🛡️ FREE NotebookLM Alternative that Runs Local & Keeps All Your Data Private

Introduction

We all love how AI helps us finish work faster. Tools like NotebookLM are great because they organize our messy notes into clear summaries.

But sometimes, you might feel a little worried. You might ask yourself, "Is it safe to upload my private diary, my bank statements, or my secret work project to the cloud?". That is a very normal question.

That is why I want to introduce SurfSense. This tool is getting a lot of attention because it offers a different way to work.

It promises to help you read and understand your documents, but it gives you more control over where those documents live. You can even run it on your own computer so your data never leaves your house.

We will see if this tool is really worth your time or if you should stick with what you already know.

I. Why Should You Choose SurfSense?

SurfSense stands out by prioritizing user privacy and data ownership through its unique "Local Mode." While tools like NotebookLM require you to trust a third-party cloud, SurfSense gives you the option to run the AI brain directly on your own hardware.

This makes it the ideal choice for anyone handling sensitive documents that must remain confidential and off external servers.

Key takeaways

• Fact: SurfSense allows you to run the AI model locally so data never leaves your computer.

• Comparison: NotebookLM is like a fast restaurant; SurfSense is like cooking in your own secure kitchen.

• Trade-off: High privacy can lead to slower processing speeds depending on your computer's power.

• Action: Connect your daily tools like Notion and Gmail directly to keep your workflow in one place.

Before we start clicking buttons, we need to understand what makes SurfSense different. Think of it this way:

• NotebookLM is like eating at a nice restaurant. It is fast, the service is great, and the food is ready quickly. But you don't control the kitchen. You have to trust the chef.

• SurfSense is like cooking in your own kitchen. You choose the ingredients, you control the heat, and you know exactly what goes into the pot. It might take a little longer to cook, but you have total ownership.

SurfSense allows you to connect to tools you use every day, like Google Drive, Notion, and Gmail. But the biggest selling point is "Local Mode." This means the AI brain works right on your laptop.

When you use SurfSense, you are choosing privacy. However, you should know that privacy sometimes comes with a cost. Sometimes it is a bit slower. Sometimes it is a bit harder to set up. We are going to find out if that trade-off is okay for you.

On the other hand, if you prefer the speed of Google's tool but find it messy, you can easily fix NotebookLM's missing features to keep your workflow organized and lightning-fast.

II. How to Start a New Project in SurfSense

Starting a project involves creating a "Space," which acts as a dedicated box for a specific topic to keep your information organized. You should provide a clear, detailed description for each Space so the AI understands the context and focus of your research. This simple organizational structure ensures that different projects, like health tips or trip planning, do not get mixed up.

Key takeaways

• Structure: Use "Spaces" to separate distinct projects and prevent the AI from cross-contaminating data.

• Importance: A clear name like "Remote Work Productivity" helps the AI provide more relevant answers.

• Function: The interface is divided into three main areas: Spaces, Sources, and the Chat window.

• Example: Create a dedicated Space for "Tax Documents" to keep sensitive financial logic isolated.

When you open SurfSense for the first time, the screen might look empty. Don't worry. It is very clean and simple. You will see a few main areas:

1. Spaces: These are your folders or projects.

2. Sources: This is where your files live.

3. Chat: This is where you talk to the AI.

Let's set up your first workspace together.

1. Creating a Space

You need to click the button that says "Create Space." Think of a "Space" as a big box for a specific topic. You should not mix different topics in one box.

• For example, if you are learning about "Healthy Eating," make a space for that.

• If you are planning a "Summer Trip," make a separate space for that.

I named my first space "Remote Work Tips." I want to gather information on how to work from home effectively.

2. Why Naming Matters in SurfSense

You should give your space a clear description. SurfSense uses this to understand what you care about. If you just name it "Test," the AI won't know the context.

But if you name it "Remote Work Tips - Productivity and Health," the AI knows we are focusing on work and wellness.

