Privacy policy

The information we handle depends on the features you use. A screen capture, draft, instruction, writing sample, or other content may contain personal information about you or another person, including information considered sensitive under some laws. We process that content only to provide the feature you requested, unless you separately submit it in feedback or an issue report.

Information you provide

• Waitlist information: your email address, preferred desktop platform, and the fact that you joined through the landing-page waitlist.
• Account information: your name, email address, Google profile identifier, and authentication information. We never receive your Google password.
• Terms acceptance record: your account identifier, the Terms effective date or version, acceptance timestamp, acceptance surface, and app version. We do not include screen captures, drafts, or generated content in this record.
• Generation content: screen regions, extracted or captured content, drafts, instructions, refinement requests, writing samples, custom tone instructions, and generated or copied replies.
• Support information: feedback ratings and messages, issue summaries and details, and any diagnostics, logs, or screenshots you choose to attach.

Information collected automatically

• Service and device data: limited request, app-version, operating-system, locale, performance, diagnostic, and security information produced when you use the website, app, or API.
• Usage counters: your account identifier, date, and daily generation count, used to enforce service limits.
• Website measurements: page views, referrers, country-level location, device or browser category, waitlist outcomes, platform selections, and page performance collected through privacy-focused website analytics and performance services.

Profile and personalization information

When persistent personalization is enabled, WriteButler may keep information you provide or that it infers from your use of the service. This category includes your communication style and preferences, role and work context, and relationship context. These details may come from settings, writing samples, content you choose to process, or your corrections to the profile. An inference may be incomplete or incorrect, and you can review, correct, or delete it using the profile controls described below.

Information kept on your device

WriteButler stores app settings and theme preferences locally. When enabled, local History can keep up to 50 completed sessions, including small JPEG capture thumbnails, generated replies, hints or drafts, and a copied reply. Learned voice can keep up to 20 writing examples locally and use up to five relevant examples in a generation request. These files are ordinary, unencrypted local application data. Authentication sessions and sign-in verification values are instead stored in your operating system's native credential store.

Your browser stores your website theme preference in local storage. WriteButler does not use advertising cookies. Our website analytics and performance services are configured without advertising or cross-site tracking cookies.

We use personal information to:

• create, authenticate, maintain, and secure accounts;
• record and enforce acceptance of the Terms of Service;
• process captures and compose requests and return AI-generated replies;
• synchronize manual voice samples and custom tone preferences;
• build, maintain, and use profile and personalization information to identify relevant context and tailor suggestions across sessions and signed-in devices;
• enforce daily usage limits and prevent abuse;
• deliver waitlist and product emails and honor unsubscribe requests;
• respond to questions, investigate issue reports, and act on privacy requests;
• understand product reliability and broad usage trends and improve WriteButler; and
• comply with law, protect rights and safety, and establish, exercise, or defend legal claims.

We do not use submitted generation content to build advertising profiles. We do not use profile and personalization information for advertising or to make decisions that produce legal or similarly significant effects about you, and the app does not post or send messages on your behalf.

Where the GDPR, UK GDPR, or similar laws apply, our legal basis depends on the purpose:

• Contract or steps at your request: providing the app, account, generation, synchronization, usage limit, and support features you request.
• Consent: waitlist or product marketing, optional submissions, and other processing where we ask for permission or the law requires it. You may withdraw consent at any time without affecting earlier lawful processing.
• Legitimate interests: securing, troubleshooting, and improving the service, understanding non-identifying usage trends, and responding to feedback, where those interests are not outweighed by your rights.
• Legal obligations and rights: complying with applicable law and protecting or defending legal rights.
• Vital interests: protecting a person where processing is urgently necessary.

In Canada, we rely on express or implied consent where required and on exceptions allowed by applicable law.

User-initiated capture and compose

Screen capture is explicit: the app captures only the region you select after invoking the capture feature. A compose request can instead use text you enter. To generate a response, WriteButler sends the relevant capture or text, your instructions, and applicable voice or tone preferences to our API and the AI provider configured for the service, currently OpenAI or Anthropic. The provider performs natural-language, text, and, when a capture is present, image analysis.

