Terms and Conditions of Use

Last updated September 23, 2026

AGREEMENT TO OUR LEGAL TERMS

We are Passeri Studio Ltd, trading as Practice With Robin ('Company', 'we', 'us', or 'our'), a company registered in England & Wales (company no. 17254010) with its registered office at 66 Paul Street, London, EC2A 4NA.

We operate the website https://www.practicewithrobin.com (the 'Site'), as well as any other related products and services that refer or link to these legal terms (the 'Legal Terms') (collectively, the 'Services').

Robin is a free online platform where coaches find practice partners for accreditation hours. Coaches create a profile, browse a private directory, and connect with coaches from other programmes for free, reciprocal practice - without sharing personal contact details. Robin provides in-app messaging, scheduling, and video calls so coaches can practise, build hours, and develop their skills in one place.

You can contact us or write to us at 66 Paul Street, London, EC2A 4NA, United Kingdom.

These Legal Terms constitute a legally binding agreement made between you, whether personally or on behalf of an entity ('you'), and Passeri Studio Ltd, concerning your access to and use of the Services. You agree that by accessing the Services, you have read, understood, and agreed to be bound by all of these Legal Terms. IF YOU DO NOT AGREE WITH ALL OF THESE LEGAL TERMS, THEN YOU ARE EXPRESSLY PROHIBITED FROM USING THE SERVICES AND YOU MUST DISCONTINUE USE IMMEDIATELY.

The Services are intended for users who are at least 18 years old. Persons under the age of 18 are not permitted to use or register for the Services.

We recommend that you print a copy of these Legal Terms for your records.

OUR SERVICES
INTELLECTUAL PROPERTY RIGHTS
USER REPRESENTATIONS
USER REGISTRATION
PURCHASES AND PAYMENT
PROHIBITED ACTIVITIES
USER GENERATED CONTRIBUTIONS
CONTRIBUTION LICENCE
SOCIAL MEDIA
SERVICES MANAGEMENT
PRIVACY POLICY
COPYRIGHT INFRINGEMENTS
TERM AND TERMINATION
MODIFICATIONS AND INTERRUPTIONS
GOVERNING LAW
DISPUTE RESOLUTION
CORRECTIONS
DISCLAIMER
LIMITATIONS OF LIABILITY
INDEMNIFICATION
USER DATA
ELECTRONIC COMMUNICATIONS, TRANSACTIONS, AND SIGNATURES
CALIFORNIA USERS AND RESIDENTS
MISCELLANEOUS
COACHING PRACTICE AND COMMUNITY STANDARDS
VIDEO CALLS, RECORDING, AND TRANSCRIPTION
PRIVACY BETWEEN COACHES
SESSION ARTIFACTS: OUR TWO ROLES AND THE LIMITS ON OUR RIGHTS
DATA PROCESSING TERMS FOR SESSION ARTIFACTS 29A. DATA PROCESSING TERMS FOR PROFESSIONAL RECORDS
AI PRACTICE AND OTHER AI FEATURES
CONTACT US

1. OUR SERVICES

The information provided when using the Services is not intended for distribution to or use by any person or entity in any jurisdiction or country where such distribution or use would be contrary to law or regulation or which would subject us to any registration requirement within such jurisdiction or country. Accordingly, those persons who choose to access the Services from other locations do so on their own initiative and are solely responsible for compliance with local laws, if and to the extent local laws are applicable.

The Services are not tailored to comply with industry-specific regulations (Health Insurance Portability and Accountability Act (HIPAA), Federal Information Security Management Act (FISMA), etc.), so if your interactions would be subjected to such laws, you may not use the Services. You may not use the Services in a way that would violate the Gramm-Leach-Bliley Act (GLBA).

2. INTELLECTUAL PROPERTY RIGHTS

Our intellectual property

We are the owner or the licensee of all intellectual property rights in our Services, including all source code, databases, functionality, software, website designs, audio, video, text, photographs, and graphics in the Services (collectively, the 'Content'), as well as the trademarks, service marks, and logos contained therein (the 'Marks').

Our Content and Marks are protected by copyright and trademark laws (and various other intellectual property rights and unfair competition laws) and treaties in the United States and around the world.

The Content and Marks are provided in or through the Services 'AS IS' for your personal, non-commercial use or internal business purpose only.

Your use of our Services

Subject to your compliance with these Legal Terms, including the 'PROHIBITED ACTIVITIES' section below, we grant you a non-exclusive, non-transferable, revocable licence to:

access the Services; and
download or print a copy of any portion of the Content to which you have properly gained access,

solely for your personal, non-commercial use or internal business purpose.

Except as set out in this section or elsewhere in our Legal Terms, no part of the Services and no Content or Marks may be copied, reproduced, aggregated, republished, uploaded, posted, publicly displayed, encoded, translated, transmitted, distributed, sold, licensed, or otherwise exploited for any commercial purpose whatsoever, without our express prior written permission.

If you wish to make any use of the Services, Content, or Marks other than as set out in this section or elsewhere in our Legal Terms, please contact us. If we ever grant you the permission to post, reproduce, or publicly display any part of our Services or Content, you must identify us as the owners or licensors of the Services, Content, or Marks and ensure that any copyright or proprietary notice appears or is visible on posting, reproducing, or displaying our Content.

We reserve all rights not expressly granted to you in and to the Services, Content, and Marks.

A material breach of these Intellectual Property Rights may result in restriction, suspension, or termination under Section 13.

Your submissions and contributions

Please review this section and the 'PROHIBITED ACTIVITIES' section carefully prior to using our Services to understand the (a) rights you give us and (b) obligations you have when you post or upload any content through the Services.

Submissions: By directly sending us any question, comment, suggestion, idea, feedback, or other information about the Services ('Submissions'), you agree to assign to us all intellectual property rights in such Submission. You agree that we shall own this Submission and be entitled to its unrestricted use and dissemination for any lawful purpose, commercial or otherwise, without acknowledgment or compensation to you.

Contributions: The Services may invite you to chat, contribute to, or participate in blogs, message boards, online forums, and other functionality during which you may create, submit, post, display, transmit, publish, distribute, or broadcast content and materials to us or through the Services, including but not limited to text, writings, video, audio, photographs, music, graphics, comments, reviews, rating suggestions, personal information, or other material ('Contributions'). Any Submission that is publicly posted shall also be treated as a Contribution.

You understand that Contributions may be viewable by other users of the Services.

Session Artifacts (defined in Section 28), in-call dialogue, and private messages between coaches are neither Submissions nor Contributions, and no assignment or licence in this section applies to them — they are governed exclusively by Sections 26, 28, and 29.

When you post Contributions, you grant us a licence (including use of your name, trademarks, and logos): By posting any Contributions, you grant us an unrestricted, unlimited, irrevocable, perpetual, non-exclusive, transferable, royalty-free, fully-paid, worldwide right, and licence to: use, copy, reproduce, distribute, sell, resell, publish, broadcast, retitle, store, publicly perform, publicly display, reformat, translate, excerpt (in whole or in part), and exploit your Contributions (including, without limitation, your image, name, and voice) for any purpose, commercial, advertising, or otherwise, to prepare derivative works of, or incorporate into other works, your Contributions, and to sublicence the licences granted in this section. Our use and distribution may occur in any media formats and through any media channels.

This licence includes our use of your name, company name, and franchise name, as applicable, and any of the trademarks, service marks, trade names, logos, and personal and commercial images you provide.

You are responsible for what you post or upload: By sending us Submissions and/or posting Contributions through any part of the Services or making Contributions accessible through the Services by linking your account through the Services to any of your social networking accounts, you:

confirm that you have read and agree with our 'PROHIBITED ACTIVITIES' and will not post, send, publish, upload, or transmit through the Services any Submission nor post any Contribution that is illegal, harassing, hateful, harmful, defamatory, obscene, bullying, abusive, discriminatory, threatening to any person or group, sexually explicit, false, inaccurate, deceitful, or misleading;
to the extent permissible by applicable law, waive any and all moral rights to any such Submission and/or Contribution;
warrant that any such Submission and/or Contributions are original to you or that you have the necessary rights and licences to submit such Submissions and/or Contributions and that you have full authority to grant us the above-mentioned rights in relation to your Submissions and/or Contributions; and
warrant and represent that your Submissions and/or Contributions do not constitute confidential information.

