PromptBox
PromptBox stores AI prompts, email templates and any reusable text in nested folders, then pastes or expands them by keyboard shortcut inside any app on macOS, Windows and iOS, with device-to-device sync and team sharing.
What is PromptBox?
PromptBox is a prompt and snippet manager combined with a system-wide text expander. Its homepage sums up the ambition in one line: The most beautiful way to organize & paste text. The tool does not write anything — it stores, organizes and pastes text you wrote yourself, which in practice means AI prompts above all, but also email templates, URLs and any other block of text you retype too often.
The library lives in nested folders and follows you across devices: a prompt saved on a phone appears on the desktop, and the reverse. Reaching it takes two forms. Click a prompt in the menu bar panel — opened from the system tray icon or with Cmd+E — and it lands on the clipboard. Or type its shortcut, something like /greeting, in any text field and the full text expands in place. That second mode is the real differentiator, and the vendor states it plainly: Since PromptBox works at the OS level, we can expand text in every app, not just the browser. It also requires the desktop application; shortcut expansion does not work from the web alone.
Prompts can carry advanced blocks: variables to fill in at paste time, a marker that places the cursor at a chosen spot, and an insertion of the current clipboard contents. These need at least iOS 2.0, macOS 1.1.5 or Windows 1.1.0. On macOS, a Services entry lets you select text in any app, right-click and choose PromptBox: Save Selection as Prompt, or press Cmd+Shift+E. Folders can be shared with a team for consistent replies, and a community marketplace offers prompt packs you can subscribe to.
The documentation names code review, translation and summarization as typical uses — the profile of a heavy prompt user, of a support or sales team standardizing its replies, or of anyone tired of retyping the same paragraph. The company claims more than 30,000 users; accounts are created by email or Google, and the backend runs on Firebase.
The limits come from the vendor itself: macOS, iOS and Windows are the only supported platforms. Linux desktop applications are announced as coming soon, Android is marked Available Soon, and the Chrome extension has been fully deprecated and withdrawn.
What it does
- Organize AI prompts and text snippets in nested folders
- Paste any prompt into any application with a keyboard shortcut, at the operating system level
- Sync the whole library between phone and computer
- Insert fill-in variables that are requested at paste time
- Place the cursor at a chosen point in the pasted text, or inject the current clipboard contents
- Save a text selection as a prompt from any app through macOS Services
- Share prompts with a team and subscribe to community prompt packs from the marketplace
When to use PromptBox / When not to
A quick filter to help you decide if PromptBox is the right fit.
When to use PromptBox
- Heavy AI users who rewrite the same prompts every day and want them saved, refined and reused instead of retyped
- Support agents and sales development reps who send canned replies and email templates all day long
- Developers who keep code review prompts one shortcut away, in any editor, terminal or chat window
- Translators and writers who reuse translation, rewriting and summarization prompts across projects
- Small teams that want a single shared prompt library so everyone answers with the same wording
When not to use PromptBox
- Linux and Android users, and anyone still relying on the Chrome extension: the desktop Linux app is only announced, Android is marked as coming, and the extension has been fully deprecated
- Anyone expecting an AI writer: PromptBox stores, organizes and pastes text you wrote yourself, it never generates any
- Developers looking for an API: no public API and no API documentation exist
- Users who require their content to stay out of AI training: the privacy policy states that prompts are used to improve the vendor's AI algorithms, and no opt-out is documented
- Organizations that need a data processing agreement, a sub-processor list or a documented hosting jurisdiction: none of these is published
How to use PromptBox
A typical end-to-end flow, from setup to results.
