Who controls your data on Robin

Robin holds three kinds of data about you, and a different person is responsible for each. The coach who hosts a session is responsible for that session's files. You are responsible for the contacts and logbook you keep. Robin is responsible for your account and profile. This page explains what each kind covers, what the split means for you, and where to manage each one.

The short version

• Session files. Transcripts, recordings, and Robin's feedback on the host's coaching. The coach who hosted the session is responsible for them. Robin stores and protects them on the host's behalf.
• Your contacts and logbook. The people you save, your notes and tags, and the hours you log. You are responsible for them. Robin stores and manages them on your instructions.
• Your account. Your profile, messages, availability and settings. Robin is responsible for them, and you manage them yourself from your settings.

This is how the law sees it. The host is the controller of their session files. You are the controller of your contacts and logbook. Robin is the processor that stores both. It is also how the coaching profession already works, because a coach is responsible for the records of the people they coach.

Session files: the host is responsible

If you host sessions

The files of sessions you run are yours to keep, and they are your responsibility. You decide whether to capture them, how long to keep them, and when to delete them. Before Robin captures anything, both of you see the terms it is captured under. Your practice client can ask you to delete files of sessions they were in. That is their right to ask, and yours to action within a month.

If you were in a session someone else hosted

Your words are in that session's files, 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. Attendance at the session does not by itself give you the transcript or recording afterwards. When the host shares a file, Robin notifies you, and the file appears on the session's page for you.
• You can ask for files of you to be deleted. Every file shared with you has an Ask the host to delete this button, which sends the request straight into your chat with the host. For anything else from the call, message them. To ask for files of you to be erased is a legal right you hold, not a favour. The host is responsible for responding within a month. If they do not, contact us and we will take it up with them.
• You always know when something is captured. Robin transcribes or records nothing without a clear banner on screen for everyone on the call, and only the host can start it.

Transcripts on Robin and Recording a session cover each file day-to-day. Sharing your session files covers sharing, withdrawing a share, and deletion requests. Who hosts a session explains how booking direction decides who the host is.

Your contacts and logbook: you are responsible

The contacts and logbook you keep on Robin are your professional records. You decide why you keep someone's details, how long you need them, and what you export or share. That covers the name, email address, phone number, organisation, private notes and tags you save for a person, whether or not they use Robin. It also covers the date, duration, contact, notes and tags of each session you log.

You are responsible for the details you put into your records. That means:

• collecting them lawfully
• keeping them accurate
• telling people how you use them, where the law requires it
• answering a request from someone to see, correct or delete details you hold about them

If a request reaches Robin instead, we pass it to you and help with the information held here.

Another coach may keep a record of you in the same way. Deleting your own Robin account does not delete it. Ask them directly, or contact us and we will pass the request on.

Managing your contacts and logbook covers what Robin adds after a session, how to export everything, and what deletion does.

Your account: Robin is responsible

Your profile, messages, availability and settings are Robin's responsibility. You manage them yourself from your settings. The privacy policy sets out what we hold, why, and for how long.

What Robin does, and never does

Robin's job with session files and with your contacts and logbook is storage and protection. They are encrypted at rest and stored in the UK. Session files are deleted from our video provider's systems as soon as we have our copy.

Robin never uses the content of your session files, contacts or logbook for analytics, marketing, product research or AI training. We keep it out of the tools we use to understand how Robin is used. Robin staff do not read them as a matter of course. The one exception, for session files, is an investigation into a safety report, described on Transcripts on Robin. This is what keeps the records the host's and yours rather than ours.

The formal versions

The legally binding versions of all this live in the terms of service and the privacy policy. Section 29 of the terms covers session files. Section 29A covers your contacts and logbook.

Questions

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