Privacy Policy

Last updated November 5, 2026

This Privacy Notice for WillowMind Inc. (doing business as WillowMind, “we,” “us,” or “our”) describes how and why we collect, use, store, disclose, and retain (“process”) your personal information when you use our services (“Services”), including when you:

• Download and use our mobile application, WillowMind, or visit our website at willowmind.io.
• Use WillowMind’s learning activities grounded in Acceptance and Commitment Therapy (ACT), reflection tools, and goal tracking to support management of academic procrastination. WillowMind is intended for university students aged 18 and over and offers four modules with reading materials, video clips, and interactive activities.
• Contact us for support or interact with other users through the Services.

Questions or concerns? This notice explains our privacy practices and your choices. If you have questions, contact with.willowmind@gmail.com.

Summary of Key Points

This summary provides key points from our Privacy Notice. You can find more detail in the numbered sections and table of contents below.

What personal information do we process? We process account information, survey answers, activity and reflection content, group and messaging information, support communications, and technical usage information. See section 1.

Do we process sensitive personal information? Yes. Some answers and reflections may reveal health or wellbeing information, such as prior therapy experience, emotions, and thoughts. See section 1.

Do we collect information from third parties? We do not receive information about you from other companies, except subscription status from Apple, Google, and RevenueCat when you purchase a subscription. See section 1.

How do we process your information? We use information to provide and improve the Services, communicate with you, maintain security, and evaluate the app’s effectiveness after anonymization. See section 2.

When do we disclose information? We disclose information to service providers, to other members of groups you join, and in certain legal or business situations. We do not sell personal information or use it for targeted advertising. See section 4.

How do we keep information safe? We use organizational and technical measures, although no storage or transmission method is completely secure. See section 8.

What are your rights? Your rights depend on your location and applicable law. See sections 10, 12, and 13.

How do you exercise your rights? Email with.willowmind@gmail.com. See section 16.

Table of Contents

1. What information do we collect?
2. How do we process your information?
3. What legal bases do we rely on to process your personal information?
4. When and with whom do we share your personal information?
5. Do we use cookies and other tracking technologies?
6. Is your information transferred internationally?
7. How long do we keep your information?
8. How do we keep your information safe?
9. Do we collect information from minors?
10. What are your privacy rights?
11. Controls for Do-Not-Track features
12. Do United States residents have specific privacy rights?
13. Do other regions have specific privacy rights?
14. Do we make updates to this notice?
15. How can you contact us about this notice?
16. How can you review, update, or delete the data we collect from you?

1. What information do we collect?

In Short: We collect information you provide and certain information automatically when you use the Services.

Information you provide

Account information: your name, username, email address, password, account identifier, and the two security questions you choose with your answers. Your password is handled by Google Firebase Authentication and is not stored in our user database. When you register, we also ask whether you have previous therapy experience, any details you choose to add about it, and what you hope to learn from the app. Before and after the modules, we ask optional survey questions, including your age range, gender, and student status, and questions about study habits and procrastination.

Activity and reflection content: information you enter into goals, progress updates, reflection exercises, and other interactive features. Depending on what you write, this may reveal personal values, emotions, thoughts, or information about your wellbeing. Check-ins can include how much of your goal you completed, how challenging it was, your emotions and their intensity, the situation, your thoughts, a more helpful perspective, an action plan, and strategies you used. All of this content, including module activity answers and chapter progress, is stored in our cloud database (Google Firebase) and linked to your account. Only app preferences stay on your device: notification frequency, guest-mode status, which introductions you have seen, a cached copy of your tracker data, and the day’s app-usage time until it is uploaded. If you use guest mode without creating an account, we do not create an account record for you.

Group interactions: groups you create or join (group name and members), people you add as contacts, shared group goals and invitations, your progress and check-ins on group goals, and direct and group chat messages.

Support communications: information you choose to provide when contacting us, including your email address and the contents of your request. Please avoid sending sensitive details that are not needed to resolve the issue.

