Manage data sharing, cloud storage and local history
Last updated: October 9, 2026
Available on: Mac, Windows, iOS and Android. Notes options and agreement actions differ by platform.
Flow keeps model improvement, dictation cloud storage and local history separate. Check each control independently: changing one does not change the others.
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. |
Context awareness | Uses limited, relevant text from your current app to spell names correctly and better understand you. |
Local data storage | Controls how transcripts are stored on your devices. |
The first two 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 metadata: word count, duration, app, URL, timestamp, processing delay, app version, microphone, detected language and edit statistics.
Note: Because sharing stays off on Enterprise, Wispr does not use these organizations' dictation content to improve its models. Whether dictation transcripts are stored on Wispr's servers depends on Dictation cloud storage, and 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.
Choose how local history is kept
Store data locally is the default; selecting it applies immediately. Notetaker transcripts are managed separately.
Warning: Auto-delete local data every 24hrs deletes transcripts and polish history older than 24 hours across all your devices. Never store data locally deletes all transcripts and polish history across all your devices and stops storing new ones.
Choose an option from Local data storage.
Confirm a deleting option with Enable auto-delete or Delete all data, or select Cancel to keep your setting.
Your organization's minimum restriction takes precedence: you can choose only equally or more restrictive options. Partial restrictions show “Some options are restricted by your organization.” Enforced Never store data locally locks the dropdown entirely.
Either deleting policy hides voice-profile features, whether chosen by you or enforced by your organization.
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. An organization can also lock Context awareness off.
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, Context awareness or Local data storage: “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.
In the portal's standard controls, Enterprise model training is Off for everyone, with no enable switch. Teams and Pro show Managed individually; each member decides, and enforcing off for everyone requires upgrading to Enterprise.
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. The download saves HIPAA-BAA-signed.pdf; failure shows “Couldn't download the signed agreement”.
If you see a single HIPAA button instead, it 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/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.
How these settings affect notes and meetings
Notetaker
Dictation cloud storage does not control meeting storage. Notetaker transcripts and summaries are stored in Wispr's cloud, with no setting to opt out of that storage.
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. Recording is also unavailable while Flow cannot confirm your preferences.
Scratchpad notes
On desktop, notes sync independently of dictation cloud storage, including under a signed BAA. Only an organization disabling Scratchpad stops this sync; locally created notes are preserved and can sync if Scratchpad is re-enabled.
Sync notes, under Hard refresh all notes in Data and Privacy, retrieves all notes from the cloud. “Notes refreshed” confirms success; “Failed to refresh notes” reports failure. The button is unavailable during syncing and for 10 seconds after success, when its tooltip says “Recently synced. You can try again in a few seconds.”
On iOS, a signed BAA or having Improve the model for everyone off blocks note sync unless syncing for restricted accounts is enabled for your account. Sync requires sign-in and an internet connection. When sync is not allowed, the sync button and status icon are hidden.
Check that changes have applied
Sharing and cloud-storage choices follow your account across devices. Opening desktop Settings refreshes them. For active business/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. On mobile, policy changes appear on launch or sign-in.
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.
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. During desktop onboarding, the Privacy choice is unlocked without an organization restriction or signed BAA; it follows organization restrictions once they become available.
Still stuck?
A setting is locked with no explanation, or your change does not save: contact support with your platform, plan and the control's exact message. Include your device and what you tried.
For processing, security or contractual details, see Data Controls and the Wispr Trust Center.