Transcripts on Robin

Robin can transcribe your peer-practice calls so what was said can be reviewed afterwards. Transcription is off by default for every call. The coach hosting the session can start it; everyone on the call sees a clear notification while it's running; and afterwards the transcript lands with the host, who can share it with you from the session's page. The transcript is the session host's responsibility — the same way session recordings work.

How transcription works on a call

Calls start untranscribed. When the host would like to capture a transcript:

1. The host taps Transcribe in the call's Capture menu and confirms.
2. From that moment, a "This session is being transcribed" banner appears prominently for everyone on the call, then settles into a small indicator that stays on screen the whole time it's running — nobody is ever transcribed without seeing it, and join partway through and you'll see it too.
3. Transcription runs until the call ends. There's no mid-call stop — like a recording, it captures the session from start to finish. If you'd rather not be transcribed, say so on the call, or leave it.

Only the host can start transcription. If you'd like a session transcribed and you're not the host, just ask them on the call — they can start it from their side, and share the transcript with you afterwards.

Who can see a transcript

The host, until they share it. A transcript starts out visible to only the coach who hosted the session — being in the call doesn't by itself give you access to the file afterwards. When the host shares it with you, you're notified and can read and download it from the session's page. Sharing your session files covers how sharing, withdrawing a share, and deletion requests work.

Robin staff don't read transcripts as a matter of course — the team doesn't open transcripts to look at them.

The one exception is when a participant reports a safety incident from a specific call. To investigate the report, Robin may need to read that one transcript. We don't ask the reported person for permission — if we did, reporting would be meaningless — but we keep the scope tight and the process transparent:

• Reading is limited to the single transcript named in the report. No browsing other calls.
• The reporter's identity is never shared with the reported person.
• Both participants are notified after the fact that the transcript was reviewed, with the reason.
• Every read is logged, and you can ask us for a copy of that log at any time.

The legal basis is legitimate interest in keeping coaches safe on the platform.

If you've never been part of a report, no Robin staff member has ever opened your transcript. That's the everyday default.

Who manages a transcript

The session's host — the coach who ran the session. They decide how long it's kept and when it's deleted, in the same way they would for a session recording. Under data-protection law the host is responsible for the session's records; Robin stores and protects them on the host's behalf.

If you were in the session but weren't the host, you still have real rights over a transcript that captures your words:

• You always knew it was being captured — the in-call banner is impossible to miss, and you can ask the host to share the transcript with you.
• You can ask for it to be deleted. On any file that's been 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 the host and ask. Asking for your personal data to be erased is a right you hold, not a favour; Robin carries out the deletion on the backend once the host actions it.

The full picture of who's responsible for what on Robin is on Who controls your data, and Who hosts a session explains how booking direction decides who the host is.

How long they're kept

A transcript is kept until the host deletes it. Robin doesn't put its own expiry on the host's records — retention is the host's call.

What we don't use them for

Not used for analytics, marketing, AI training, or any secondary purpose — ever. Robin only stores and protects transcripts; it doesn't use them for purposes of its own. Future AI features that touch transcripts will require a separate, explicit opt-in — distinct from the in-call decision to transcribe.

How to delete a transcript

If you hosted the session: open the session from your sessions, go to Files, tap Delete transcript and confirm. Deletion is permanent and removes the transcript for everyone it was shared with. Robin posts a short note into your chat together so you both know it's gone, and the session keeps a dated record that a transcript existed and was deleted.

If you were the other coach: use Ask the host to delete this on the file — the host gets the request in your chat and can action it from their side. Your request is stored with its date, so the session's page always shows when you asked — that record is yours to point to. If a week passes with no response, a Send a reminder button appears; the reminder arrives as a note from Robin, not a message from you, so there's nothing awkward about using it. The host is responsible for responding within a month of your first ask — that's your legal right, not a courtesy. If a month passes and nothing has happened, contact us and we'll take it up with the host directly.

Honest limits

The host decides to transcribe; the banner tells everyone. Robin doesn't run a two-sided consent handshake before capture — the honest protection is that transcription is impossible to miss while it's happening, and you can always decline to continue the call. This matches how recording works on every mainstream platform.

Encrypted at rest, not end-to-end encrypted. Transcripts are encrypted in Robin's database, so a leak alone wouldn't expose them. They're not end-to-end encrypted — Robin's application reads them in order to show them to you. What "encrypted at rest" means on Robin explains the protection in full.

Transcripts are AI-generated and can mishear. Treat a transcript as a draft, not a record. Speech-to-text gets things wrong sometimes, and a mishear can change meaning. Use it as a memory aid, not as evidence of what was said.

Deletion and backups. Deleting a transcript removes it from Robin; any residual copies in short-lived system backups expire automatically.

Our processing partners. When transcription runs, our video provider briefly processes the audio to produce the text. As soon as Robin has the transcript, we ask them to delete their copy, and audio is opted out of any AI training. Robin's own storage is in the UK. Message Jon for specifics on a particular session.

Questions

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