Information collected through your use of the Services

We automatically collect device and usage information, including IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, and information about when and how you use the Services, including your daily app-usage time, the days you sign in, and a push-notification token for your device if you allow notifications. Log records may include pages or features used, timestamps, device events, error reports, and hardware settings. We use this information for operation, security, troubleshooting, analytics, and reporting.

Purchases, sign-in services, and other sources

If you purchase a subscription, Apple or Google handles app-store checkout under its own privacy terms, and RevenueCat supports subscription management. We share your account identifier with RevenueCat and receive your subscription status in return; we do not receive your card details. Their privacy notices are available at https://www.apple.com/legal/privacy/, https://policies.google.com/privacy, and https://www.revenuecat.com/privacy/.

Information from other sources: Apart from subscription status, we do not receive information about you from third parties. The app does not use Google Sign-In or other Google APIs to access your Google account data.

Sensitive information

Some information we collect can be sensitive, even when a question is optional: your therapy experience, the emotions and thoughts you record in check-ins and reflections, and your age range and gender. We explain the purpose and any required choices at the point of collection. Where applicable law requires specific consent, we obtain it before the relevant collection, use, or disclosure. We do not use this information to build profiles or make automated decisions about you. The app calculates simple scores, such as goal completion and timeliness, only from your own entries to show your progress.

Only members of the WillowMind team can access individual reflections and survey answers, and only when needed to run, support, or improve the Services. We do not give this information to anyone outside the team. Google Firebase stores it on our behalf as a service provider. To withdraw your consent for sensitive information, or to ask us to delete specific entries without deleting your account, email with.willowmind@gmail.com.

2. How do we process your information?

In Short: We use information to provide and improve the Services, communicate with you, maintain security, and support academic research after anonymization.

We use personal information to provide the features you request, maintain your account, save and display your activity, enable group goals and messaging, send reminders and message notifications you have allowed, respond to support requests, and administer subscription access.

We use analytics and diagnostic information to understand usage trends, improve the Services, maintain security, prevent fraud, and troubleshoot problems. We also use contact information to send administrative messages about your account, the Services, and changes to our terms or policies.

Academic research: we may use information after anonymization to evaluate the app’s effectiveness.

3. What legal bases do we rely on to process your personal information?

In Short: We process personal information where a valid legal basis applies, depending on the purpose and your location.

EU and UK legal bases

Where EU or UK data protection law applies, we rely on the appropriate legal basis for the purpose of processing:

• Consent. We process information with your permission for a specific purpose. You may withdraw consent by contacting us.
• Performance of a contract. We process information needed to provide the Services or take steps at your request before entering into a contract.
• Legitimate interests. We analyze how the Services are used to improve them and support academic research where those interests do not outweigh your interests and fundamental rights.
• Legal obligations. We process information where necessary to comply with law, cooperate with authorities, or exercise or defend legal rights.
• Vital interests. We process information where necessary to protect a person’s vital interests, such as addressing a potential threat to safety.

Canada

In Canada, we may process information with express consent, with implied consent where applicable, or without consent in limited circumstances permitted by law. You may withdraw consent by contacting us. Where de-identified information is disclosed for approved research or statistics, applicable ethics oversight and confidentiality commitments apply.

4. When and with whom do we share your personal information?

In Short: We disclose information to service providers, other users when you share or interact, and in certain legal or business situations.

Firebase: we use Google Firebase to authenticate users, store user information, and send push notifications for the Services.

Other service providers: we use providers for cloud computing, data storage, analytics, account registration and authentication, notifications, and subscription processing. We use Google Firebase, RevenueCat, Apple, and Google. Providers receive the information needed to perform their services for us.

Other users: when you share information or use features that allow interaction with other users, those users may see your profile, activity, and shared content. Other participants may retain copies of information they have seen or received. Other signed-in users can find you by searching your username or email address; search results show your username. Group content is visible only to the members of that group, not to the public. Group members can see the group name, member usernames, group goals, each member’s progress and timeliness on group goals, chat messages, and the check-in answers you submit for a group goal, including the situation, thoughts, perspective, action plan, strategies, and challenge level. Each check-in asks whether to keep your emotions private from your teammates; this is set to Yes by default, and when it is Yes your emotions are not shown to group members. Direct messages are visible to you and the person you message. Your personal goals, module activities and reflections, survey answers, and registration answers are not shown to other users. Group goals you delete are removed for all members; messages and check-ins you have already shared remain visible to the group. To ask us to remove shared content, contact with.willowmind@gmail.com.