WriteButler's generation service does not persist request or response contents in its application database. The configured AI provider processes the input and output under its service terms and our agreement with it. If you do not want content processed by an AI provider, do not use capture or compose features with that content.

Writing context and permissions

The desktop app may inspect the foreground application name and window title on your device to infer a broad writing context, such as email, direct message, forum, or Slack. Raw application names and window titles do not leave your device; only the normalized context category may be included in a generation request.

On macOS, capture requires Screen Recording permission. The optional paste-on-copy feature may require Accessibility permission. Selected replies are written to your clipboard; the app does not read your clipboard or submit messages for you.

Voice and tone features

Manual voice samples and custom tones are stored with your account in Supabase and synchronized across signed-in devices. Learned voice examples remain on your device. Relevant manual, learned, or tone instructions are sent as part of a generation request when the applicable feature is used.

Persistent personalization

Profile and personalization information may be stored with your account so WriteButler can apply relevant communication preferences, role or work context, and relationship context across sessions and signed-in devices. When a generation feature uses this information, the relevant profile details may be sent to our API and the configured AI provider with the rest of the generation request. We do not use these profiles for advertising or significant automated decisions.

We disclose information only as needed to run, secure, and support WriteButler. The recipients and information involved depend on the feature you use:

• AI processing: OpenAI or Anthropic receives the generation content described in this notice, including relevant profile and personalization information, to analyze text and images and generate replies.
• Accounts and synchronization: Supabase provides authentication, account storage, synchronization, profile and personalization storage, usage-limit records, and storage for feedback and issue reports. Google receives and provides the limited information needed when you choose Google sign-in.
• Payments: Dodo Payments acts as merchant of record for paid plans and processes customer, billing, transaction, tax, invoice, refund, and dispute information needed to complete and support purchases. WriteButler does not receive or store full card details.
• Communications: email-delivery providers process waitlist details and contact preferences so we can send waitlist and product messages and honor unsubscribe requests.
• Analytics and infrastructure: app analytics, website analytics, hosting, and performance providers process limited usage, request, device, diagnostic, security, and performance information needed to operate and improve the service.

We may also disclose information when required by law; to investigate fraud, security, or safety issues; to protect legal rights; or in connection with a financing, merger, acquisition, or sale of all or part of the business, subject to appropriate confidentiality and notice requirements.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising, use third-party advertisers, or make money from targeted advertising.

Google sign-in

Google sign-in requests only the OpenID, email, and basic profile scopes needed to authenticate you. Our use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.

App analytics

Release builds configured for app analytics send our analytics provider predefined events for app startup, onboarding, capture and compose usage, generation outcome and duration, copied results, and successful feedback or issue-report submission. Event properties use broad values such as task, source, result type, counts, duration, and a normalized error category.

The analytics software also adds app version, operating system and version, locale, webview engine, SDK version, and debug-build status. We do not send selected content, drafts, replies, support-message content, email addresses, WriteButler user IDs, stable user or session identifiers, or raw errors to the analytics provider.

WriteButler and its service providers may process information in the United States and other countries that may have different data-protection laws from your country. Where applicable law requires a transfer mechanism, we rely on appropriate safeguards made available through our service-provider agreements, such as the European Commission's Standard Contractual Clauses or another legally recognized mechanism.

We do not claim participation in the EU-U.S., UK Extension, or Swiss-U.S. Data Privacy Framework.

We retain information only for as long as reasonably needed for the purposes described in this notice, unless law requires or permits a longer period. More specifically:

• waitlist details remain until you unsubscribe, ask us to delete them, or the waitlist is no longer needed;
• account information, manual voice samples, and custom tones remain until you clear them, close your account, or request deletion, subject to limited legal or security exceptions;
• profile and personalization information remains while your profile feature and account are active, until you clear the profile, delete individual details, close your account, or request deletion, subject to limited legal or security exceptions;
• Terms acceptance records remain while your account is active and for six years after account deletion, then are deleted;
• generation inputs and outputs are not stored in WriteButler's service database after the request is processed, although AI and infrastructure providers may retain operational data under their agreements and policies;
• local History, learned voice samples, and settings remain on your device until you clear them or remove local app data;
• daily usage records remain as needed to administer quotas, prevent abuse, and maintain service records;
• feedback and issue reports remain while reasonably needed to investigate, improve, secure, or defend the service. Current builds do not apply a fixed automatic deletion period to these support records, but you may request deletion; and
• our current app analytics provider may retain analytics in its United States region for up to five years. Its daily, service-specific identifier cannot be correlated across apps or days.

