Privacy Policy

Privacy Policy

Privacy Policy

Last updated on August 5, 2026

  1. Introduction

  1. Introduction

Your privacy is a priority at Willow. This Privacy Policy explains what information Willow collects, how we use it, how long we keep it, when we share it, and the controls available to you.

Willow provides voice dictation, note-taking, writing assistance, meeting, and collaboration features. Some features require cloud processing, while others store content only on your device. You control whether Willow may retain eligible dictated text to help improve Willow. Google User Data is governed by the separate commitments in Section 6 and is never included in Willow's model-training program.

Your privacy is a priority at Willow. This Privacy Policy explains what information Willow collects, how we use it, how long we keep it, when we share it, and the controls available to you.

Willow provides voice dictation, note-taking, writing assistance, meeting, and collaboration features. Some features require cloud processing, while others store content only on your device. You control whether Willow may retain eligible dictated text to help improve Willow. Google User Data is governed by the separate commitments in Section 6 and is never included in Willow's model-training program.

  1. Why We Use Cloud Processing

  1. Why We Use Cloud Processing

Willow uses cloud infrastructure to provide fast and accurate voice dictation, transcription, note-taking, and related features. Audio and other content needed to provide a requested feature may be processed transiently by Willow and its service providers. Our service providers are subject to Zero Data Retention and no-model-training controls for data processed on Willow's behalf.

Cloud processing does not mean Willow retains all content. What Willow retains depends on your privacy settings and the feature you use, as described below.

Willow uses cloud infrastructure to provide fast and accurate voice dictation, transcription, note-taking, and related features. Audio and other content needed to provide a requested feature may be processed transiently by Willow and its service providers. Our service providers are subject to Zero Data Retention and no-model-training controls for data processed on Willow's behalf.

Cloud processing does not mean Willow retains all content. What Willow retains depends on your privacy settings and the feature you use, as described below.

  1. Choose Your Privacy Mode

  1. Choose Your Privacy Mode

  1. Private Mode (Default)

In Private Mode, Willow collects only the account, technical, and operational information needed to provide and maintain the service. Willow may process voice audio transiently to return a transcription, but Willow and its service providers do not retain that audio or use it for model training. Willow does not retain dictated text or screen content in this mode.

  1. Help Improve Willow (Optional Opt-In)

You may choose to allow Willow to retain recognized dictated text and limited usage information to improve Willow's text-correction models. Eligible data is anonymized, protected, and not sold. Service providers processing this data on Willow's behalf are subject to Zero Data Retention and no-model-training controls and may not use it to train their own models.

Google User Data is excluded from Help Improve Willow. This exclusion applies to raw, aggregated, anonymized, and derived Google User Data.

You can change your privacy mode at any time in Willow's settings. Changing your setting applies to future processing and does not require Willow to retain content that was processed under Private Mode.

  1. What We Collect and Why

  1. What We Collect and Why

Account Information
We collect account information such as your name, email address, authentication information, account settings, and subscription status. We use this information to create and maintain your account, authenticate you, provide support, and communicate about the service.


Usage and Technical Information
We collect limited technical and operational information, including device type, operating system, app version, performance and diagnostic information, words-per-minute rate, and number of words dictated. We use this information to operate, secure, troubleshoot, and improve Willow.


Dictation and Note-Taking Content
Willow processes audio, dictated text, transcripts, notes, and related content when needed to provide features you request. Retention depends on the feature and your settings.
In Private Mode, dictated audio and text are processed transiently and are not retained by Willow or its service providers. If you opt in to Help Improve Willow, Willow may retain anonymized recognized text, but not audio, for the purposes described in Section 3.


Google User Data
If you intentionally connect your Google account, Willow may access the following information through read-only Google permissions:

  • Google account information, including your primary email address, name, profile image, and Google account identifier.

  • Google Calendar event information, including event identifiers, titles, start and end times, event status and type, meeting and conference links, attendee names and email addresses, attendee response status, and related event metadata needed to provide meeting features.

  • Google Contacts, including names, email addresses, and profile photos.

  • Google Other Contacts, including names, email addresses, and profile photos.

