Offline AI privacy and security guide
PortableMind runs fully offline, but good security hygiene still matters. This guide shows how to protect sensitive data, prove offline behavior to stakeholders, and keep machines clean whether you’re solo, in a regulated shop, or on shared hardware.
Offline proof points to satisfy security reviewers.
Data handling patterns for sensitive and regulated content.
Cleanup and storage practices that keep devices tidy after sessions.
Prove you are offline
Launch in airplane mode and show localhost responding. Capture Resource Monitor (Windows) or Activity Monitor (macOS) with zero outbound traffic. Keep a short PDF on the USB documenting this. Sharing proof upfront calms security teams and speeds approvals.
- Screenshot the offline session for future audits.
- Store the proof file on the USB root for quick reference.
- Explain that prompts and outputs remain on the device, not the cloud.
Handle sensitive data locally
Keep sensitive prompts and outputs on the USB or an encrypted local folder. Avoid synced folders (iCloud, OneDrive) during sensitive sessions. For regulated data, encrypt exports before moving them anywhere else. Delete temp files and browser cache when finished.
- Use offline mode for PHI, legal drafts, and confidential contracts.
- If you must transfer, use encrypted archives or approved drives.
- Label sensitive outputs clearly and store them away from synced directories.
Control access and approvals
Assign clear owners for each USB. Track sign-outs if multiple people use one. On managed devices, document SmartScreen or Gatekeeper approvals and keep them scoped to the launcher only. Avoid sharing the drive without explaining its offline, no-install nature.
- Keep the USB in a locked drawer or bag when not in use.
- Rotate drives per team or unit to maintain custody.
- Log approvals and exclusions so audits see intentional controls.
Cleanup after sessions
Close the terminal to stop the local server, clear browser cache for localhost, and delete downloads that contain sensitive snippets. Eject the USB to avoid corruption. If you used a shared machine, wipe temporary files and remove any shortcuts you created.
- Use private/incognito windows when working on shared devices.
- Keep a cleanup checklist on the USB to follow every time.
- Back up important outputs to an encrypted drive before deleting locals.
Align with policies
Map offline AI use to your data classification policy. Define when offline use is required (e.g., PHI, legal drafts) and when cloud might be acceptable. Provide this guide plus /guides/offline-ai-usb-without-admin-rights to IT so they understand the controls you’re using.
- Write a short SOP: when to use offline AI, where to store outputs, how to clean up.
- Keep approvals documented for SmartScreen, Gatekeeper, and AV exclusions.
- Review quarterly to ensure your approach still matches policy and tooling.
Use cases
Regulated teams
Keep PHI or legal work offline with documented controls and cleanup.
Shared environments
Run locally on lab devices while minimizing traces and respecting policies.
Security reviews
Provide offline proof and scoped exclusions to pass reviews faster.
Checklist
- Run in airplane mode and capture offline proof once.
- Store sensitive outputs on the USB or encrypted local folders.
- Avoid synced directories during sensitive sessions.
- Log approvals for SmartScreen/Gatekeeper and AV exclusions.
- Follow a cleanup checklist after each session.
- Link this guide with /guides/offline-ai-for-sensitive-docs for deeper handling.
Quick cross-links
Hop to related guidance while you keep this page open.
Troubleshooting
Security questions offline claims
- Share your offline proof PDF and show Resource/Activity Monitor during a session.
- Offer a monitored run so they can see no outbound traffic.
- Document the lack of installs and the scoped exclusions you used.
Data accidentally saved to cloud folder
- Move the file to an encrypted local folder and remove it from the synced location.
- Clear cloud history if your provider supports it.
- Update your SOP to remind users to disable sync during sensitive work.
Forgot to clean up on a shared machine
- Return and clear browser cache and downloads if possible.
- Rotate USB credentials (change labels, track custody) to ensure future hygiene.
- Keep an encrypted backup of critical outputs in case local traces are wiped by the lab.
FAQ
Does PortableMind send anything to the cloud?
No. The AI runs locally. Stay in airplane mode to confirm nothing leaves your device.
How do I prove this to compliance?
Provide offline screenshots, Resource/Activity Monitor showing zero outbound, and your scoped AV exclusions.
Where should I store sensitive outputs?
On the USB or an encrypted local folder. Avoid synced cloud directories during sensitive sessions.
What about logs?
Keep minimal logs on the USB if needed; avoid storing them on shared machines.
Related guides
Offline AI for sensitive documents
Work with sensitive documents—legal, medical, financial—using the PortableMind offline AI USB while keeping data on-device.
Offline AI USB privacy checklist
A practical checklist to keep offline workflows private: folders, exports, and avoiding accidental cloud sync.
Air-gapped AI USB best practices
How to use an offline AI USB in sensitive environments: updates, model sourcing, and safe handling without the cloud.