Turning off local History prevents new entries but does not remove entries already stored. Use History → Clear history to delete those entries. If deletion from backups is not immediately possible, information may remain isolated until the backup expires.

Persistent profile storage must not be enabled until the app lets you review, correct, and delete profile information. You may also use the contact details below to request correction or deletion.

We use reasonable technical and organizational measures designed to protect personal information. These include encrypted transport, operating-system credential storage for authentication secrets, access controls, and Supabase row-level security for account-scoped synchronized data. Optional issue-report screenshots are kept in private storage.

Local History, learned voice, and settings are ordinary local app files and are not separately encrypted by WriteButler. Protect access to your device and account. No transmission or storage system is completely secure, so we cannot guarantee absolute security.

Depending on where you live and subject to legal exceptions, you may have the right to:

• know whether and how we process your information;
• access and receive a copy of your information;
• correct inaccurate information;
• delete information;
• restrict or object to certain processing;
• receive portable information where applicable;
• withdraw consent; and
• complain to your local data-protection or privacy regulator.

WriteButler does not make decisions that produce legal or similarly significant effects about you through solely automated processing. You may unsubscribe from marketing using the link in any marketing email. You may also clear local data through the app. When persistent personalization is enabled, you can use in-app profile controls to review, correct, or delete profile and personalization information without closing your account.

Submit a request using the contact details below. We may need to verify your identity and authority before acting. An authorized agent may submit a request where permitted by law. We will not discriminate against you for exercising a privacy right. You may appeal a denied request using the same email address.

Residents of states with comprehensive privacy laws, including California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, and Virginia, may have the rights described above and the right to opt out of sale, targeted advertising, or certain profiling. WriteButler does not engage in those activities.

During the preceding 12 months, we have collected the following categories and disclosed them to service providers as needed for the business purposes described in this notice. A “disclosure” here is not a sale.

• Identifiers and customer records, such as a name, email address, account identifier, contact information, and IP address.
• Internet or electronic network activity, such as interactions with the website, app, and service.
• Electronic, visual, or similar information, such as selected screen regions and optional support screenshots.
• Inferences, such as communication preferences, relationship context, and a broad writing-context category.
• Professional or employment information, such as role and work context kept for personalization.
• Sensitive personal information, only when it appears in content you choose to submit and only as needed to process that submission.

We do not intentionally collect protected classifications, commercial or payment information, biometrics, precise geolocation, or education records as standalone profile fields. Such information may nevertheless appear incidentally in content you choose to submit.

Because WriteButler does not sell personal information or use it for targeted advertising, it does not currently respond to Global Privacy Control or browser Do Not Track signals. If our practices change or a binding technical standard requires a response, we will update this notice and our controls.

WriteButler is not directed to children under 18, and we do not knowingly collect personal information from anyone under 18. If you believe a child has provided information to us, contact us so we can investigate and delete it where required.

We may update this notice to reflect changes to WriteButler or applicable law. The effective date at the top shows when it was last revised. Adding or refining fields within an information category and purpose already described here may change that date without requiring renewed acknowledgment or renewed acceptance of the Terms of Service.

We will provide a new notice or request consent when appropriate before a material new purpose, a new recipient category, use of sensitive information, incompatible retrospective use, or a materially different retention period. Agreeing to the Terms of Service and acknowledging this Privacy Policy are separate: a Privacy Policy update does not change the Terms version or require renewed Terms acceptance unless the Terms themselves also change.

For questions, complaints, privacy requests, account deletion, or an appeal of a privacy-request decision, email hello@writebutler.com. Include enough information for us to understand your request, but do not send sensitive documents unless we ask for them.

We will consider and respond to requests in accordance with applicable law. You may also use this page as our data-request service URL: https://www.writebutler.com/privacy#contact.