  • Google Workspace Directory entries, including names, email addresses, and profile photos. This information is available only when the connected account belongs to an eligible Google Workspace organization.
    Willow's Google permissions are read-only. Willow does not use these permissions to create, edit, or delete Google Calendar events, contacts, or directory entries.

Account Information
We collect account information such as your name, email address, authentication information, account settings, and subscription status. We use this information to create and maintain your account, authenticate you, provide support, and communicate about the service.


Usage and Technical Information
We collect limited technical and operational information, including device type, operating system, app version, performance and diagnostic information, words-per-minute rate, and number of words dictated. We use this information to operate, secure, troubleshoot, and improve Willow.


Dictation and Note-Taking Content
Willow processes audio, dictated text, transcripts, notes, and related content when needed to provide features you request. Retention depends on the feature and your settings.
In Private Mode, dictated audio and text are processed transiently and are not retained by Willow or its service providers. If you opt in to Help Improve Willow, Willow may retain anonymized recognized text, but not audio, for the purposes described in Section 3.


Google User Data
If you intentionally connect your Google account, Willow may access the following information through read-only Google permissions:

  • Google account information, including your primary email address, name, profile image, and Google account identifier.

  • Google Calendar event information, including event identifiers, titles, start and end times, event status and type, meeting and conference links, attendee names and email addresses, attendee response status, and related event metadata needed to provide meeting features.

  • Google Contacts, including names, email addresses, and profile photos.

  • Google Other Contacts, including names, email addresses, and profile photos.

  • Google Workspace Directory entries, including names, email addresses, and profile photos. This information is available only when the connected account belongs to an eligible Google Workspace organization.
    Willow's Google permissions are read-only. Willow does not use these permissions to create, edit, or delete Google Calendar events, contacts, or directory entries.

  1. How Willow Uses Information

  1. How Willow Uses Information

Willow uses information to:

  • Provide voice dictation, transcription, note-taking, and writing assistance;

  • Authenticate users and maintain accounts;

  • Display upcoming meetings and notify users shortly before meetings begin;

  • Identify meeting links and associate a note-taking session with the correct meeting;

  • Display meeting attendees and help identify participants;

  • Show colleagues, people a user has recently met with, and saved contacts so users can invite people to Willow without manually entering their information;

  • Provide customer and technical support;

  • Secure Willow and prevent fraud, abuse, and unauthorized access;

  • Comply with applicable law; and

  • Improve Willow when a user has expressly opted in to eligible improvement features.
    Willow does not sell personal information. Willow does not use Google User Data for advertising.

  1. Google User Data

  1. Google User Data

User Choice and Feature Access

Connecting a Google account is optional. Willow accesses Google User Data only after you choose to connect Google and grant the requested permissions. Willow uses that information only for the visible, user-facing meeting, notification, participant, contact, and invitation features described in this policy.

Pass-Through Processing and Storage

Willow's Calendar and People APIs operate as pass-through APIs. Calendar events, Google Contacts, Other Contacts, and Workspace Directory responses are retrieved from Google when requested, returned to the authorized Willow application, and discarded after the request is completed. Willow does not persist this Google API response data or derived copies in its databases, analytics systems, model inputs, or model-training datasets.

The response data may exist briefly in volatile memory while Willow processes and returns the request. It is not retained after the pass-through operation is complete.

To keep your Google account connected, Willow retains only the information required to maintain the connection, including encrypted OAuth credentials and minimal connected-account metadata such as the Google account identifier, connected email address, granted permissions, connection status, and relevant timestamps. Willow retains this information only while the integration remains connected or as otherwise required for security or legal compliance.

AI and Machine Learning

Willow does not send Google User Data to third-party AI or machine-learning providers. Willow does not use raw or derived Google User Data to develop, train, retrain, test, validate, or improve generalized, foundational, or non-personalized AI or machine-learning models.

Google User Data is never included in Help Improve Willow or any other Willow model-training program. This restriction applies even if Google User Data has been aggregated, anonymized, pseudonymized, or used to derive other information.