- Create a free account, with an email address and password or through Google sign-in
- Download the application from the download page: .dmg for macOS, .exe for Windows, App Store for iOS
- On macOS, open the .dmg, drag PromptBox into Applications and approve it on first launch
- On Windows, run the .exe and follow the installer, which takes under a minute; if a security warning appears, click More info then Run anyway
- Grant accessibility permission; on macOS, add PromptBox by hand under System Settings, Privacy & Security, Accessibility if it is missing from the list
- Sign in inside the desktop application to see your library
- Create your prompts and file them into nested folders
- On macOS, capture text on the fly: select it in any app, then right-click, Services, PromptBox: Save Selection as Prompt, or press Cmd+Shift+E
- Use a prompt: open the menu bar panel with Cmd+E and click it to copy it, or type its shortcut such as /greeting in any field to expand it in place
- Go further: add variables, a cursor marker or a clipboard block through Advanced Options, subscribe to marketplace packs, share folders with your team, and back everything up with Export Prompts in Settings
Pros & Cons
Pros
- Works at the operating system level: expansion happens in every application, not just the browser
- Low entry price at $5.99 per month, or $79 once for Lifetime access, advertised with a 60 day money back guarantee
- Free trial before any payment
- Advanced blocks (variables, cursor position, clipboard insertion) that are uncommon at this price point
- Full JSON export of the library: the data is not locked in
- macOS, Windows and iOS covered, with automatic synchronization between devices
- Detailed step-by-step installation and usage documentation, and a community marketplace to start from something rather than a blank page
Cons
- Prompts are used to improve the vendor's AI algorithms, with no documented way to opt out
- Prompts and responses may be anonymized and retained indefinitely for research and development
- No Terms of Service page is published, even though the refund policy explicitly refers to one
- No GDPR mention, no data processing agreement, no sub-processor list and no announced hosting jurisdiction
- Contradictory refund information: 60 days advertised on the Lifetime plan, 7 days in the refund policy
- No Linux and no Android application, the Chrome extension has been removed, and there is no public API
- Shortcut expansion requires the desktop app, and the website is rendered entirely in JavaScript, so no content is readable without running its scripts
Pricing & Plans
No permanent free plan is described. Account creation is free and a free trial is offered before payment, but continued access requires a paid plan. The lowest paid entry point is the Monthly plan at USD 5.99 per month; a one-time Lifetime purchase is also available at USD 79.
- unlimited text prompts
- access to the mobile app
- access to the desktop app
- free technical support. Call to action: Start Free Trial
- everything in the Monthly plan
- no card to pull out again
- free updates for life
- 60 day money back guarantee. Call to action: Get Lifetime Access
- offered before any payment
- with access to all premium features while it is active
- AppSumo codes can be redeemed on the dedicated AppSumo page to activate Lifetime access
- billing is handled through a Stripe portal
Data, GDPR & hosting
A consolidated view of how PromptBox handles your data.
GDPR overview
There is no mention of the GDPR anywhere on the site. A search across every page and every compiled application bundle returns zero occurrences of "GDPR" or "General Data Protection Regulation". No EU representative is designated under Article 27, no data protection officer is named, no data processing agreement is offered and no sub-processor list is published. No legal basis for processing is stated, and no retention period is quantified. What stands in for all this is a short section of the privacy policy listing access, correction, deletion, restriction, objection and portability rights, introduced by the words "Depending on your jurisdiction, you may have certain rights regarding your personal information" — a conditional, not a commitment. The company and its address are in the United States (Cheney, Washington), and international transfers and standard contractual clauses are never addressed.
Who owns the data?
No Terms of Service page is published anywhere on the site, even though the refund policy refers to one, so the privacy policy is the only accessible document that speaks to ownership. It contains no intellectual property assignment clause: nothing indicates that PromptBox claims your content. The company does collect it — name, email address, username, the prompts stored in its database, device, operating system and browser details, IP address and cookies — and states that it does not sell, rent or share personal information without consent, with three exceptions: legal obligations, protection of its rights, and a transfer of assets in a merger, acquisition or sale. It also states that it uses your prompts for research and development.
Reuse rights
Nothing in the accessible documentation restricts what you do with the text you write and store: no intellectual property assignment clause is visible, and no licence granted to the vendor is stated anywhere — mainly because no Terms of Service page exists. Getting your material back is straightforward: Settings offers Export Prompts, a JSON backup of the entire library, and a matching Import Prompts. The privacy policy also lists access, correction, deletion, restriction, objection and portability rights, but opens that list with "Depending on your jurisdiction", and these rights are exercised by writing to support@promptbox.ai. A folder can additionally be published to the marketplace as a public pack, then withdrawn and turned back to private.