You are solely responsible for your Submissions and/or Contributions and you expressly agree to reimburse us for any and all losses that we may suffer because of your breach of (a) this section, (b) any third party's intellectual property rights, or (c) applicable law.

We may remove or edit your Content: Although we have no obligation to monitor any Contributions, we shall have the right to remove or edit any Contributions at any time without notice if in our reasonable opinion we consider such Contributions harmful or in breach of these Legal Terms. If we remove or edit any such Contributions, we may also take proportionate account action under Section 13 and report unlawful conduct to the authorities where appropriate.

Copyright infringement

3. USER REPRESENTATIONS

By using the Services, you represent and warrant that: (1) all registration information you submit will be true, accurate, current, and complete; (2) you will maintain the accuracy of such information and promptly update such registration information as necessary; (3) you have the legal capacity and you agree to comply with these Legal Terms; (4) you are not a minor in the jurisdiction in which you reside; (5) you will not access the Services through automated or non-human means, whether through a bot, script or otherwise; (6) you will not use the Services for any illegal or unauthorised purpose; and (7) your use of the Services will not violate any applicable law or regulation.

If information you provide is materially false, inaccurate, or incomplete, we may take proportionate action under Section 13.

4. USER REGISTRATION

You may be required to register to use the Services. You agree to keep your password confidential and will be responsible for all use of your account and password. We reserve the right to remove, reclaim, or change a username you select if we determine, in our sole discretion, that such username is inappropriate, obscene, or otherwise objectionable.

5. PURCHASES AND PAYMENT

We accept the following forms of payment:

Visa

You agree to provide current, complete, and accurate purchase and account information for all purchases made via the Services. You further agree to promptly update account and payment information, including email address, payment method, and payment card expiration date, so that we can complete your transactions and contact you as needed. Sales tax will be added to the price of purchases as deemed required by us. We may change prices at any time, subject to the price protection for existing subscriptions described below. All payments shall be in GBP.

You agree to pay all charges at the prices then in effect for your purchases and any applicable shipping fees, and you authorise us to charge your chosen payment provider for any such amounts upon placing your order. We reserve the right to correct any errors or mistakes in pricing, even if we have already requested or received payment.

Paid features are sold as subscriptions. Subscriptions renew automatically until cancelled; you may cancel at any time, and cancellation takes effect at the end of the current billing period. What happens to stored recordings when a recording subscription lapses is described in Section 26.

We hold your price for as long as your subscription runs unbroken. If we change the price of a paid feature, that change does not apply to you while your subscription remains continuously active: you keep the price you subscribed at. If you cancel, or your subscription lapses for any reason, any subscription you start afterwards is at the price then in effect.

We reserve the right to refuse any order placed through the Services. We may, in our sole discretion, limit or cancel quantities purchased per person, per household, or per order. These restrictions may include orders placed by or under the same customer account, the same payment method, and/or orders that use the same billing or shipping address. We reserve the right to limit or prohibit orders that, in our sole judgement, appear to be placed by dealers, resellers, or distributors.

6. PROHIBITED ACTIVITIES

You may not access or use the Services for any purpose other than that for which we make the Services available. The Services may not be used in connection with any commercial endeavours except those that are specifically endorsed or approved by us.

As a user of the Services, you agree not to:

Systematically retrieve data or other content from the Services to create or compile, directly or indirectly, a collection, compilation, database, or directory without written permission from us.
Trick, defraud, or mislead us and other users, especially in any attempt to learn sensitive account information such as user passwords.
Circumvent, disable, or otherwise interfere with security-related features of the Services, including features that prevent or restrict the use or copying of any Content or enforce limitations on the use of the Services and/or the Content contained therein.
Disparage, tarnish, or otherwise harm, in our opinion, us and/or the Services.
Use any information obtained from the Services in order to harass, abuse, or harm another person.
Make improper use of our support services or submit false reports of abuse or misconduct.
Use the Services in a manner inconsistent with any applicable laws or regulations.
Engage in unauthorised framing of or linking to the Services.
Upload or transmit (or attempt to upload or to transmit) viruses, Trojan horses, or other material, including excessive use of capital letters and spamming (continuous posting of repetitive text), that interferes with any party's uninterrupted use and enjoyment of the Services or modifies, impairs, disrupts, alters, or interferes with the use, features, functions, operation, or maintenance of the Services.
Engage in any automated use of the system, such as using scripts to send comments or messages, or using any data mining, robots, or similar data gathering and extraction tools.
Delete the copyright or other proprietary rights notice from any Content.
Attempt to impersonate another user or person or use the username of another user.
Upload or transmit (or attempt to upload or to transmit) any material that acts as a passive or active information collection or transmission mechanism, including without limitation, clear graphics interchange formats ('gifs'), 1×1 pixels, web bugs, cookies, or other similar devices (sometimes referred to as 'spyware' or 'passive collection mechanisms' or 'pcms').
Interfere with, disrupt, or create an undue burden on the Services or the networks or services connected to the Services.
Harass, annoy, intimidate, or threaten any of our employees or agents engaged in providing any portion of the Services to you.
Attempt to bypass any measures of the Services designed to prevent or restrict access to the Services, or any portion of the Services.
Copy or adapt the Services' software, including but not limited to Flash, PHP, HTML, JavaScript, or other code.
Except as permitted by applicable law, decipher, decompile, disassemble, or reverse engineer any of the software comprising or in any way making up a part of the Services.
Except as may be the result of standard search engine or Internet browser usage, use, launch, develop, or distribute any automated system, including without limitation, any spider, robot, cheat utility, scraper, or offline reader that accesses the Services, or use or launch any unauthorised script or other software.
Use a buying agent or purchasing agent to make purchases on the Services.
Make any unauthorised use of the Services, including collecting usernames and/or email addresses of users by electronic or other means for the purpose of sending unsolicited email, or creating user accounts by automated means or under false pretences.
Use the Services as part of any effort to compete with us or otherwise use the Services and/or the Content for any revenue-generating endeavour or commercial enterprise.
Use the Services to advertise or offer to sell goods and services.
Sell or otherwise transfer your profile.
Misrepresent your coaching qualifications, programme affiliation, or experience level.
Contact another coach outside of Robin using information obtained through the Services, unless that coach has explicitly consented.
Record, screenshot, or distribute the content of private messages or video calls — outside Robin's built-in recording and transcription features (Section 26) — without the consent of all participants.
Use the Services for any form of therapy, counselling, or crisis intervention. Robin is for coaching practice only.
Use the Services to solicit, recruit, or promote paid services, courses, programmes, or products to other coaches.