Service Providers and Data Transfers

Willow does not sell Google User Data and does not transfer it for advertising, data brokerage, or model training. Infrastructure providers may process Google User Data only to securely transmit and operate the user-requested pass-through features. They act on Willow's instructions and are subject to contractual and technical restrictions, including Zero Data Retention and prohibitions against using Willow data to train their models.

Willow may disclose information when required by applicable law or when necessary to protect Willow, its users, or the public from fraud, abuse, or security threats. Willow does not permit a service provider to use Google User Data for its own independent purposes.

Human Access

Willow personnel do not access Google User Data except when you provide specific consent for support, when access is necessary to investigate a security or abuse incident, or when access is required by applicable law. Access is limited to authorized personnel and is subject to access controls and confidentiality obligations.

Retention, Disconnection, and Deletion

Because Calendar and People API responses are processed on a pass-through basis, Willow does not retain those responses after completing the request.

You can disconnect Google through Willow or revoke Willow's permission through your Google Account at https://myaccount.google.com/permissions. When you disconnect Google through Willow, Willow attempts to revoke the Google authorization and deletes the stored OAuth credentials and connected-account metadata from its active systems. If you revoke access through Google, Google invalidates the authorization so Willow can no longer access your Google account. Willow deletes any remaining connection record after the revocation is detected or when you request deletion.

Deleting your Willow account also deletes the Google integration record and its stored credentials from Willow's active systems. Encrypted backup copies of connection records, if any, are isolated from ordinary use and automatically expire under Willow's standard backup and disaster-recovery lifecycle. Willow does not restore deleted Google connections for ordinary product use.

You may request deletion of your Google connection information or other personal information by emailing support@willowvoice.com. Willow may ask you to verify your identity before completing a request. Willow will honor verified deletion requests unless limited retention is required by law or necessary to address security, fraud, or abuse. Any such retention is limited to the information and period required for that purpose.

Limited Use Compliance

Willow's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. The policy is available at https://developers.google.com/terms/api-services-user-data-policy.

User Choice and Feature Access

Connecting a Google account is optional. Willow accesses Google User Data only after you choose to connect Google and grant the requested permissions. Willow uses that information only for the visible, user-facing meeting, notification, participant, contact, and invitation features described in this policy.

Pass-Through Processing and Storage

Willow's Calendar and People APIs operate as pass-through APIs. Calendar events, Google Contacts, Other Contacts, and Workspace Directory responses are retrieved from Google when requested, returned to the authorized Willow application, and discarded after the request is completed. Willow does not persist this Google API response data or derived copies in its databases, analytics systems, model inputs, or model-training datasets.

The response data may exist briefly in volatile memory while Willow processes and returns the request. It is not retained after the pass-through operation is complete.

To keep your Google account connected, Willow retains only the information required to maintain the connection, including encrypted OAuth credentials and minimal connected-account metadata such as the Google account identifier, connected email address, granted permissions, connection status, and relevant timestamps. Willow retains this information only while the integration remains connected or as otherwise required for security or legal compliance.

AI and Machine Learning

Willow does not send Google User Data to third-party AI or machine-learning providers. Willow does not use raw or derived Google User Data to develop, train, retrain, test, validate, or improve generalized, foundational, or non-personalized AI or machine-learning models.

Google User Data is never included in Help Improve Willow or any other Willow model-training program. This restriction applies even if Google User Data has been aggregated, anonymized, pseudonymized, or used to derive other information.

Service Providers and Data Transfers

Willow does not sell Google User Data and does not transfer it for advertising, data brokerage, or model training. Infrastructure providers may process Google User Data only to securely transmit and operate the user-requested pass-through features. They act on Willow's instructions and are subject to contractual and technical restrictions, including Zero Data Retention and prohibitions against using Willow data to train their models.

Willow may disclose information when required by applicable law or when necessary to protect Willow, its users, or the public from fraud, abuse, or security threats. Willow does not permit a service provider to use Google User Data for its own independent purposes.

Human Access

Willow personnel do not access Google User Data except when you provide specific consent for support, when access is necessary to investigate a security or abuse incident, or when access is required by applicable law. Access is limited to authorized personnel and is subject to access controls and confidentiality obligations.

