Terms of Service

Last Updated: April 8, 2026

1. Service Description

Willow Compliance ("Willow," "we," "us," or "our") provides a cloud-based compliance management platform designed for Intellectual and Developmental Disability (IDD) care providers. The platform includes tools for consumer profile management, provider service note documentation, goal tracking, staff management, certification tracking, AI-powered note generation, and compliance monitoring.

2. Eligibility & Account Registration

You must be at least 18 years old and authorized to act on behalf of an IDD care provider organization to create an account. By registering, you represent that the information you provide is accurate and that you have the authority to bind your organization to these Terms.

You are responsible for maintaining the confidentiality of your account credentials, including passwords and any registered passkeys. You must notify us immediately of any unauthorized access to your account.

3. Account Responsibilities

The account administrator ("Admin") is responsible for managing user access within their organization, including inviting staff, assigning roles, and revoking access when staff members leave the organization. The Admin is also responsible for ensuring all users comply with these Terms and applicable regulations.

4. Acceptable Use

You agree not to:

  • Use the platform for any purpose other than legitimate IDD care management and compliance activities.
  • Enter false, misleading, or fraudulent information into the platform.
  • Attempt to access data belonging to other organizations.
  • Reverse engineer, decompile, or attempt to extract the source code of the platform.
  • Use the platform in violation of any applicable federal, state, or local law or regulation.
  • Circumvent or disable any security features, including rate limits, session controls, or access restrictions.
  • Upload malicious files, scripts, or content designed to disrupt the platform.

5. Protected Health Information (PHI) & HIPAA

Willow is designed with HIPAA compliance in mind. As a user of the platform, your organization operates as a Covered Entity (or Business Associate of a Covered Entity) under HIPAA, and you are responsible for:

  • Ensuring that all PHI entered into the platform is collected and used in accordance with HIPAA regulations.
  • Obtaining any required patient authorizations before entering PHI.
  • Training your staff on HIPAA requirements and proper use of the platform.
  • Reporting any suspected breaches of PHI to us promptly.
  • Responding to individual rights requests (access, amendment, accounting of disclosures) from consumers whose data is stored in the platform.

Willow provides data export and audit log tools to assist your organization in fulfilling these obligations.

6. Business Associate Agreement (BAA)

Organizations that are Covered Entities under HIPAA may require a Business Associate Agreement with Willow. BAAs are available upon request for customers on paid plans. Please contact us at legal@willowcompliance.com to request a BAA. Use of the platform to store PHI without an executed BAA is at your own risk.

7. AI Features

Willow offers AI-powered features including note generation and compliance review. When you use these features, relevant data (which may include PHI) is sent to our AI provider (OpenAI) for processing. By using AI features, you acknowledge:

  • AI-generated content is a draft and must be reviewed by a qualified professional before use in clinical records.
  • You are responsible for the accuracy and completeness of any AI-generated content you approve and save.
  • AI features are not a substitute for professional clinical judgment.

8. Data Portability & Export

You may export your organization's data at any time using the platform's built-in export tools. Exported data is provided in standard formats (CSV, JSON). Upon termination of your subscription, you will have 30 days to export your data before it is scheduled for deletion.

9. Subscription & Payment

Paid plans are billed monthly or annually as selected at checkout. All payments are processed securely through Stripe. Subscription fees are non-refundable except as required by applicable law. We reserve the right to change pricing with 30 days' written notice. Free trials, when offered, automatically convert to paid subscriptions at the end of the trial period unless canceled.

10. Service Availability

We strive to maintain high availability of the platform but do not guarantee uninterrupted access. We are not liable for any downtime, data loss, or service interruptions caused by factors beyond our reasonable control, including but not limited to internet outages, third-party service failures, or force majeure events. Scheduled maintenance will be communicated in advance when possible.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WILLOW COMPLIANCE AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR GOODWILL, ARISING OUT OF OR RELATING TO YOUR USE OF THE PLATFORM.

OUR TOTAL LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE PLATFORM SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

12. Indemnification

You agree to indemnify and hold harmless Willow Compliance from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from your use of the platform, your violation of these Terms, or your violation of any applicable law or regulation, including HIPAA.

13. Termination

Either party may terminate the subscription at any time. Upon termination:

  • Access to the platform will end at the conclusion of the current billing period (for user-initiated cancellation) or immediately (for termination by Willow due to Terms violations).
  • You will have 30 days to export your data using the platform's export tools.
  • After the 30-day export window, your data will be scheduled for permanent deletion in accordance with our data retention policy.
  • Soft-deleted clinical records that are within the 7-year retention window will be retained as required.

14. Regulatory Disclaimers

Willow is designed to assist IDD care providers with compliance management. However, use of the platform does not guarantee compliance with HIPAA, state regulations, or any other applicable laws. You remain solely responsible for your organization's regulatory compliance. The platform is a tool to support — not replace — your compliance program.

15. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be resolved in the state or federal courts located in Florida.

16. Changes to These Terms

We may update these Terms from time to time. We will notify registered users of material changes via email or an in-app notification at least 30 days before the changes take effect. Continued use of the platform after the effective date constitutes acceptance of the updated Terms.

17. Contact Us

If you have questions about these Terms of Service, please contact us at:

Willow Compliance
Email: legal@willowcompliance.com