7. USER GENERATED CONTRIBUTIONS

The Services may invite you to chat, contribute to, or participate in blogs, message boards, online forums, and other functionality, and may provide you with the opportunity to create, submit, post, display, transmit, perform, publish, distribute, or broadcast content and materials to us or on the Services, including but not limited to text, writings, video, audio, photographs, graphics, comments, suggestions, or personal information or other material (collectively, 'Contributions'). Contributions do not include Session Artifacts, in-call dialogue, or private messages between coaches (see Sections 28 and 29). Contributions may be viewable by other users of the Services and through third-party websites. As such, any Contributions you transmit may be treated as non-confidential and non-proprietary. When you create or make available any Contributions, you thereby represent and warrant that:

The creation, distribution, transmission, public display, or performance, and the accessing, downloading, or copying of your Contributions do not and will not infringe the proprietary rights, including but not limited to the copyright, patent, trademark, trade secret, or moral rights of any third party.
You are the creator and owner of or have the necessary licences, rights, consents, releases, and permissions to use and to authorise us, the Services, and other users of the Services to use your Contributions in any manner contemplated by the Services and these Legal Terms.
You have the written consent, release, and/or permission of each and every identifiable individual person in your Contributions to use the name or likeness of each and every such identifiable individual person to enable inclusion and use of your Contributions in any manner contemplated by the Services and these Legal Terms.
Your Contributions are not false, inaccurate, or misleading.
Your Contributions are not unsolicited or unauthorised advertising, promotional materials, pyramid schemes, chain letters, spam, mass mailings, or other forms of solicitation.
Your Contributions are not obscene, lewd, lascivious, filthy, violent, harassing, libellous, slanderous, or otherwise objectionable (as determined by us).
Your Contributions do not ridicule, mock, disparage, intimidate, or abuse anyone.
Your Contributions are not used to harass or threaten (in the legal sense of those terms) any other person and to promote violence against a specific person or class of people.
Your Contributions do not violate any applicable law, regulation, or rule.
Your Contributions do not violate the privacy or publicity rights of any third party.
Your Contributions do not violate any applicable law concerning child pornography, or otherwise intended to protect the health or well-being of minors.
Your Contributions do not include any offensive comments that are connected to race, national origin, gender, sexual preference, or physical handicap.
Your Contributions do not otherwise violate, or link to material that violates, any provision of these Legal Terms, or any applicable law or regulation.

Any use of the Services in violation of the foregoing breaches these Legal Terms and may result in proportionate action under Section 13.

8. CONTRIBUTION LICENCE

By posting your Contributions to any part of the Services or making Contributions accessible to the Services by linking your account from the Services to any of your social networking accounts, you automatically grant, and you represent and warrant that you have the right to grant, to us an unrestricted, unlimited, irrevocable, perpetual, non-exclusive, transferable, royalty-free, fully-paid, worldwide right, and licence to host, use, copy, reproduce, disclose, sell, resell, publish, broadcast, retitle, archive, store, cache, publicly perform, publicly display, reformat, translate, transmit, excerpt (in whole or in part), and distribute such Contributions (including, without limitation, your image and voice) for any purpose, commercial, advertising, or otherwise, and to prepare derivative works of, or incorporate into other works, such Contributions, and grant and authorise sublicences of the foregoing. The use and distribution may occur in any media formats and through any media channels.

This licence will apply to any form, media, or technology now known or hereafter developed, and includes our use of your name, company name, and franchise name, as applicable, and any of the trademarks, service marks, trade names, logos, and personal and commercial images you provide. You waive all moral rights in your Contributions, and you warrant that moral rights have not otherwise been asserted in your Contributions.

We do not assert any ownership over your Contributions. You retain full ownership of all of your Contributions and any intellectual property rights or other proprietary rights associated with your Contributions. We are not liable for any statements or representations in your Contributions provided by you in any area on the Services. You are solely responsible for your Contributions to the Services and you expressly agree to exonerate us from any and all responsibility and to refrain from any legal action against us regarding your Contributions.

We have the right, in our sole and absolute discretion, (1) to edit, redact, or otherwise change any Contributions; (2) to re-categorise any Contributions to place them in more appropriate locations on the Services; and (3) to pre-screen or delete any Contributions at any time and for any reason, without notice. We have no obligation to monitor your Contributions.

9. SOCIAL MEDIA

As part of the functionality of the Services, you may link your account with online accounts you have with third-party service providers (each such account, a 'Third-Party Account') by either: (1) providing your Third-Party Account login information through the Services; or (2) allowing us to access your Third-Party Account, as is permitted under the applicable terms and conditions that govern your use of each Third-Party Account. You represent and warrant that you are entitled to disclose your Third-Party Account login information to us and/or grant us access to your Third-Party Account, without breach by you of any of the terms and conditions that govern your use of the applicable Third-Party Account, and without obligating us to pay any fees or making us subject to any usage limitations imposed by the third-party service provider of the Third-Party Account. By granting us access to any Third-Party Accounts, you understand that (1) we may access, make available, and store (if applicable) any content that you have provided to and stored in your Third-Party Account (the 'Social Network Content') so that it is available on and through the Services via your account, including without limitation any friend lists and (2) we may submit to and receive from your Third-Party Account additional information to the extent you are notified when you link your account with the Third-Party Account. Depending on the Third-Party Accounts you choose and subject to the privacy settings that you have set in such Third-Party Accounts, personally identifiable information that you post to your Third-Party Accounts may be available on and through your account on the Services. Please note that if a Third-Party Account or associated service becomes unavailable or our access to such Third-Party Account is terminated by the third-party service provider, then Social Network Content may no longer be available on and through the Services. You will have the ability to disable the connection between your account on the Services and your Third-Party Accounts at any time. PLEASE NOTE THAT YOUR RELATIONSHIP WITH THE THIRD-PARTY SERVICE PROVIDERS ASSOCIATED WITH YOUR THIRD-PARTY ACCOUNTS IS GOVERNED SOLELY BY YOUR AGREEMENT(S) WITH SUCH THIRD-PARTY SERVICE PROVIDERS. We make no effort to review any Social Network Content for any purpose, including but not limited to, for accuracy, legality, or non-infringement, and we are not responsible for any Social Network Content. You acknowledge and agree that we may access your email address book associated with a Third-Party Account and your contacts list stored on your mobile device or tablet computer solely for purposes of identifying and informing you of those contacts who have also registered to use the Services. You can deactivate the connection between the Services and your Third-Party Account by contacting us using the contact information below or through your account settings (if applicable). We will attempt to delete any information stored on our servers that was obtained through such Third-Party Account, except the username and profile picture that become associated with your account.

10. SERVICES MANAGEMENT

We reserve the right, but not the obligation, to: (1) monitor the Services for violations of these Legal Terms; (2) take appropriate legal action against anyone who, in our sole discretion, violates the law or these Legal Terms, including without limitation, reporting such user to law enforcement authorities; (3) in our sole discretion and without limitation, refuse, restrict access to, limit the availability of, or disable (to the extent technologically feasible) any of your Contributions or any portion thereof; (4) in our sole discretion and without limitation, notice, or liability, to remove from the Services or otherwise disable all files and content that are excessive in size or are in any way burdensome to our systems; and (5) otherwise manage the Services in a manner designed to protect our rights and property and to facilitate the proper functioning of the Services.

11. PRIVACY POLICY

We care about data privacy and security. Please review our Privacy Policy: https://www.practicewithrobin.com/privacy-policy. By using the Services, you agree to be bound by our Privacy Policy, which is incorporated into these Legal Terms. Please be advised the Services are hosted in the United Kingdom, Germany and United States. If you access the Services from any other region of the world with laws or other requirements governing personal data collection, use, or disclosure that differ from applicable laws in the United Kingdom, Germany and United States, then through your continued use of the Services, you are transferring your data to the United Kingdom, Germany and United States, and you expressly consent to have your data transferred to and processed in the United Kingdom, Germany and United States.

12. COPYRIGHT INFRINGEMENTS

We respect the intellectual property rights of others. If you believe that any material available on or through the Services infringes upon any copyright you own or control, please immediately notify us using the contact information provided below (a 'Notification'). A copy of your Notification will be sent to the person who posted or stored the material addressed in the Notification. Please be advised that pursuant to applicable law you may be held liable for damages if you make material misrepresentations in a Notification. Thus, if you are not sure that material located on or linked to by the Services infringes your copyright, you should consider first contacting an attorney.

13. TERM AND TERMINATION

These Legal Terms remain in effect while you use the Services. You may stop using Robin at any time, delete your account, and cancel a paid subscription as described in Section 5.