This clarity saves you time on the input side. Similarly, to save time on the output side, you should know how to get structured documents from AI every time, avoiding the hassle of fixing fonts and headers later.

III. SurfSense Handles PDF Files and Editing with Ease

Now that we have a box (our Space), we need to put things inside it. The most common thing you will use is a PDF document. This could be a report, a book chapter, or an article you saved.

1. The Upload Process

You will see an "Upload Document to Search Space" button. When you click this, SurfSense lets you choose files from your computer.

I selected two PDF files about time management. I clicked "Upload."

My experience: I noticed that SurfSense is not instant. It takes a moment to read the file. You might see a "processing" status. This is slower than some other tools, so you need a little patience here.

2. The Editor Feature

This is a feature that surprised me. Once your PDF is inside SurfSense, you can actually change it. Usually, a PDF is locked. You cannot touch it. But here, you can open the file in the tool and type on it.

Example: I uploaded a PDF that had a typo in the title. I was able to click on it and fix the spelling directly inside SurfSense.

Why this is useful: Imagine you have a study guide, but you want to add your own notes or delete a paragraph that is not important.

You can clean up your source material before you even ask the AI questions. This helps the AI give you better answers later because the source is cleaner.

3. Be Careful With File Limits in SurfSense

If you are using the online version, you cannot upload the whole library. There is a limit of roughly 300 pages per file.

For most of us, this is fine. But if you try to upload a giant textbook, SurfSense might tell you it is too big. You should split big files into smaller chunks.

IV. Add YouTube Videos or Websites to SurfSense Sources

We don't just learn from papers. We learn from videos and websites too. SurfSense understands this. You can mix different types of media in one Space.

1. Connecting a Web Page

Let's say you found a great blog post. You do not need to copy and paste the text.

• Click "Connect Data."

• Paste the link (URL) of the website.

• SurfSense will visit that page and pull the text for you.

2. Adding a YouTube Video

This is my favorite part. I found a 45-minute video of an expert talking about "Home Office Setup." I did not want to watch the whole thing.

• I copied the YouTube link.

• I pasted it into the YouTube connector in SurfSense.

• The tool pulled the transcript (the words spoken) from the video.

Now, inside my "Remote Work Tips" space, I have:

• a. Two PDF guides.

• b. One blog post.

• c. One YouTube video interview.

SurfSense treats them all the same. It is like having a digital binder with everything stapled together.

V. Best Prompts to Use in SurfSense for Smarter Answers

This is the most important part of this article. If you ask bad questions, you get bad answers. But SurfSense has a special trick called "Mentions."

1. Using the "@" Symbol

You do not always want the AI to read everything. Sometimes, you just want to know what the video said. In the chat box, if you type the "@" symbol, a list of your files appears.

• My Test: I typed @YouTube Video and then asked my question.

• The Result: The AI ignored the PDFs and the blog post. It only looked at the video to give me the answer.

2. Prompt 1: The Specific Summary

Don't just say "Summarize this." That is too vague.

Try this prompt in SurfSense:

Please read @PDF_Name and create a summary. I need 3 main sections: The Problem, The Solution, and Key Action Steps. Keep it simple.

When I did this, SurfSense gave me a beautiful list. The best part? It gave me small numbers (citations) at the end of each sentence.

When I clicked the number, it showed me exactly where that sentence came from in the PDF. This is great for checking if the AI is telling the truth.

3. Prompt 2: The Comparison Table

I wanted to see if the PDF and the Video agreed with each other. Try this prompt in SurfSense:

Create a table comparing the advice in @PDF_Name and @YouTube_Video. Columns should be: Topic, Advice from PDF, Advice from Video, and My Conclusion.

The Result: It made a table. I will be honest with you. the table looked a bit squished. I had to scroll sideways to read it. It was not very pretty, but the information was correct. It showed me that the PDF focused on "Time Blocking" while the Video focused on "Desk Ergonomics."

