Privacy Policy

Last Updated: May 10, 2026

1. Introduction

Rank Capture Grow LLC, operating as WillowVM ("WillowVM," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered voicemail intelligence platform and related services.

By using our Services, you consent to the data practices described in this policy.

2. Voicemail Data Privacy

Your voicemail recording and any information derived from it (transcription, classification, summary) are used solely to transcribe, classify, deliver, and present your voicemail to the business you called.

We do NOT sell your voicemail recordings or transcripts to third parties. We do NOT use your voicemail content for marketing. We do NOT share your voicemail data with any business other than the one you called.

3. Information We Collect

3.1 From Subscribers (Businesses)

• Account Data: Business name, owner name, email address, phone number, business address, area code preference
• Payment Data: Payment card type and last 4 digits (full card data is processed exclusively by Stripe and never stored by WillowVM)
• Service Configuration: Greeting script or audio recording, notification contacts (name, phone, email), urgency preferences

3.2 From Notification Contacts

When a Subscriber designates notification contacts, we collect the contact's name, phone number, and email address as provided by the Subscriber. This information is used solely to deliver operational voicemail notifications at the Subscriber's direction. WillowVM does not independently collect information from notification contacts, and notification contacts do not create accounts with WillowVM.

3.3 From Callers

• Phone number (via caller ID)
• Voicemail audio recording
• Derived data: transcription, urgency classification, summary
• Voluntary information provided in the voicemail (name, callback number, etc.)

3.4 Collected Automatically

• Call metadata: time, duration, caller ID, disposition
• Processing metadata: transcription timestamps, classification results, notification delivery status
• Device information: carrier and general location by area code

3.5 Website Data

When you visit willowvm.com, we collect standard web analytics data including pages visited, time on site, referral source, browser type, and device type. We use Vercel Analytics for website performance monitoring. We do not use third-party advertising trackers, retargeting pixels, or cross-site tracking cookies. We do not sell website visitor data to third parties.

4. How We Use Your Information

4.1 Subscriber Data

We use Subscriber data to: provide and operate the Services, process billing, provision phone numbers, configure voicemail, deliver transcriptions and alerts, generate voicemail reports at the Subscriber's request, provide customer support, enforce our Terms of Service, and comply with applicable law.

4.2 Notification Contact Data

We use notification contact data solely to deliver voicemail notification messages (SMS and email) at the direction of the Subscriber. We do not use notification contact data for marketing, do not sell notification contact data, and do not contact notification contacts for any purpose other than delivering voicemail notifications.

4.3 Caller Data

We use caller data to: transcribe and classify voicemails, deliver messages to the business the caller contacted, provide callback information to the business, include in voicemail reports generated at the Subscriber's request, maintain records for service quality, and comply with applicable law. Authorized WillowVM personnel may access voicemail recordings, transcripts, and processing metadata for service delivery, quality assurance, technical troubleshooting, and system integrity verification. Access is logged and limited to personnel with a legitimate operational need.

5. Data Retention

• Voicemail audio and transcripts: Active subscription + 90 days
• Caller phone numbers: Active subscription + 1 year
• Subscriber account data: Account duration + 1 year
• Notification contact data: Retained while designated by Subscriber, deleted within 30 days of removal
• Payment records: 7 years (as required by tax law)
• Provisioning and audit logs: 3 years
• Report generation logs: 3 years
• Consent records (enrollment acknowledgments): 7 years

You may request deletion of your data by contacting support@willowvm.com, subject to legal retention requirements.

6. Information Sharing

6.1 Voicemail Delivery

We share caller voicemail data (transcription, classification, audio) with the specific business whose phone line was called — and only that business.

6.2 Service Providers

We use the following trusted service providers to operate the Services:

• Twilio — Telecommunications, phone number provisioning, SMS delivery
• Deepgram — Speech-to-text transcription
• OpenAI — AI classification and content moderation
• Stripe — Payment processing
• Supabase — Database and authentication infrastructure
• Vercel — Website hosting and deployment
• SendGrid — Transactional email delivery

Each service provider processes data only as necessary to perform their function and is bound by data processing agreements that require them to protect your data in accordance with applicable law.