We may restrict, suspend, or terminate access only where we reasonably consider it necessary because: (a) you have materially or repeatedly breached these Legal Terms; (b) your use is unlawful, fraudulent, or infringes another person's rights; (c) continuing access creates a real risk of harm or loss to another person, Robin, or the security or reliable operation of the Services; or (d) we are required to do so by law or by a competent authority.

If a concern is minor or can reasonably be remedied, and there is no immediate risk, we will explain the specific concern and give you a reasonable opportunity to put it right before restricting, suspending, or terminating access. We may act without advance notice only for a material breach, a real risk of harm or loss if access continues, or where the law prevents notice. Any action will be targeted and proportionate where practical. Unless the law or a genuine security risk prevents us, we will tell you the reason for the action, whether it is temporary or permanent, what you can do to restore access, and how to ask us to review the decision.

If we suspend or terminate a paid service for a reason unrelated to your breach, we will refund the unused part of the paid period on a pro-rata basis. Where practical, we will also give you a reasonable opportunity to retrieve your data before access ends. The retention and deletion rules for Session Artifacts and AI Practice data remain as described in Sections 26, 28, 29, and 30.

If we terminate your account for a material or repeated breach, unlawful or fraudulent use, or a real risk of harm or loss, you must not create another account to bypass that decision. We may also take legal action or report conduct where appropriate.

For suspected misuse of AI Practice, the more specific process and protections in Section 30(i) take priority over this section.

14. MODIFICATIONS AND INTERRUPTIONS

We may change the Services or these Legal Terms only for a valid reason, including to: (a) keep the Services secure, reliable, or technically operable; (b) comply with law, regulation, or a decision of a competent authority; (c) respond to a change in a third-party provider or technology on which the Services depend; (d) correct an error or ambiguity; or (e) improve, add, or remove features where the change does not materially reduce a paid service during a period you have already paid for.

We will give reasonable advance notice of a change that is likely to have a significant adverse effect on your use of the Services or your rights. If you do not wish to accept a material change to these Legal Terms, you may stop using the affected Services and cancel any affected paid subscription; we will refund the unused part of its paid period on a pro-rata basis and give you a reasonable opportunity to retrieve relevant data. We may make an urgent change without advance notice where reasonably necessary for security, operability, or legal compliance, but will explain it as soon as reasonably practical. Price changes are governed by Section 5. Changes to AI Practice are also governed by Section 30(j).

We may suspend or discontinue a feature or the Services if we can no longer provide it lawfully, securely, or reliably, or if a material change in provider availability, cost, or demand means continued provision is no longer commercially sustainable. We will give reasonable advance notice where practical. If we materially reduce or discontinue a paid service during a period you have already paid for, for a reason unrelated to your breach, you may cancel and receive a pro-rata refund for the unused part of that period. Where relevant, we will also give you a reasonable opportunity to retrieve your data.

We cannot guarantee uninterrupted availability. Maintenance, provider failures, security incidents, and events outside our reasonable control may cause interruptions, delays, or errors. We will take reasonable care to restore affected Services. Nothing in these Legal Terms excludes or restricts any statutory right or remedy that cannot lawfully be excluded or restricted.

15. GOVERNING LAW

These Legal Terms are governed by and interpreted following the laws of the United Kingdom, and the use of the United Nations Convention of Contracts for the International Sales of Goods is expressly excluded. If your habitual residence is in the EU, and you are a consumer, you additionally possess the protection provided to you by obligatory provisions of the law in your country to residence. Passeri Studio Ltd and yourself both agree to submit to the non-exclusive jurisdiction of the courts of England and Wales, which means that you may make a claim to defend your consumer protection rights in regards to these Legal Terms in the United Kingdom, or in the EU country in which you reside.

16. DISPUTE RESOLUTION

Informal Negotiations

To expedite resolution and control the cost of any dispute, controversy, or claim related to these Legal Terms (each a 'Dispute' and collectively, the 'Disputes') brought by either you or us (individually, a 'Party' and collectively, the 'Parties'), the Parties agree to first attempt to negotiate any Dispute (except those Disputes expressly provided below) informally for at least thirty (30) days before initiating arbitration. Such informal negotiations commence upon written notice from one Party to the other Party.

Binding Arbitration

Any dispute arising from the relationships between the Parties to these Legal Terms shall be determined by one arbitrator who will be chosen in accordance with the Arbitration and Internal Rules of the European Court of Arbitration being part of the European Centre of Arbitration having its seat in Strasbourg, and which are in force at the time the application for arbitration is filed, and of which adoption of this clause constitutes acceptance. The seat of arbitration shall be London, England. The language of the proceedings shall be English. Applicable rules of substantive law shall be the law of England.

Restrictions

The Parties agree that any arbitration shall be limited to the Dispute between the Parties individually. To the full extent permitted by law, (a) no arbitration shall be joined with any other proceeding; (b) there is no right or authority for any Dispute to be arbitrated on a class-action basis or to utilise class action procedures; and (c) there is no right or authority for any Dispute to be brought in a purported representative capacity on behalf of the general public or any other persons.

Exceptions to Informal Negotiations and Arbitration

The Parties agree that the following Disputes are not subject to the above provisions concerning informal negotiations binding arbitration: (a) any Disputes seeking to enforce or protect, or concerning the validity of, any of the intellectual property rights of a Party; (b) any Dispute related to, or arising from, allegations of theft, piracy, invasion of privacy, or unauthorised use; and (c) any claim for injunctive relief. If this provision is found to be illegal or unenforceable, then neither Party will elect to arbitrate any Dispute falling within that portion of this provision found to be illegal or unenforceable and such Dispute shall be decided by a court of competent jurisdiction within the courts listed for jurisdiction above, and the Parties agree to submit to the personal jurisdiction of that court.

17. CORRECTIONS

There may be information on the Services that contains typographical errors, inaccuracies, or omissions, including descriptions, pricing, availability, and various other information. We reserve the right to correct any errors, inaccuracies, or omissions and to change or update the information on the Services at any time, without prior notice.

18. DISCLAIMER

THE SERVICES ARE PROVIDED ON AN AS-IS AND AS-AVAILABLE BASIS. YOU AGREE THAT YOUR USE OF THE SERVICES WILL BE AT YOUR SOLE RISK. TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, IN CONNECTION WITH THE SERVICES AND YOUR USE THEREOF, INCLUDING, WITHOUT LIMITATION, THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE MAKE NO WARRANTIES OR REPRESENTATIONS ABOUT THE ACCURACY OR COMPLETENESS OF THE SERVICES' CONTENT OR THE CONTENT OF ANY WEBSITES OR MOBILE APPLICATIONS LINKED TO THE SERVICES AND WE WILL ASSUME NO LIABILITY OR RESPONSIBILITY FOR ANY (1) ERRORS, MISTAKES, OR INACCURACIES OF CONTENT AND MATERIALS, (2) PERSONAL INJURY OR PROPERTY DAMAGE, OF ANY NATURE WHATSOEVER, RESULTING FROM YOUR ACCESS TO AND USE OF THE SERVICES, (3) ANY UNAUTHORISED ACCESS TO OR USE OF OUR SECURE SERVERS AND/OR ANY AND ALL PERSONAL INFORMATION AND/OR FINANCIAL INFORMATION STORED THEREIN, (4) ANY INTERRUPTION OR CESSATION OF TRANSMISSION TO OR FROM THE SERVICES, (5) ANY BUGS, VIRUSES, TROJAN HORSES, OR THE LIKE WHICH MAY BE TRANSMITTED TO OR THROUGH THE SERVICES BY ANY THIRD PARTY, AND/OR (6) ANY ERRORS OR OMISSIONS IN ANY CONTENT AND MATERIALS OR FOR ANY LOSS OR DAMAGE OF ANY KIND INCURRED AS A RESULT OF THE USE OF ANY CONTENT POSTED, TRANSMITTED, OR OTHERWISE MADE AVAILABLE VIA THE SERVICES. WE DO NOT WARRANT, ENDORSE, GUARANTEE, OR ASSUME RESPONSIBILITY FOR ANY PRODUCT OR SERVICE ADVERTISED OR OFFERED BY A THIRD PARTY THROUGH THE SERVICES, ANY HYPERLINKED WEBSITE, OR ANY WEBSITE OR MOBILE APPLICATION FEATURED IN ANY BANNER OR OTHER ADVERTISING, AND WE WILL NOT BE A PARTY TO OR IN ANY WAY BE RESPONSIBLE FOR MONITORING ANY TRANSACTION BETWEEN YOU AND ANY THIRD-PARTY PROVIDERS OF PRODUCTS OR SERVICES. AS WITH THE PURCHASE OF A PRODUCT OR SERVICE THROUGH ANY MEDIUM OR IN ANY ENVIRONMENT, YOU SHOULD USE YOUR BEST JUDGEMENT AND EXERCISE CAUTION WHERE APPROPRIATE.

