Adding a transcript from a session held elsewhere

You can add the transcript of a coaching session you held on Zoom, Google Meet or in person to that session on Robin. Before you add it, the other person must agree, and you must tell them what Robin will do with it. You then tick a box to confirm they agreed. The transcript is your responsibility as the host, the same as a transcript Robin makes on a call.

What to tell the other person

Tell them before the session, or at the latest before you add the transcript. Here is a message you can send, in your own voice:

I'd like to add the transcript of our session to Robin, the practice platform I use. It's stored securely in the UK and only I can see it, unless I ask your permission to share it. If I ask, Robin's AI (run by Anthropic, in the US, with no copy kept) reads it to give me feedback on my coaching or a summary. Names Robin can recognise are removed before it does. It may include anything personal you shared, including health or other sensitive things. Are you happy for me to do that? You can ask me to delete it at any time, and you can contact Robin at practicewithrobin.com/contact without an account.

Keep their reply. A short "yes" by message or email is a clear record that they agreed. Robin records when you ticked the box, but it does not see or check their answer.

If they say no, do not add the transcript. If they agree and later change their mind, delete it.

How to add a transcript

1. Open the session. For a session held elsewhere, log it in your logbook first, and Robin creates the session for you.
2. Tick the box to confirm the other person explicitly agreed.
3. Choose the transcript file, or paste the text. Robin reads .vtt, .srt and .txt files. It cannot read Word files, so copy the text out of those.
4. Choose which speaker is you.
5. Press Add transcript.

If the transcript has no speaker names, Robin offers Find the speakers. Robin's AI works out who said what, and you check the names before you add it. This also needs the tick, because it sends the text to our AI provider.

Your logbook explains how to log a session.

What Robin does with it

Robin stores the transcript with the session, encrypted, in the UK. Robin sends it to Anthropic, our AI provider, only when you press Find the speakers, or ask for Robin's feedback or a summary. Robin replaces the names it knows with your roles first. Robin's feedback on your coaching explains what the AI reads and what it returns.

Robin never uses the transcript for analytics, marketing, AI training or product research. Who controls your data on Robin has the full statement.

Sessions with your own clients

Robin is for peer practice. You can also add the transcript of a session with your own client, for your own review and development. The same duties apply. A paying client can find it harder to say no, so make it easy for them to decline.

If the other person asks about it

They can ask you to delete it. When you delete it from the session's page, Robin removes it at once, with any feedback or summary made from it. Any copies in short-lived system backups expire automatically. Transcripts on Robin shows how.

They do not need a Robin account to ask Robin about it. They can use the contact form. We pass the request to you and help you answer it.

The formal versions

The legally binding versions are in the terms of service, Sections 25, 28 and 29, and the privacy policy, Section 14.

Questions

Message Jon directly in the app. He reads every message and answers personally.