6.3 Legal Requirements

We may disclose information when required to do so by law, regulation, subpoena, court order, or other governmental request.

6.4 Business Transfers

In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred to the acquiring entity. We will provide notice of any such transfer via email to the address associated with your account.

We do NOT sell or share personal information for marketing, advertising, or cross-contextual behavioral advertising purposes.

6.5 Voicemail Reports

Subscribers may generate Report of Record documents containing voicemail data (caller phone numbers, transcriptions, classifications, and notification delivery logs). Reports are delivered via email to the Subscriber's verified account email address. Reports contain machine-generated transcriptions and AI classifications. WillowVM does not warrant transcription accuracy or classification correctness. Reports are provided as a business convenience tool, not as certified legal documents.

7. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption in transit (TLS 1.2+)
• Encryption at rest (AES-256)
• Row-level security controls at the database layer
• Role-based access controls with multi-factor authentication
• SOC 2 compliant infrastructure providers
• Comprehensive audit logging of all data access and modifications
• Automated monitoring and alerting for anomalous access patterns

No method of electronic transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

8. Data Breach Notification

In the event of a data breach that compromises the security, confidentiality, or integrity of your personal information, WillowVM will:

• Notify affected Subscribers via email within seventy-two (72) hours of confirming the breach
• Provide a description of the nature of the breach, the types of data affected, and the steps taken to address it
• Notify applicable regulatory authorities as required by law
• Provide recommended steps for affected individuals to protect themselves

WillowVM maintains an incident response plan that is reviewed and tested regularly.

9. Cookies and Tracking

WillowVM uses only essential cookies required for the functioning of the Services (such as session authentication in the subscriber portal). We do not use:

• Third-party advertising cookies
• Retargeting or remarketing pixels
• Cross-site tracking technologies
• Social media tracking pixels
• Fingerprinting or device identification for advertising

You may configure your browser to refuse cookies, but this may limit your ability to use certain features of the Services.

10. Your Rights

10.1 All Users

All users of the Services may:

• Request access to the personal information we hold about you
• Request correction of inaccurate personal information
• Request deletion of your personal information (subject to legal retention requirements)
• Request a copy of your data in a portable format
• Withdraw consent for data processing (which may require termination of the Services)

10.2 California Residents (CPRA)

If you are a California resident, you have additional rights under the California Privacy Rights Act (CPRA):

• Right to know what personal information is collected, used, and disclosed
• Right to delete personal information held by us and our service providers
• Right to opt out of the sale or sharing of personal information (WillowVM does not sell or share personal information)
• Right to non-discrimination for exercising your privacy rights
• Right to correct inaccurate personal information
• Right to limit the use and disclosure of sensitive personal information

To exercise any of these rights, contact support@willowvm.com with the subject line "CPRA Request." We will verify your identity and respond within 45 days as required by law.

10.3 Nevada Residents

Nevada residents may exercise sale opt-out rights under NRS Chapter 603A by contacting support@willowvm.com. Note that WillowVM does not sell personal information as defined under Nevada law.

10.4 Notification Contacts

If you are a designated notification contact and wish to stop receiving voicemail notifications, you may reply STOP to any SMS notification or contact the Subscriber (the business that designated you) to request removal. You may also contact WillowVM directly at support@willowvm.com.

11. Children's Privacy

Our Services are not directed to individuals under 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will delete it promptly.

12. International Data

The Services are operated in the United States. If you access the Services from outside the United States, you consent to the transfer and processing of your data in the United States. WillowVM does not currently offer the Services outside the United States.

13. Changes to This Policy

WillowVM reserves the right to update this Privacy Policy at any time. We will notify Subscribers of material changes via email at least thirty (30) days before the changes take effect. The "Last Updated" date at the top of this page reflects the most recent revision.

14. Contact Us

Privacy Inquiries: support@willowvm.com (subject: "Privacy Request")

Registered Agent: Rank Capture Grow LLC, 201 Rue Beauregard, Ste. 202, Lafayette, LA 70508

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