19. LIMITATIONS OF LIABILITY

IN NO EVENT WILL WE OR OUR DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE TO YOU OR ANY THIRD PARTY FOR ANY DIRECT, INDIRECT, CONSEQUENTIAL, EXEMPLARY, INCIDENTAL, SPECIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFIT, LOST REVENUE, LOSS OF DATA, OR OTHER DAMAGES ARISING FROM YOUR USE OF THE SERVICES, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. NOTWITHSTANDING ANYTHING TO THE CONTRARY CONTAINED HEREIN, OUR LIABILITY TO YOU FOR ANY CAUSE WHATSOEVER AND REGARDLESS OF THE FORM OF THE ACTION, WILL AT ALL TIMES BE LIMITED TO THE AMOUNT PAID, IF ANY, BY YOU TO US DURING THE six (6) month PERIOD PRIOR TO ANY CAUSE OF ACTION ARISING. CERTAIN US STATE LAWS AND INTERNATIONAL LAWS DO NOT ALLOW LIMITATIONS ON IMPLIED WARRANTIES OR THE EXCLUSION OR LIMITATION OF CERTAIN DAMAGES. IF THESE LAWS APPLY TO YOU, SOME OR ALL OF THE ABOVE DISCLAIMERS OR LIMITATIONS MAY NOT APPLY TO YOU, AND YOU MAY HAVE ADDITIONAL RIGHTS.

20. INDEMNIFICATION

You agree to defend, indemnify, and hold us harmless, including our subsidiaries, affiliates, and all of our respective officers, agents, partners, and employees, from and against any loss, damage, liability, claim, or demand, including reasonable attorneys' fees and expenses, made by any third party due to or arising out of: (1) your Contributions; (2) use of the Services; (3) breach of these Legal Terms; (4) any breach of your representations and warranties set forth in these Legal Terms; (5) your violation of the rights of a third party, including but not limited to intellectual property rights; or (6) any overt harmful act toward any other user of the Services with whom you connected via the Services. Notwithstanding the foregoing, we reserve the right, at your expense, to assume the exclusive defence and control of any matter for which you are required to indemnify us, and you agree to cooperate, at your expense, with our defence of such claims. We will use reasonable efforts to notify you of any such claim, action, or proceeding which is subject to this indemnification upon becoming aware of it.

21. USER DATA

We will maintain certain data that you transmit to the Services for the purpose of managing the performance of the Services, as well as data relating to your use of the Services. Although we perform regular routine backups of data, you are solely responsible for all data that you transmit or that relates to any activity you have undertaken using the Services. You agree that we shall have no liability to you for any loss or corruption of any such data, and you hereby waive any right of action against us arising from any such loss or corruption of such data. This section does not apply to Session Artifacts, which are governed by the Data Processing Terms in Section 29, or to Professional Records, which are governed by Section 29A.

22. ELECTRONIC COMMUNICATIONS, TRANSACTIONS, AND SIGNATURES

Visiting the Services, sending us emails, and completing online forms constitute electronic communications. You consent to receive electronic communications, and you agree that all agreements, notices, disclosures, and other communications we provide to you electronically, via email and on the Services, satisfy any legal requirement that such communication be in writing. YOU HEREBY AGREE TO THE USE OF ELECTRONIC SIGNATURES, CONTRACTS, ORDERS, AND OTHER RECORDS, AND TO ELECTRONIC DELIVERY OF NOTICES, POLICIES, AND RECORDS OF TRANSACTIONS INITIATED OR COMPLETED BY US OR VIA THE SERVICES. You hereby waive any rights or requirements under any statutes, regulations, rules, ordinances, or other laws in any jurisdiction which require an original signature or delivery or retention of non-electronic records, or to payments or the granting of credits by any means other than electronic means.

23. CALIFORNIA USERS AND RESIDENTS

If any complaint with us is not satisfactorily resolved, you can contact the Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs in writing at 1625 North Market Blvd., Suite N 112, Sacramento, California 95834 or by telephone at (800) 952-5210 or (916) 445-1254.

24. MISCELLANEOUS

These Legal Terms and any policies or operating rules posted by us on the Services or in respect to the Services constitute the entire agreement and understanding between you and us. Our failure to exercise or enforce any right or provision of these Legal Terms shall not operate as a waiver of such right or provision. These Legal Terms operate to the fullest extent permissible by law. We may assign any or all of our rights and obligations to others at any time. We shall not be responsible or liable for any loss, damage, delay, or failure to act caused by any cause beyond our reasonable control. If any provision or part of a provision of these Legal Terms is determined to be unlawful, void, or unenforceable, that provision or part of the provision is deemed severable from these Legal Terms and does not affect the validity and enforceability of any remaining provisions. There is no joint venture, partnership, employment or agency relationship created between you and us as a result of these Legal Terms or use of the Services. You agree that these Legal Terms will not be construed against us by virtue of having drafted them. You hereby waive any and all defences you may have based on the electronic form of these Legal Terms and the lack of signing by the parties hereto to execute these Legal Terms.

25. COACHING PRACTICE AND COMMUNITY STANDARDS

Robin is a platform for free, reciprocal coaching practice only. By using the Services, you agree that: (a) You will use Robin solely for the purpose of free peer coaching practice with other coaches. Robin is not a marketplace for selling or purchasing coaching services, and you may not use Robin to solicit, recruit, or promote paid services, courses, programmes, or products to other coaches. (b) Robin is not a therapy, counselling, or crisis intervention service. Practice sessions on Robin are for coaching skill development only. If you or a practice partner are experiencing a mental health crisis, please contact a qualified professional or crisis service. (c) You are responsible for your own conduct during practice sessions, including respecting the boundaries agreed with your practice partner. We may investigate reports of harassment, boundary violations, or inappropriate behaviour during messages or video calls and take proportionate action under Section 13 where a report is substantiated or there is a real risk of harm while it is investigated. (d) Any coaching qualifications, programme affiliations, or experience levels stated in your profile must be accurate and truthful. Material or repeated misrepresentation of your professional background may result in action under Section 13.

26. VIDEO CALLS, RECORDING, AND TRANSCRIPTION

Robin provides in-browser video calls between practice partners using a third-party video provider (Daily.co). For a scheduled session, one coach is the session's host — the coach whose session it is, as shown on the booking. By using Robin's video call feature, you agree that:

(a) Only the host can start recording or transcription. Calls are not recorded or transcribed by default. During a call, the host may start a recording (a paid feature, where available on the host's plan) and/or a transcript. Recording captures the call's audio and video; transcription produces a text transcript using automated speech-to-text technology (currently provided by Deepgram, engaged via Daily.co). By starting a recording or transcription, the host instructs us to capture it and becomes the data controller of the resulting Session Artifact (the recording or transcript — see Section 28), on the terms set out in Sections 28 and 29.

(b) Capture runs to the end of the call and cannot be stopped part-way. Once started, recording or transcription continues until the call ends. Every participant is shown a clear in-call notice when recording or transcription starts, and an on-screen indicator remains visible while it is active. If you do not wish to be recorded or transcribed, you may leave the call; whatever was captured up to that point is kept and governed by these Legal Terms.

