Privacy Policy
Last updated: 7 August 2026
Willo provides AI receptionist software to healthcare and wellness businesses ("clinics"). This policy explains what we collect, why, and how we handle it — including information collected when you telephone or text a clinic that uses Willo.
Who is responsible for your information
When you contact a clinic that uses Willo, the clinic decides why your information is collected and how it is used. Willo processes that information on the clinic's behalf, under contract. If you want your information corrected or deleted, you can contact either the clinic or us and we will act on the clinic's instruction.
Information we collect
- Contact details you provide during a call or text — your name, mobile number and email address.
- Appointment details — the service you asked about, preferred times, provider and booking outcome.
- Call recordings and transcripts, where the clinic has enabled them and disclosed this to you.
- Message content of text conversations you have with the clinic's assistant.
- Technical logs such as timestamps and delivery status, used to operate and troubleshoot the service.
How we use it
- To book, reschedule or cancel your appointment.
- To follow up when a call ends before your request is completed.
- To notify clinic staff about calls needing a human response.
- To maintain, secure and improve the service.
We do not sell personal information, and we do not use it for third-party advertising.
Mobile information and text messaging
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories of data may be shared only as described in this policy, and those categories expressly exclude text messaging originator opt-in data and consent — this information will not be shared with any third parties.
Your mobile number and your consent to be texted are used only to communicate with you about your appointment with the clinic you contacted. See our Messaging Terms for details of the messaging programme, including how to stop messages at any time.
Who we share information with
- The clinic you contacted, which holds your patient record.
- Service providers who operate parts of the platform on our behalf — telephony and messaging carriers, speech and language processing, cloud hosting, and the clinic's booking system. They may use the information only to provide their service to us.
- Legal and safety disclosures where we are required by law, or to protect the rights and safety of people.
We do not sell or rent personal information to anyone.
Health information
Some clinics using Willo are subject to HIPAA. Where that applies, Willo acts as a Business Associate under a written agreement and handles protected health information only as that agreement permits.
How long we keep it
We retain information for as long as needed to provide the service to the clinic and to meet legal and record-keeping obligations, after which it is deleted or de-identified. Clinics may set shorter retention periods.
Security
Information is encrypted in transit and at rest, access is limited to personnel who need it, and access is logged. No system is perfectly secure, but we work to protect your information appropriately.
Your choices and rights
- Stop text messages at any time by replying STOP.
- Request access to, correction of, or deletion of your information.
- Depending on where you live, you may have additional rights under laws such as the CCPA/CPRA or the GDPR.
To exercise any of these, contact us using the details below or contact the clinic directly.
Children
The service is not directed to children under 13, and we do not knowingly collect their information. Where a clinic treats minors, information is provided by a parent or guardian.
Changes
We will post any changes on this page and update the date above. Material changes will be communicated to the clinics we work with.
Contact us
Willo
131 Continental Dr, Suite 305
City of Newark, County of New Castle, Delaware 19713
privacy@joinwillo.com