Retention, Disconnection, and Deletion

Because Calendar and People API responses are processed on a pass-through basis, Willow does not retain those responses after completing the request.

You can disconnect Google through Willow or revoke Willow's permission through your Google Account at https://myaccount.google.com/permissions. When you disconnect Google through Willow, Willow attempts to revoke the Google authorization and deletes the stored OAuth credentials and connected-account metadata from its active systems. If you revoke access through Google, Google invalidates the authorization so Willow can no longer access your Google account. Willow deletes any remaining connection record after the revocation is detected or when you request deletion.

Deleting your Willow account also deletes the Google integration record and its stored credentials from Willow's active systems. Encrypted backup copies of connection records, if any, are isolated from ordinary use and automatically expire under Willow's standard backup and disaster-recovery lifecycle. Willow does not restore deleted Google connections for ordinary product use.

You may request deletion of your Google connection information or other personal information by emailing support@willowvoice.com. Willow may ask you to verify your identity before completing a request. Willow will honor verified deletion requests unless limited retention is required by law or necessary to address security, fraud, or abuse. Any such retention is limited to the information and period required for that purpose.

Limited Use Compliance

Willow's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. The policy is available at https://developers.google.com/terms/api-services-user-data-policy.

  1. Transcript History

  1. Transcript History

Dictation transcript history and dictation recordings shown in the Willow application are stored locally on your device for you to view. Willow does not synchronize this local history unless a separate feature clearly tells you otherwise and you choose to enable it.

Dictation transcript history and dictation recordings shown in the Willow application are stored locally on your device for you to view. Willow does not synchronize this local history unless a separate feature clearly tells you otherwise and you choose to enable it.

  1. Data Security

  1. Data Security

Context Awareness is optional. When enabled, Willow may temporarily process relevant text from the active window to improve dictation accuracy, including recognizing specialized terms and names. This contextual text is used only to provide the requested transcription, is not retained, and is not used for model training.

You can turn Context Awareness on or off at any time in Willow's settings. When it is off, Willow does not process active-window content for transcription.

Context Awareness is optional. When enabled, Willow may temporarily process relevant text from the active window to improve dictation accuracy, including recognizing specialized terms and names. This contextual text is used only to provide the requested transcription, is not retained, and is not used for model training.

You can turn Context Awareness on or off at any time in Willow's settings. When it is off, Willow does not process active-window content for transcription.

  1. How Long we Keep Information

  1. How Long we Keep Information

Willow retains account and operational information only for as long as needed to provide the service, maintain security, comply with legal obligations, resolve disputes, and enforce agreements.

In Help Improve Willow mode, Willow retains eligible anonymized text and usage information only for as long as needed for the improvement purposes described in this policy. In Private Mode, Willow does not retain dictated audio, dictated text, or screen content.

Google User Data follows the separate retention and deletion rules in Section 6. Calendar and People API responses are not retained after the pass-through request. OAuth credentials and minimal Google connection metadata are retained only while the integration is connected and are deleted from active systems when the integration is disconnected or the Willow account is deleted.

When a retention period expires or information is no longer needed, Willow deletes or irreversibly anonymizes it, unless continued retention is required by law or necessary for security, fraud prevention, or dispute resolution.

Willow retains account and operational information only for as long as needed to provide the service, maintain security, comply with legal obligations, resolve disputes, and enforce agreements.

In Help Improve Willow mode, Willow retains eligible anonymized text and usage information only for as long as needed for the improvement purposes described in this policy. In Private Mode, Willow does not retain dictated audio, dictated text, or screen content.

Google User Data follows the separate retention and deletion rules in Section 6. Calendar and People API responses are not retained after the pass-through request. OAuth credentials and minimal Google connection metadata are retained only while the integration is connected and are deleted from active systems when the integration is disconnected or the Willow account is deleted.

When a retention period expires or information is no longer needed, Willow deletes or irreversibly anonymizes it, unless continued retention is required by law or necessary for security, fraud prevention, or dispute resolution.

  1. When We Share Information

  1. When We Share Information

Willow may use trusted service providers to operate Willow, including cloud infrastructure, transcription, security, diagnostics, customer support, and payment services. These providers may process information only to perform services for Willow and at Willow's direction. Providers that process content on Willow's behalf are subject to Zero Data Retention and may not use that content to train or improve their own AI or machine-learning models.

