Why are my coaching sessions recorded or transcribed?

At Brain in Hand, your experience and safety are our priority. Sometimes, your coaching sessions may be recorded or transcribed — but only if you agree to it in the session.

Why do we record or transcribe sessions?

Recordings and transcriptions help us:

•    Improve our coaching through training and reflective practice.

•    Maintain high standards by reviewing session quality.

•    Support our team’s development so you receive the best support possible.

❗ These are only used internally — never shared publicly or used for marketing.

What’s the difference between a recording and a transcription?

•    Recording = an audio or video file of your session.

•    Transcription = a written version of what was said in the session.

If you don’t want to be recorded, you can choose to have your session transcribed instead — or neither, if you prefer.

What happens to my recording or transcription?

•    Your consent is always required — you can say no or change your mind at any time.

•    All Recordings are stored securely in a private platform (Microsoft Stream) and automatically deleted after 90 days.

•    Some Recordings may be kept for up to 1 year as part of our training and quality purposes

•    Transcriptions are saved securely in our system for note-keeping and learning, with access limited to your coach

•    You can ask for a copy of your recording or transcription for your own reflection (view-only).

•    You can request deletion at any time — we’ll confirm once it’s been completed.

What are "training and quality purposes"?

This means:

•    Training: Helping coaches learn and develop, using real sessions (with identifying details removed when needed).

•    Quality Assurance: Making sure all coaching meets Brain in Hand’s standards of support.

These help us give you the best, most consistent experience possible.

What Are My Rights?

You always have the right to:

•    Give or decline consent to recording or transcription.

•    Change your mind at any point during the session.

•    Ask for any recording or transcription to be deleted.

•    Request access to your own sessions to support reflection and learning.

If you're under 18, recording is mandatory for safety. If you decline, a chaperone will attend instead.

For any concerns or data deletion requests, ask your coach or contact us.