(c) Everyone who was in the session can view its transcript; recordings rest with the host. Both participants of a session can view and download that session's transcript. A session's recording is available to the host, who may choose to share it. Control belongs to the host alone: only the host can delete or share a Session Artifact. You may not share, distribute, or publish another coach's words or likeness from a transcript or recording without their explicit consent.

(d) Retention is the host's decision. We do not impose an expiry on transcripts: a transcript is kept until the host deletes it. Recordings are stored while the host has an active subscription to the recording feature; if that subscription lapses, each recording is deleted after a 30-day grace period, with advance warning and with download available throughout. Deletion of a Session Artifact is permanent and removes it for everyone; disaster-recovery backups may briefly contain a deleted artifact before they expire. If the host's account is deleted, that host's Session Artifacts are deleted with it.

(e) If you were in a session and want its artifact deleted, ask the host. As a participant you can view and download the session's transcript at any time without asking anyone. To have it erased, send the host a deletion request (there is a request affordance on the transcript page, or simply message them); the host decides as the artifact's controller, and we carry out the host's deletion as processor. You may also contact us — we will pass your request to the host and assist as described in Section 29.

(f) Transcripts governed by our earlier shared-ownership rules keep those rules: they belong to both participants, either participant may pin, unpin, or delete them, and unpinned transcripts are automatically deleted 30 days after the call ended. Later updates to these Legal Terms do not change which transcripts are covered by those earlier rules.

(g) You must not record, screenshot, or otherwise capture the content of video calls or private messages yourself — outside the built-in recording and transcription features — without the express consent of all participants.

For full details on storage, encryption, and our data-handling chain, see the help-center page at https://practicewithrobin.com/help-center/transcripts.

27. PRIVACY BETWEEN COACHES

Robin lets coaches message, schedule and have calls without exchanging email addresses or phone numbers. We do not automatically disclose your account email address or phone number to another coach or fill it into their saved contact.

You may ask a practice partner for their details for a stated purpose in your private one-to-one conversation. Sharing is voluntary. Respect a refusal, and do not seek details elsewhere to bypass it. Information someone shares for a coaching log may be used only for the purpose they agreed to; it is not permission for marketing or unrelated off-platform contact. Explain any intended disclosure to a credentialing body and obtain the necessary permission before sharing.

You are responsible for the lawful collection and use of details you put into your Professional Records. The fact that information is visible on a profile does not remove applicable data-protection obligations. Section 29A explains our respective responsibilities when those records are held on Robin. Information you voluntarily include in your profile, messages, or during video calls may be visible to the coaches you interact with.

28. SESSION ARTIFACTS: OUR TWO ROLES AND THE LIMITS ON OUR RIGHTS

'Session Artifacts' means the recordings and transcripts of a Robin video call, and any analysis or feedback derived from them at the host's instruction (for example, AI-generated session feedback or an AI-generated session summary, if the host uses such a feature). Session Artifacts, in-call dialogue, private messages between coaches, your conversations with Ask Robin (Section 30(l)), and Professional Records (Section 29A) are not 'Submissions' or 'Contributions' for the purposes of these Legal Terms.

Our two roles

For your account and platform data — your profile, registration details, scheduling data, and information about how you use the Services — we determine how and why the data is processed, so we are the data controller. Our Privacy Policy describes that processing.

For Session Artifacts, the roles are different. The host coach who starts a recording or transcription is the data controller of the resulting artifact: they decide that it exists, what it is used for, and how long it is kept. We store, secure, and deliver it on the host's behalf as their data processor, under the Data Processing Terms in Section 29. If you host sessions in the course of a business, that business is the controller. As controller, the host is responsible for having a lawful basis for the capture and for handling data-subject requests relating to the artifact; we equip and assist the host as described in Section 29.

No rights reserved over your session content

Notwithstanding Sections 2, 7, 8, and 10, and any other provision of these Legal Terms that would grant us a licence over, assign to us rights in, or permit us to edit, remove, or exploit content, we claim no ownership, no licence, and no use rights over Session Artifacts, in-call dialogue, or private messages between coaches, other than what is strictly necessary to provide the Services on your and the host's instructions: storing this content securely, transmitting it, and displaying it to the people entitled to see it. In particular, we will never use Session Artifacts or private messages to train artificial-intelligence or machine-learning models, for analytics, for advertising, to develop or improve our products, or for any other purpose of our own. We will not sell, resell, publicly broadcast, or commercially exploit them. You and your practice partner retain full ownership of everything you say during practice sessions.

Confidentiality, and the one exception

Call transcripts, recordings, and private messages are treated as confidential between participants. Robin staff do not read or watch them as a matter of course. We will not read or disclose this content to third parties except where required by law, or where necessary to investigate a specific report of misconduct under these Legal Terms. In that limited case, review is scoped to the single transcript or recording named in the report, the access is logged, the reporter's identity is not shared with the reported person, and both participants are notified after the fact. The legal basis for this is our legitimate interest in keeping coaches safe on the platform (UK GDPR Article 6(1)(f)); for this limited safety purpose we act as an independent controller.

Communications with the Robin team

Robin is founder-operated: the people who build Robin also use it as ordinary members — hosting welcome calls, exchanging messages, and taking part in community spaces. When you communicate directly with the founder or another Robin representative — for example in a 1:1 chat with us, on a call with us, in a community space we take part in, or through feedback you send us — what you share with us that way may be used to inform product research, decisions, and improvements. This applies only to what a Robin representative legitimately receives as a participant in the conversation. It does not change the confidentiality commitments above for your private conversations with other coaches (we still do not read those). And it never includes anything captured in a recording or transcript of a video call — even a call a Robin representative took part in: those are Session Artifacts, governed solely by Section 29 and never used for our own purposes. If we ever want to quote you publicly — for example in a testimonial — we will ask you first.

29. DATA PROCESSING TERMS FOR SESSION ARTIFACTS

These Data Processing Terms apply between us (Passeri Studio Ltd, acting as processor) and each coach who, in connection with their coaching practice or business, starts a recording or transcription (the host, acting as controller), whenever a Session Artifact is created. They are written to satisfy Article 28(3) of the UK GDPR and EU GDPR. If you never start a recording or transcription, these Data Processing Terms do not bind you as a controller.

(a) Description of the processing

Subject matter and nature: the capture (via our sub-processors), storage, encryption, display, download, sharing, and deletion of session recordings and transcripts, and any analysis of them the host instructs.
Purpose: the purposes the host determines — typically coaching skill development, session review, and accreditation evidence. We add no purposes of our own.
Duration: from the moment the host starts capture until the host deletes the artifact or the host's account is deleted — or, for recordings, until the grace period following a lapsed recording subscription ends (Section 26(d)).
Personal data: audio and video of call participants, spoken content (which may include anything a participant chooses to say, including sensitive disclosures), display names, and call metadata.
Data subjects: the participants of the call.