Willow may disclose limited information when required by law, to respond to valid legal process, or to protect the security and rights of Willow, its users, or the public.

Willow does not sell personal information. Willow does not share text-messaging consent or opt-in information with third parties for their own marketing. The stricter Google User Data sharing rules in Section 6 control whenever information was received from Google APIs.

Willow may use trusted service providers to operate Willow, including cloud infrastructure, transcription, security, diagnostics, customer support, and payment services. These providers may process information only to perform services for Willow and at Willow's direction. Providers that process content on Willow's behalf are subject to Zero Data Retention and may not use that content to train or improve their own AI or machine-learning models.

Willow may disclose limited information when required by law, to respond to valid legal process, or to protect the security and rights of Willow, its users, or the public.

Willow does not sell personal information. Willow does not share text-messaging consent or opt-in information with third parties for their own marketing. The stricter Google User Data sharing rules in Section 6 control whenever information was received from Google APIs.

11. Data Security

11. Data Security

Willow uses technical and organizational safeguards designed to protect information against loss, misuse, unauthorized access, disclosure, alteration, and destruction. These safeguards include:

  • Encryption in transit using TLS;

  • Encryption at rest for information retained in Willow's systems;

  • Role-based access controls and database security controls;

  • Restricted production access; and

  • Security monitoring and operational controls.

No method of transmission or storage is completely secure. Willow cannot guarantee absolute security, but we work to maintain safeguards appropriate to the nature of the information we process.

Willow uses technical and organizational safeguards designed to protect information against loss, misuse, unauthorized access, disclosure, alteration, and destruction. These safeguards include:

  • Encryption in transit using TLS;

  • Encryption at rest for information retained in Willow's systems;

  • Role-based access controls and database security controls;

  • Restricted production access; and

  • Security monitoring and operational controls.

No method of transmission or storage is completely secure. Willow cannot guarantee absolute security, but we work to maintain safeguards appropriate to the nature of the information we process.

12. Your Choices and Rights

Depending on where you live, you may have the right to access, correct, delete, restrict, or object to the processing of your personal information, or to receive a portable copy of it. You may also withdraw consent where processing is based on consent.
You can:

  • Change your Willow privacy mode in the application settings;

  • Enable or disable Context Awareness;

  • Manage locally stored transcript history through the application and your device;

  • Disconnect Google through Willow;

  • Revoke Willow's access through your Google Account; and

  • Request access to or deletion of your information by emailing support@seewillow.com.
    Willow may ask you to verify your identity before responding to a request. You may also have the right to complain to your local data-protection authority.

13. Children's Data

13. Children's Data

Willow is not intended for children under 13, or under 16 where local law requires a higher minimum age, without appropriate parental or guardian consent. If you believe a child has provided personal information to Willow in error, contact support@willowvoice.com.

14. Anti-Spam Policy

14. Anti-Spam Policy

Willow prohibits unsolicited bulk messages that advertise Willow, seewillow.com, or willowvoice.com. This applies to Willow's employees, contractors, affiliates, referral partners, agencies, and other third parties acting on Willow's behalf.

Willow does not purchase, rent, or scrape email lists. Marketing emails are sent only to recipients with permission, include an unsubscribe option, and honor opt-out requests. Suspected violations can be reported to support@willowvoice.com.

15. Changes to This Privacy Policy

15. Changes to This Privacy Policy

Willow may update this Privacy Policy as the service evolves. If we make material changes, we will update the effective date and provide notice through the application, by email, or by another appropriate method. We encourage you to review this policy periodically.

16. Contact Us

16. Contact Us

If you have questions or concerns about this Privacy Policy, email us at support@willowvoice.com.

If you have questions or concerns about this Privacy Policy, email us at support@willowvoice.com.

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The voice-first interface for modern work.

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Dictation

Willow Scribe

Willow for iPhone

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Use cases

Security

Enterprise

Pricing

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Case studies

Blog

Careers

© Willow Care, Inc. 2026. All rights reserved

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