Legal and safety purposes: we may disclose information where required by law or where legally permitted and reasonably necessary to address fraud, misuse, security threats, or legal claims. Any disclosure is subject to applicable law.

Business transactions: if a merger, acquisition, or transfer of business assets involves personal information, any disclosure or transfer remains subject to applicable legal protections and notice requirements.

Sale, targeted advertising, and sharing: We do not sell personal information, share it for cross-context behavioral or targeted advertising, or show third-party ads in the app. Before any such practice begins, we will update this notice and provide an opt-out, including honoring recognized opt-out signals such as Global Privacy Control.

5. Do we use cookies and other tracking technologies?

In Short: We use cookies and similar technologies for site functions, security, preferences, troubleshooting, and analytics.

Website technologies: we use cookies and similar technologies for security, basic site functions, preferences, troubleshooting, and analytics. We do not use these technologies for advertising, and the app contains no advertising or cross-app tracking tools.

6. Is your information transferred internationally?

In Short: Information may be transferred to, stored in, and processed in countries other than your own.

Our servers are located in the United States. Your information may be transferred to, stored in, and processed in countries other than your own by us and our service providers.

We use European Commission Standard Contractual Clauses for relevant international transfers. Copies can be provided on request.

7. How long do we keep your information?

In Short: We keep information for as long as needed for the purposes in this notice, subject to legal obligations and account-deletion exceptions.

We retain personal information only for the purposes described in this policy and for applicable legal obligations.

Account/profile information: we retain this information while you have an account, unless a longer period is required or permitted for a specific legal purpose. When we no longer have an ongoing need, we delete or anonymize it. We do not keep personal information after it has been deleted, whether for fraud prevention, troubleshooting, investigations, or any other purpose, unless the law requires us to. Activity records, such as module answers and goal progress, may remain in our database after your account is deleted, but they are no longer linked to you or to any user account.

Backups: we do not keep separate backups of your information. When information is deleted from our database, it is permanently deleted.

You can delete your account in the app under Profile, Settings, Delete Account; you will be asked for your password. This removes your sign-in credentials. To also delete your profile, survey answers, goals, reflections, check-ins, and messages, email with.willowmind@gmail.com from the address on your account. You may also contact with.willowmind@gmail.com for help or to exercise applicable deletion rights. We explain the expected completion time and any information retained under a lawful exception. Deleting the app from your device does not itself delete your account.

8. How do we keep your information safe?

In Short: We use organizational and technical measures designed to protect personal information.

We use organizational and technical measures designed to protect personal information. No method of transmission or storage is completely secure. We provide notifications concerning security incidents when required by applicable law.

9. Do we collect information from minors?

In Short: WillowMind is for adults aged 18 and over. We do not knowingly collect information from anyone under 18.

WillowMind is intended for university students aged 18 and over. We do not knowingly collect or solicit information from, market to, or sell information about children under 18 or the equivalent age specified by local law. You must be 18 or older to use the Services, and we do not permit use by minors with parent or guardian consent.

If you believe information has been collected from a child in a way that is inconsistent with applicable law or this policy, contact with.willowmind@gmail.com. We will investigate and take appropriate steps. We deactivate accounts and take reasonable measures to promptly delete information collected from users below the applicable age threshold.

10. What are your privacy rights?

In Short: Depending on your location, you may have rights to access, correct, delete, or otherwise control your personal information.

Depending on your location and the laws that apply, you may have rights to access, correct, obtain a portable copy of, or delete personal information; withdraw consent; object to or restrict processing; or opt out of particular uses, such as sale, targeted advertising, or certain profiling.

Send a request to with.willowmind@gmail.com with enough information to identify your account and the request. We may take proportionate steps to verify your identity or an authorized representative’s authority. Please do not send government identification or sensitive information unless we explain why it is needed and provide a suitable method.