(b) Our commitments as processor

Instructions only. We process Session Artifacts only on the host's documented instructions. Starting a recording or transcription in-call is the host's documented instruction to capture; deleting it is the instruction to erase; and the documented behaviour of the features (Section 26) forms part of those instructions. We never process a Session Artifact for our own purposes (Section 28). The narrow safety review described in Section 28 is not processing under these Data Processing Terms — where it occurs, we act as a separate, independent controller for that limited purpose, not as the host's processor. If the law requires us to process an artifact, we will inform the host of that legal requirement before processing, unless the law prohibits us from doing so.
Confidentiality. We ensure that anyone we authorise to process Session Artifacts is committed to confidentiality.
Security. We implement appropriate technical and organisational measures (Article 32), including encryption in transit on every hop and encryption at rest; transcripts are additionally encrypted at the application layer (AES-256-GCM) on top of storage-level encryption, in our London-region database.
Sub-processors. The host gives general written authorisation for the sub-processors we use to deliver these features: Daily.co (video-call infrastructure and transcription orchestration; US, certified under the EU-US Data Privacy Framework), Deepgram (automated speech-to-text, engaged via Daily.co; US — we instruct Deepgram, via Daily.co, to exclude call audio from its model-improvement programme), Supabase (database and file storage; London, UK), Vercel (application hosting; US), and Anthropic (AI-generated feedback on, or a summary of, a session transcript, run only at the host's instruction and engaged via the Vercel AI Gateway with Anthropic pinned as the provider; US — Anthropic's data processing addendum applies, and its commercial terms prohibit training models on the content we send). We impose data-protection obligations on each sub-processor equivalent to these terms and remain fully liable to the host for their performance. We will notify hosts of any intended change to this list through the update mechanism of these Legal Terms, giving hosts the opportunity to object; a host who objects may stop using the capture features and delete their artifacts. The AI provider for AI-generated feedback on, and summaries of, Session Artifacts is Anthropic, listed above. Those features run only at the host's instruction, as described in Section 30(e).
Assistance with data-subject requests. Both participants of a session can already view and download its artifacts in-app, which self-serves the right of access. If a participant exercises another right against the host (such as erasure), we assist the host with appropriate technical and organisational measures — including the in-app deletion-request affordance and permanent deletion on the host's instruction. Requests we receive directly are passed to the host without undue delay.
Assistance with security and breach obligations. Taking into account the nature of the processing, we assist the host with their obligations regarding security, breach notification, and data protection impact assessments. If we become aware of a personal data breach affecting Session Artifacts, we will notify the affected hosts without undue delay.
Deletion or return at the end of processing. At the end of processing, at the host's choice, we return or delete the artifact: the host (and each participant, for transcripts) can download a copy at any time, and when the host deletes an artifact — or when the host's account is deleted — we permanently delete it from our live systems. Deleted data may persist briefly in disaster-recovery backups before those are rotated.
Demonstrating compliance. We make available to the host the information reasonably necessary to demonstrate compliance with these Data Processing Terms — starting with our published data-handling documentation — and allow for and contribute to audits, in a manner proportionate to the service (written responses to reasonable information requests).
Notifying you of unlawful instructions. If, in our opinion, an instruction from the host infringes the UK GDPR, the EU GDPR, or other applicable data protection law, we will inform the host without delay.

(c) The host's responsibilities as controller

As the controller of a Session Artifact, the host is responsible for: having a lawful basis for capturing it; ensuring the other participant understands why the session is being recorded or transcribed (the in-call notice announces the fact; the purpose is the host's to explain); responding to data-subject requests about the artifact within the statutory time; and deciding its retention. We provide the tools — the in-call notice, standing participant access, the deletion-request affordance, and these Data Processing Terms — but the controller obligations are the host's own.

(d) International transfers

Capture routes call media through sub-processors in the United States: Daily.co (certified under the EU-US Data Privacy Framework) and Deepgram (engaged under Daily.co's data processing agreement). Our application infrastructure (Vercel) also processes artifacts in transit in the United States. When the host asks for AI-generated feedback or a summary, we send the transcript to Anthropic, a sub-processor in the United States. Anthropic's data processing addendum, which incorporates the EU standard contractual clauses and the UK addendum, governs that transfer. Artifacts at rest are stored in the United Kingdom (London region). We will only transfer Session Artifacts outside the UK or EEA using lawful transfer mechanisms.

29A. DATA PROCESSING TERMS FOR PROFESSIONAL RECORDS

(a) Scope and definitions

'Professional Records' means the private contacts, notes, tags and coaching-hour records that you maintain on Robin for your professional coaching purposes, including session information you use in those records. It does not include our processing of account, profile, connection, scheduling, attendance or security information for our own platform purposes. The same information may be involved in both activities. Session Artifacts remain governed by Sections 28 and 29.

These terms apply between us (Passeri Studio Ltd, acting as processor for Professional Records) and you as controller, or the business or organisation on whose behalf you maintain those records. If you act for an organisation, you must have authority to give the instructions described here. A coach is not another coach's controller merely because they hosted the session. They are written to satisfy Article 28(3) of the UK GDPR and EU GDPR.

You instruct us to process Professional Records by using the contacts and logbook features in accordance with their documented behaviour, and by giving other documented instructions we agree with you. Saving, editing, tagging, exporting and deleting a record are each such instructions. When you delete a logbook entry for a Robin session, that is your instruction not to re-create it, and our automatic logging honours it. These terms do not authorise us to reuse the records for purposes of our own.

(b) Description of the processing

Subject matter and nature: receiving, storing, organising, linking, retrieving, displaying, updating, exporting and deleting Professional Records on your instructions.
Purpose: the professional record-keeping purposes you determine, including coaching administration, reflection and credentialing evidence.
Duration: while we provide that processing service, until deletion or return under paragraph (c)(7), unless applicable law requires continued storage.
Personal data: names and contact details; organisations; contact and session references; dates and durations; tags; and private notes. Notes may include special-category personal data depending on what you enter.
Data subjects: your coaching clients, practice partners and other people whose information you lawfully include, whether or not they have Robin accounts.

(c) Our obligations as processor

Documented instructions. We process Professional Records only on your documented instructions, including instructions about transfers, unless applicable law requires otherwise. We inform you of a legal requirement before processing unless the law prohibits that notice. We inform you without delay if, in our opinion, an instruction infringes applicable data-protection law. We do not use Professional Record content for advertising, product research, analytics or AI training, and we keep it out of our analytics, session-replay and monitoring tools.
Confidentiality. Anyone we authorise to process these records is subject to a confidentiality obligation. Robin staff do not read your records as a matter of course; access is limited to what is necessary to provide the instructed service, to respond to a request you make, or to meet applicable legal requirements.
Security. We implement appropriate technical and organisational measures under Article 32, taking account of the nature of the data and the risks to the people concerned, including encryption in transit and at rest and application-level encryption of notes and private contact details in our London-region database.
Sub-processors and transfers. You give general written authorisation for the sub-processors in the Professional Records processing schedule: Supabase (database storage and backups; London, UK) and Vercel (application hosting, serving and export; United Kingdom and EU regions for our application, with a United States parent company). We impose data-protection obligations on each sub-processor equivalent to these terms and remain responsible to you for their performance. We notify you of intended additions or replacements through the update mechanism of these Legal Terms, giving you the opportunity to object; a coach who objects may export and delete their records. Transfers outside the UK or EEA are made only on documented instructions and using applicable lawful safeguards. Our published data-handling documentation lists the current providers, activities, locations and safeguards.
Rights assistance. Taking account of the nature of the processing, we assist you by appropriate technical and organisational measures, insofar as possible, to fulfil your obligations to respond to data-subject requests: you can view, correct, export and delete your records yourself, and we correct on request the few details the features do not reach (such as the profile picture we copied). We pass requests we receive about your Professional Records to you without undue delay, while separately handling requests about our own controller processing.
Security, breach and assessment assistance. We assist with your obligations under Articles 32 to 36, taking account of the nature of the processing and the information available to us. We notify you without undue delay after becoming aware of a personal data breach affecting your Professional Records.
Deletion or return. At any time, and at the end of our processing services, you can download a complete copy of your Professional Records from your logbook settings and delete records yourself. When you delete a record, or when your account is deleted, we delete it from our live systems. Copies held solely for recovery are put beyond ordinary use and expire with our backup rotation. This does not delete separate records that we lawfully process for our own platform purposes, another coach's own records, or copies you have downloaded or disclosed yourself.
Compliance information and audits. We make available the information necessary to demonstrate compliance with these terms, starting with our published data-handling documentation, and allow for and contribute to audits, including inspections, conducted by you or an auditor you mandate, in a manner proportionate to the service. Practical arrangements may protect security, confidentiality and other coaches' information but do not remove these rights.

