mentally: on the desktop app with sync off, everything stays local except what you explicitly connect (inbound, mostly read-only) and what you explicitly ask (outbound, request-scoped, under terms you picked). Turning on sync adds a fourth path you chose: a copy of your workspaces on Vexlynk’s servers. The web workspace sits on that side of the line by design.

Then, when you’re ready to move the model of your business somewhere you own, Vexlynk starts free: on the desktop app, your workspace on your machine, sync off until you say otherwise, connections that mostly just read, and an AI agent that works for you without your data working for anyone else. Private first, by default — because for the one document that describes your entire business, that’s the only default that makes sense.