Data retention & training
Hosting summary
Nothing is announced. No country, region or data center appears anywhere on the site, and no certification is claimed — no SOC 2, no ISO 27001, no HIPAA. The only geographic anchor is the company itself, Promptbox, Inc., at an address in Cheney, Washington, in the United States, which sets the default jurisdiction. Technical clues point to Google infrastructure: the application runs on a Firebase backend and the site resolves to an IP address, 35.219.200.4, belonging to Google LLC. These are outside observations, not a commitment: they can change tomorrow without notice and say nothing about where the prompt database is replicated. On security, the privacy policy offers a generic statement, "We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction", immediately followed by the caveat that no method of transmission or storage is completely secure. No sub-processor list is published; the cookie policy names Google Analytics and advertising networks, which is not the same thing.
Things to keep in mind
Risks and trade-offs to weigh before adopting PromptBox.
- Everything you save is stored on the vendor's servers and used to improve its AI algorithms: never keep passwords, API keys, client secrets or other people's personal data in a prompt
- Anonymized prompts may be kept indefinitely, so deleting a prompt on your side does not guarantee that it disappears from the vendor's research material
- System-wide expansion requires accessibility permissions, which technically give the application the ability to read what you type: it is a genuine trust decision, not a formality
- No Terms of Service is published, so the contractual framework is incomplete and can shift without any reference point to compare it against
- No hosting jurisdiction is announced, and a merger or acquisition clause allows your information to be transferred to a new entity: you cannot know where your library sits or who will own it tomorrow
- Marketplace packs are written by the community, with no quality vetting by the vendor, and the service accepts users from the age of 13 with no verification described
- Leaning on a shortcut library dulls your own phrasing over time, and a mistyped shortcut can paste a full block of text into the wrong window at the wrong moment
Setup & Integrations
Technical difficulty
Low, consumer grade. On macOS you open a .dmg and drag the app into Applications; on Windows you run an .exe and follow the installer, under a minute. The one step that trips people up is granting accessibility permission: on macOS you may have to add PromptBox by hand under System Settings, Privacy & Security, Accessibility, and on Windows to click More info then Run anyway past a security warning. No API key, no configuration, no code. The web app needs no installation, but shortcut expansion requires the desktop application.
Deployment
Apps stores
Behind PromptBox
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
What is PromptBox?
Which platforms is it available on?
How much does PromptBox cost?
Is there a money-back guarantee?
How do I paste a prompt?
Are my prompts used to train AI models?
How long is my data kept?
Can I get my prompts back out of PromptBox?
My shortcuts are not expanding, what should I do?
Is there an API?
Should you pick PromptBox?
PromptBox does one thing and does it neatly: it keeps your text in order and puts it back exactly where you need it, fast and everywhere. The combination is genuinely uncommon at this price — expansion at the operating system level rather than a browser extension, variables and cursor placement inside prompts, phone-to-desktop sync, and a community marketplace to avoid the blank page. At $5.99 a month, or $79 once for Lifetime access, the cost of trying it is small, and the JSON export means the library can leave as easily as it arrived.
The reservations are not about the product but about what surrounds it. The privacy policy states that your prompts are used to improve the vendor's AI algorithms, and that prompts and responses may be anonymized and retained indefinitely for research and development. No opt-out is documented. That single sentence should settle the question for anyone handling client material, regulated content or anything confidential.
The legal groundwork is thin as well: no Terms of Service page is published even though the refund policy cites one, the GDPR is never mentioned, no data processing agreement or sub-processor list exists, and no hosting jurisdiction is announced. The refund terms disagree with each other — 60 days on the pricing section, 7 days in the policy. Platform coverage is incomplete, with no Linux or Android application and a withdrawn Chrome extension.
Read together: a well-made, inexpensive tool for personal use or a small team working with non-sensitive text. For regulated environments, confidential data or anyone who needs contractual clarity, the missing documents weigh more than the features.
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