(d) Your responsibilities as controller

You determine why your Professional Records are needed and how long to keep them. You are responsible for a lawful basis, appropriate privacy information, accuracy, data minimisation and responding to applicable rights requests within the statutory period. If you include special-category personal data, you must also have an applicable Article 9 condition. Collecting details for credentialing does not authorise unrelated marketing or disclosure.

You are responsible for your instructions and for copies you export or share. We assist with the records processed on Robin and remain responsible for our own processor obligations. Nothing in these terms transfers our independent platform-controller responsibilities to you or excludes a person's statutory rights.

(e) Session information and automatic entries

We create a contact and a logbook entry for each coach when both attended a Robin session, using the other coach's profile first name, account link and profile picture, and the session's date and attendance. That is our platform processing, for which we are controller. Your subsequent use of that entry in your Professional Records is yours. We do not copy another coach's account email address or phone number into your records; only you add those, with their agreement (Section 27).

(f) Priority over general content provisions

Professional Records are not public Submissions or Contributions. Any general licence, research permission, content-use permission or liability provision elsewhere in these Legal Terms does not authorise use of Professional Records beyond these processing terms or remove our applicable data-protection obligations. These processing terms prevail in the event of conflict concerning our processing of Professional Records.

30. AI PRACTICE AND OTHER AI FEATURES

Robin offers features powered by artificial intelligence. The first is AI Practice: a voice practice session with an AI practice client, hosted by an AI facilitator. By using Robin's AI features, you agree that:

(a) You are always talking to an AI. The practice client and the facilitator in an AI practice session are entirely artificial. They are not real people, and nothing they say relates to any real person, client, or situation. We label these features as AI throughout the product, and every AI practice session is with an AI from start to finish.

(b) AI output can be wrong, and it is not advice. AI-generated speech, text, and feedback may be inaccurate, incomplete, or inappropriate to your situation. AI features are provided for coaching skill development only. They are not coaching, therapy, counselling, supervision, or professional advice of any kind, and no coach-client relationship is created with anyone. Use your own professional judgement.

(c) AI practice sessions are recorded and transcribed. So that you can review your practice, each AI practice session is recorded and a transcript is kept. During a session, your voice is processed by our voice-AI provider (currently ElevenLabs), which provides the speech recognition, the AI conversation, and the AI voices, and which holds the session audio on our behalf. We store the transcript, encrypted, in our systems. How this data is handled is described in our Privacy Policy.

(d) Your practice sessions are private to you. Only you (and no other coach) can see your AI practice sessions, recordings, and transcripts. We treat their content with the same care as other session content: we do not read them as a matter of course, we never use them to train artificial-intelligence or machine-learning models, and we do not use their content for analytics, advertising, or product development. When your account is deleted, the AI practice data we hold is deleted with it; session audio held by our voice-AI provider is deleted in line with our agreement with them, and you can ask us to delete it at any time.

(e) Where we offer AI-generated feedback or summaries, they are generated by an AI provider (currently Anthropic) and are labelled as AI-generated. AI feedback on, or a summary of, recordings or transcripts of sessions with another coach is a Session Artifact feature: it runs only at the host's instruction and is governed by Sections 28 and 29.

(f) Your agreed AI Practice offer. Your access, included features, any session or minute allowance, session lengths, and allowance renewal, expiry and carry-over rules are set out in the offer shown before you subscribe or change plans. We confirm those details by email or another format you can keep. Those agreed details form part of your contract with us; later changes to a pricing page or in-app offer do not replace them.

If your agreed offer includes unlimited AI Practice, you may manually start any number of sessions for your own genuine coaching practice and development. There is no monthly session or minutes allowance, no hidden volume threshold, and no extra charge merely because you practise often. Legitimate heavy personal use is allowed, even if it is more than we expected or costs us more to provide.

(g) Session timing and operational safeguards. We show the session timing before you start, consistently with your agreed offer. Coaching or feedback may finish earlier or need some flexibility to close naturally within the stated timing boundaries. We may use reasonable technical safeguards to prevent or end abandoned, disconnected, overlapping, or technically stuck calls, and to protect the security, availability, and reliable operation of the Services. These safeguards do not introduce an additional usage allowance or a hidden volume threshold.

(h) Fair use prevents misuse, not frequent practice. The Prohibited Activities in Section 6 apply during AI sessions. You must not: (i) use a bot, script, or other automated means to start, continue, or repeat AI Practice sessions; (ii) share your account or AI Practice access with another person, or sell, resell, or otherwise provide that access to anyone else; (iii) run more than one AI Practice session at the same time, knowingly leave a session running unattended, or attempt to prevent a session from ending within its stated timing boundaries; (iv) bypass or interfere with a session limit, operational safeguard, security control, or access restriction; (v) deliberately disrupt, impair, overload, or otherwise harm the Services; (vi) attempt to extract another person's data from an AI feature; or (vii) present AI output as the words of a real person. Using more sessions or minutes than other coaches, by itself, is not misuse.

(i) How we respond to suspected misuse. Where practical, if we reasonably suspect misuse but there is no immediate risk, we will contact you, explain the specific concern, and give you a reasonable opportunity to respond or stop the prohibited activity before we restrict access. We may restrict AI Practice immediately only where there is clear abuse, a security risk, or actual or imminent material harm to the Services. Any restriction will be targeted and proportionate where practical. We will tell you the reason, how long we expect the restriction to last, and what you need to do to restore access. You may ask us to review a restriction using the contact details in Section 31. If we find that you did not misuse AI Practice, we will restore access promptly. A confirmed, repeated, or serious breach may result in suspension of AI Practice or, where proportionate, your account. We will not restrict or suspend you merely because your genuine personal use is unusually high, exceeds our expectations, or is unprofitable for us. For suspected misuse of AI Practice, this paragraph takes priority over the general suspension and termination terms in Section 13.

(j) AI features may evolve. We may change the models, providers, and non-material features used to provide AI Practice for valid operational, security, legal, provider-availability, or service-improvement reasons. We will not use a change to introduce a hidden usage allowance during a period you have already paid for. If we materially reduce or discontinue AI Practice during a paid period for a reason unrelated to your breach, we will give reasonable advance notice where practical. You may cancel the affected paid plan and receive a pro-rata refund for the unused part of that paid period. Where our AI providers change, we will update our Privacy Policy's list of providers.

(k) How allowances work. If you choose an offer with a usage allowance, we explain before purchase when usage counts, when the allowance renews, and how failed or interrupted calls are handled. Usage is counted, renewed, expired or carried forward only as described in your agreed offer. Reaching an agreed allowance is not misuse; further access follows the rules of that offer.

Where an allowance depends on a settled payment, a payment covered entirely by prepaid account credit counts as settled too. A failed payment is handled under the payment and recovery rules of your agreed plan, not as misuse. If a connection outcome is uncertain, we may temporarily hold a session reservation while confirming what happened; contact us so we can investigate and restore usage where appropriate. Device checks alone do not use an allowance.

A new offer does not silently replace an existing unlimited or founding-price promise. Existing subscribers keep their agreed treatment unless they explicitly accept a different offer. The fair-use, privacy, notice and remedy protections above continue to apply.

(l) Ask Robin. Ask Robin is an AI assistant that answers questions about how Robin works and about your own account. It is free, it is labelled as AI, and paragraph (b) applies to its answers: it can be wrong, and it does not give coaching advice. When it can't help, it offers our contact form, and a person reads what you send there. Your conversations with Ask Robin are not Submissions, and we do not take any rights in them. Our Privacy Notice explains what we send to our AI provider to answer you and how long we keep your conversation.

31. CONTACT US

In order to resolve a complaint regarding the Services or to receive further information regarding use of the Services, please contact us at:

Passeri Studio Ltd (trading as Practice With Robin)
66 Paul Street
London EC2A 4NA
United Kingdom
Contact us