We respond within the period required by applicable law. If we cannot fulfill a request, we explain the reason and any available review or appeal process. Where you have a right to appeal, contact the same email with “Privacy appeal” in the subject line. You may also complain to the privacy regulator with jurisdiction over your request. We do not unlawfully discriminate against you for exercising privacy rights.

Account information and consent

Account and content settings: you can contact us to review or change account information or request account termination. You can also change your password and delete your account in the app’s settings.

Notifications and device permissions: we may ask permission to send push notifications, such as goal reminders and new-message alerts. You can choose the reminder frequency in the app’s settings. You can turn these notifications off in your device’s settings. Turning off a permission may affect the related feature.

Where processing relies on consent, you may withdraw that consent using the relevant control or by contacting with.willowmind@gmail.com. Withdrawal does not affect processing already carried out lawfully. We explain any effect on the relevant optional feature.

11. Controls for Do-Not-Track features

In Short: We do not currently respond to browser Do Not Track signals.

Most browsers and some mobile operating systems offer a Do Not Track (DNT) signal. We do not currently respond to DNT signals. DNT is separate from Global Privacy Control and other legally recognized opt-out signals; because we do not sell personal information or use it for targeted advertising (see section 4), there is currently no such processing for these signals to apply to.

12. Do United States residents have specific privacy rights?

In Short: Residents may have additional rights under applicable US state privacy laws.

United States: depending on the laws that apply, residents may have rights to know, access, correct, delete, obtain a copy of information, opt out of specified processing, and appeal a denied request. Requests and appeals can be sent to with.willowmind@gmail.com. An authorized agent may submit a request subject to verification of authority. California residents may also request information about any disclosures for third-party direct marketing under the Shine the Light law.

Categories of personal information

The categories below summarize the information described in this notice. Examples describe a category and do not mean that every example is collected.

Sources, purposes, recipients, and retention

See section 1 for sources and collected information, section 2 for purposes, section 4 for recipients (we do not sell or share personal information for targeted advertising), and section 7 for retention. You may submit a request or appeal at with.willowmind@gmail.com. An authorized agent may act on your behalf subject to verification of authority.

13. Do other regions have specific privacy rights?

In Short: You may have additional privacy rights depending on where you reside.

EEA, UK, and Switzerland

Where applicable, you may request access, correction, erasure, restriction, portability, or object to processing, and complain to your local data protection authority. The processing bases are described in section 3 and international transfers in section 6.

Canada

Where applicable, you may request access or correction, withdraw consent, or raise a privacy concern. The consent framework is described in section 3.

Australia and New Zealand

Where applicable, you may request access to or correction of personal information. If you believe we have processed information unlawfully, you may complain to the Office of the Australian Information Commissioner or the New Zealand Privacy Commissioner.

South Africa

Where applicable, you may request access or correction. If you are unsatisfied with how we address a privacy complaint, you may contact the Information Regulator (South Africa).

14. Do we make updates to this notice?

In Short: We update this notice when our practices or legal requirements change.

We update this policy when our practices or legal requirements change and identify the effective date of the revised version. For material changes, we provide the notice and obtain any consent required by applicable law before applying the new practice. Merely continuing to use the Services is not a substitute for consent where specific consent is required.

15. How can you contact us about this notice?

In Short: Contact us at with.willowmind@gmail.com.

Email: with.willowmind@gmail.com
Operator: WillowMind LLC.
Mailing address:
2108 N ST STE N
SACRAMENTO CA 95816

16. How can you review, update, or delete the data we collect from you?

In Short: Contact us to request access, correction, or deletion, subject to applicable law.

To request access, a copy, correction, or deletion of personal information, email with.willowmind@gmail.com with enough information to identify your account and request. We consider requests in accordance with applicable law. You can also delete your account in the app’s settings (see section 7 for what this removes).

We may take proportionate steps to verify your identity or an authorized representative’s authority. Please do not send government identification or unnecessary sensitive information unless we explain why it is needed and provide a suitable method. To appeal a denied request where an appeal right applies, contact the same email with “Privacy appeal” in the subject line. See section 10 for further information.