Transcripts on Robin

Robin can transcribe your peer-practice calls, so you can review what was said afterwards. Transcription is off by default for every call. The coach who hosts the session can start it, and everyone on the call sees a clear notification while it runs. 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. A "This session is being transcribed" banner then appears prominently for everyone on the call. It settles into a small indicator that stays on screen the whole time it runs. Nobody is ever transcribed without seeing it, and anyone who joins partway through sees it too.
3. Transcription runs until the call ends. There is no mid-call stop, so it captures the session from start to finish. (A recording is different: the host can stop it. See Recording a session.) If you would rather not be transcribed, say so on the call, or leave it.

Only the host can start transcription. If you would like a session transcribed and you are not the host, 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. Attendance at the call does not by itself give you access to the file afterwards. When the host shares it with you, Robin notifies you, and you can read and download it from the session's page. Sharing your session files covers how to share, how to withdraw a share, and how deletion requests work.

Robin staff do not read transcripts as a matter of course. The team does not open transcripts to look at them.

The one exception is a report of a safety incident from a specific call. To investigate the report, Robin may need to read that one transcript. We do not ask the reported person for permission, because that would make reporting meaningless. We keep the scope tight and the process transparent:

• We read only the single transcript named in the report. We do not browse other calls.
• We never share the reporter's identity with the reported person.
• We notify both participants afterwards that we reviewed the transcript, with the reason.
• We log every read, 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 have never been part of a report, no Robin staff member has ever opened your transcript. That is the everyday default.

Who manages a transcript

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

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

• You always knew about the capture. The in-call banner stays on screen the whole time, and you can ask the host to share the transcript with you.
• You can ask for it 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 the host and ask. To ask 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.

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

How long they are kept

Robin keeps a transcript until the host deletes it. Robin does not put its own expiry on the host's records. Retention is the host's call.

What we do not use them for

Robin only stores and protects transcripts, and never uses them for anything of its own. Who controls your data on Robin has the full statement. The one thing Robin does with a transcript is Robin's feedback, and that runs only when the host asks for it, as a separate step from the in-call decision to transcribe. The host tells their practice partner, the same way they do for transcription. That page has the words to say.

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 it removes the transcript for everyone it was shared with. Robin posts a short note into your chat together, so you both know it is gone. 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. Robin stores your request 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 as a message from you, so there is nothing awkward about it. The host is responsible for responding within a month of your first ask. That is your legal right, not a courtesy. If a month passes and nothing has happened, contact us and we will take it up with the host directly.

Honest limits

The host decides to transcribe, and the banner tells everyone. Robin does not run a two-sided consent handshake before capture. The banner stays on screen the whole time transcription runs, 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 would not expose them. They are not end-to-end encrypted, because Robin's application reads them 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 as 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. Deletion removes a transcript 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.