Who controls your data on Robin

Robin holds two kinds of data about you, and responsibility for them sits with different people. This page explains the split in plain language — who's responsible for what, and the rights you keep either way.

The short version

• Records of your sessions — transcripts, recordings, and (in future) AI feedback — are the responsibility of the coach who hosted the session. They decide how long to keep them and when to delete them, the way any professional is responsible for their own session records. Robin stores and protects those records on the host's behalf, but doesn't control them. If the host's account is ever deleted, their session records are deleted with it.
• Everything else — your account, profile, messages, availability, logbook — is Robin's responsibility, and you manage it yourself from your settings.

This mirrors how the law sees it: the host is the controller of their session records, and Robin is the processor that stores them securely. It's also how the coaching profession already works — a coach is responsible for the records of the sessions they run.

If you were in a session someone else hosted

Your words are in that session's records, so you keep real rights over them:

• You can ask the host to share the files with you. Session files start out with the host — being in the session doesn't by itself give you the transcript or recording afterwards. When the host shares a file, you're notified and it appears on the session's page for you. Sharing your session files covers the full picture.
• You can ask for records of you to be deleted. On any file shared with you there's an Ask the host to delete this button — it sends the request straight into your chat with the host; for anything else from the call, just message them. Asking for records of you to be erased is a legal right you hold, not a favour; when the host actions it, Robin carries out the deletion on the backend. Your request is stored with its date, you can send a Robin-voiced reminder after a week, and the host is responsible for responding within a month — past that, contact us and we'll take it up with them.
• You always know when something is being captured. Nothing is transcribed or recorded without a clear banner on screen for everyone on the call, and only the host can start it.

If you host sessions

The records of sessions you run are yours, and your responsibility. You decide whether to capture them, how long to keep them, and when to delete them — and your partner can ask you to delete records of sessions they were in, which is their right to ask and yours to action. Before anything is captured, both of you see the terms it's captured under.

What Robin does — and never does

Robin's job with session records is storage and protection: encrypted at rest, stored in the UK, deleted from our video provider's systems as soon as we have our copy.

What Robin never does with your session content: no analytics, no marketing, no AI training, no product research — no use of any kind for Robin's own purposes. That's not just a preference; it's what keeps the records genuinely yours and the host's rather than ours.

The formal versions

The legally binding versions of all this live in the terms of service and privacy policy. The transcripts page covers transcription day-to-day, Sharing your session files covers how sharing and deletion requests work, and Who hosts a session explains how booking direction decides who the host is.

Questions

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