4) Recording & Transcription Consent Policy
Effective date: August 28, 2025
Scope. This policy explains how recording, transcription, diarization, and AI summaries work in The Coach Scribe and the responsibilities of account holders.
Session controls. You can start/stop recordings at any time. Each recording session has a hard limit of 60 minutes. Recording automatically stops at 60 minutes and cannot continue beyond that limit; to continue, start a new session. During the free trial, each recording session is capped at 25 minutes and may be further limited or terminated at our discretion. Basic speaker diarization may be available. You can add in‑session markers that become bullets in summaries.
Your responsibilities. You must obtain and document prior, informed consent from all participants before recording or transcribing. Many jurisdictions (e.g., “all‑party consent” regions) require consent from each participant. If any participant declines, do not record.
How TCS processes audio. You start/stop recordings on your device. Audio is processed for speech‑to‑text and AI summaries at your request. Audio is not retained by us beyond transient processing; transcripts and summaries are stored as text in your connected storage as configured by you. You can add markers; these become bullets in the summary.
Disclosure template for clients. “This session may be recorded and automatically transcribed to generate a written summary and action items using AI. The audio will not be kept after processing; the transcript and notes will be stored in my private workspace and/or shared with you. Do you consent?”
Keep a record of consent in your client file and, where required, announce recording at the start.Accuracy and review. Transcripts and AI summaries may contain errors. Review and correct before sharing or relying on them.
Revocation. If a participant revokes consent, stop recording immediately and follow your local legal obligations regarding deletion of recordings and transcripts.
Contact. info@thecoachscribe.com.