Manage data sharing, cloud storage and local history
Last updated: October 18, 2026
Available on: Mac, Windows, iOS and Android. Agreement actions differ by platform.
Flow keeps model improvement and dictation cloud storage separate: changing one does not change the other. Check each control independently.
Choose your data settings
Open Flow from the menu bar or system tray on desktop.
Go to Settings → Data and Privacy in the Account section.
Control | What it changes |
Improve the model for everyone | Allows or blocks use of your Notetaker and dictation content to improve Wispr's models. |
Dictation cloud storage | Stores dictation transcripts, audio and history on Wispr's servers for cross-device access. |
Both switches default to on unless restricted and save immediately in either direction, without confirmation; Dictation cloud storage appears when available for your account.
Important: For confidential or privileged content, turn Improve the model for everyone off before recording. Turning it off does not stop cloud processing. For model improvement and evaluation, audio, transcripts, edits and other personal content are withheld; Flow still uploads dictation details such as word count, duration, app, URL, timestamp, app version, microphone, detected language and edit statistics. A dictation you choose to report is retained by Wispr and can be used to train and evaluate its models.
Wispr does not sell your data; aggregate usage statistics, such as words dictated, do not include dictation contents. Learn more beside either switch and Read about our Data Controls open how Wispr uses data.
Dictation cloud storage does not control meeting storage: Notetaker transcripts and summaries are stored in Wispr's cloud, with no setting to opt out. On desktop, turning cloud storage off does not stop recording once Flow confirms your organization and agreement details, but blocks new recordings while it is still confirming them or cannot confirm your preferences.
When a setting is locked
On desktop, check a disabled control's tooltip for its cause. You cannot override the restriction in the app; other unlocked changes still save.
A signed HIPAA Business Associate Agreement (BAA) locks sharing off. A personal or organization BAA locks Dictation cloud storage off and blocks Notetaker recording, even if another organization setting permits sharing. Organization sharing and cloud-storage policies are independent: sharing can be locked off while cloud storage remains individually controlled. On Enterprise, sharing stays off, so Wispr does not use these organizations' dictation content to improve its models.
Your organization can also manage audio during dictation. When an admin enables Always mute audio while dictating, Mute all audio while dictating (Settings → System) is turned on and locked, and Pause music (Settings → Experimental) is turned off and locked. If the admin later turns the policy off, both controls unlock and your mute setting stays on until you change it.
Lock messages
The tooltip identifies the restriction:
Sharing: “Your HIPAA agreement does not allow data to be used for model training.” or “Your organization does not allow data to be used for model training.”
Cloud storage under a BAA: “Dictation Cloud Storage is locked off because HIPAA BAA is signed.”
Organization-managed cloud storage or dictation audio: “This setting is managed by your organization.”
Organization controls and permissions
Authorized admins manage policies in the Admin Portal's Organization settings; controls depend on plan and permissions. Enterprise model training is Off for everyone, with no enable switch; Teams and Pro show Managed individually, so each member decides, and enforcing off for everyone requires upgrading to Enterprise.
Always mute audio while dictating is off by default in the same Organization settings. Only admins can change it; members see it disabled with “Only admins can modify this”.
If the portal instead shows Enforce zero data retention, only Enterprise admins can change it, unless Wispr has locked it or a signed BAA prevents disabling it. A Wispr lock directs you to contact support.
On desktop Notetaker or cloud-storage access prompts, Request access shows Access requested but neither messages your admin nor grants access. Contact your admin directly, or open Contact team admins in Team settings, enter your message and select Send message.
Signing or changing a BAA
Important: Revoking changes agreement coverage; it does not turn sharing or dictation cloud storage back on. Review HIPAA guidance for account requirements and provider obligations before changing an agreement.
Individual agreement
Open the HIPAA BAA row in Settings → Data and Privacy on Mac or Windows, or Settings → Data & Privacy on iOS.
Select View and accept under Enable HIPAA on desktop.
Read the agreement.
Enter your legal name.
Select I agree; on desktop, the button is available after entering a name.
If signing fails, the sheet stays open for retry; desktop shows “Error signing HIPAA BAA”.
On desktop, HIPAA enabled offers Revoke BAA and, when a signer is recorded, Download signed BAA, which saves HIPAA-BAA-signed.pdf; failure shows “Couldn't download the signed agreement”. A single HIPAA button instead offers View and accept before signing or Revoke afterward. A cloud-storage prompt outside Settings also offers View signed BAA and Revoke BAA for individual agreements.
Android has no signing or revocation flow. iOS can display a signed agreement but has no revoke action: revoke an individual BAA signed on iOS from desktop.
Organization agreement
For business and enterprise members, the desktop row is Org-wide HIPAA. Admins use Admin Portal to sign or manage the agreement in Organization settings; signed agreements also offer View signed BAA. Non-admin members get only Open admin portal, with no in-app signing or revocation. Organization-BAA cloud-storage prompts also direct admins to Admin Portal.
Check that changes have applied
Sharing and cloud-storage choices follow your account across devices, and opening desktop Settings refreshes them. For active business and enterprise subscriptions, opening Data and Privacy or returning focus to its window refreshes organization policy without restarting Flow. Check the displayed state after a policy change rather than assuming an earlier choice returns.
On desktop, organization restrictions remain in effect during connection errors; Flow removes the saved organization policy only after confirming you no longer belong to an organization. Organization policy changes still apply on launch or sign-in. Switching accounts never deletes the history of the account you sign in to under the previous account's policy.
Signing out resets the cloud-storage preference to on and clears the previous organization for the next sign-in; review both settings afterward. A signed BAA remains in effect and keeps cloud storage locked off. Signing in again does not reset your other preferences, and on desktop a required sign-in after session expiry does not reset cloud storage. Both sign-out and a required sign-in clear the device's recorded signature details, not the BAA itself.
If Flow cannot confirm a sharing preference, agreement or organization policy, it does not share dictation audio; your device's opt-out holds.
Still stuck?
A setting is locked with no explanation, or your change does not save: contact support with your platform, plan, device, the control's exact message and what you tried.
For processing, security or contractual details, see Data Controls and the Wispr Trust Center.