4. Prompt 3: The Knowledge Quiz

If you are a student, this is gold.

Try this prompt in SurfSense:

Based on all sources in this space, create a quiz with 10 multiple-choice questions. Show the correct answer and explain why it is correct.

SurfSense created a real test for me. It asked specific questions like "What is the recommended height for a monitor?" This helps you learn the material much faster than just reading.

VI. Specific Integrations Within SurfSense

This is where SurfSense beats many other tools. It talks to the apps you already use. You do not have to download files and re-upload them.

1. The Notion Integration

Many people use Notion to take notes. I have a page in Notion full of messy meeting notes.

• I went to settings in SurfSense and clicked "Connect Notion."

• I gave it permission to see my specific "Meeting Notes" page.

Now, I can treat my Notion page just like a PDF.

My Prompt:

Look at my @Notion_Page. List all the tasks that are assigned to me. Also, tell me the due dates.

It worked perfectly. It read my messy notes and gave me a clean "To-Do" list. If you use Notion for school or work, this saves you so much time.

2. Other Integrations

SurfSense also connects to:

• Google Drive: You can pull files directly from your cloud folders.

• Gmail: You can ask it to find information in your emails.

• Discord: You can even connect it to chat servers.

This makes SurfSense feel like a central hub for your digital life.

VII. Why Does the Local Mode Make SurfSense Unique?

We talked about privacy at the beginning. Let's explain what "Local Mode" actually means in SurfSense.

1. Your Computer is the Brain

When you use most AI tools, your question goes up to a huge server in California, gets processed, and comes back.

In SurfSense Local Mode, you can download the "Brain" (the AI model) to your laptop.

• The Benefit: You can turn off your internet, and it still works. No one sees your data. It stays on your hard drive.

• The Downside: Your computer needs to be strong. If you have an old laptop, it might run very slowly and make your fan spin loud.

2. Choosing Your Model

SurfSense lets you pick which "Brain" to use.

• Llama 3: A very smart, popular model.

• Mistral: Good for quick tasks.

• OpenAI (GPT): You can connect this if you don't mind the cloud and want the smartest answers.

Having this choice is wonderful. You can use the "Smart Cloud Brain" for general questions and the "Private Local Brain" for your tax documents.

VIII. Real Problems When Using SurfSense

I want to be completely honest with you. SurfSense is good, but it is not perfect. Here are the things that annoyed me during my test.

1. The Podcast Feature Failed

You might know that NotebookLM can make amazing audio discussions. SurfSense says it can do this too. I tried to make an audio summary of my "Remote Work" space.

The Result: Error. I tried again. Error. I could not get it to work. Even if it did work, other users say the voice sounds very robotic. If you want audio, this tool is not ready yet.

2. It Can Be Slow

Because SurfSense does a lot of work to keep things secure and connected, it feels heavier. Sometimes I clicked a button and had to wait 5 or 6 seconds. That does not sound like much, but when you are in a hurry, it feels like a long time.

3. Visuals Could Be Better

As I mentioned with the table, the design is a bit cramped. It is not as polished or "smooth" as Google's products. You might find yourself squinting a bit to read complex answers.

Conclusion

So, is SurfSense the right tool for you? After using it for my project, I have a clear answer.

You should use SurfSense if:

• You really care about privacy and want to keep files on your own computer.

• You live inside Notion or Google Drive and want an AI that can read your files directly.

• You need to verify facts. The way it links answers to the exact sentence in the document is fantastic for students and researchers.

You should stick with NotebookLM if:

• You want something fast and easy.

• You love the Audio Overview (podcast) feature.

• You do not care as much about keeping data off the cloud.

SurfSense is a powerful tool for people who want control. It allows you to build a personal library of knowledge that truly belongs to you. It might be a little rough around the edges, but the power to connect to your apps and run locally is a game-changer for many of us.

Why not try it with one small project? Create a Space, upload a few PDFs, and see if it fits your workflow. You might find that owning your data feels pretty good.

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