Genee Session Recording and AI Notes Terms

Effective date: 9 October 2026

Version: 1.0

In short: this document explains exactly when a coaching session is recorded, what is captured, who can use it, how long we keep it, and how to stop it. It applies to clients and to Coaches. Each section starts with a plain-English summary; the numbered text is what binds.

Recording is available from 12 October 2026 for coaches and clients taking part in Genee's recording pilot, always with both consents, as these Recording Terms describe. Genee does not record any other Coaching Session. Before 12 October 2026 nothing in these Recording Terms is in operation. AI-drafted notes are not available yet: during the pilot, Coaches write their session notes themselves. Genee does not yet show a Recording or a Transcript to Coaches or clients in the app (Sections 7 and 8). Outside the pilot, no one may record a Coaching Session (Section 1.7).

Who these terms bind. These Session Recording and AI Notes Terms (the "Recording Terms") form part of the Genee Terms of Service for clients and of the Coach Agreement for Coaches. They are an agreement between Genee Coaching, LLC ("Genee", "we") and each Participant. Capitalised terms not defined here have the meanings in the Terms of Service. Where these Recording Terms and the Terms of Service conflict about a Recording, these Recording Terms govern.

Defined terms. In these Recording Terms:

• "Participant" means the client and the Coach of a Coaching Session.
• "Guest" means anyone else who joins the Google Meet call of a Coaching Session.
• "Consent Screen" means the screen each Participant sees in Genee before each Coaching Session, with the words in Schedule A.
• "Standing Setting" means the recording choice a Participant saves in their Account, which pre-selects the Consent Screen.
• "Notetaker" means the recording participant Genee sends into the Google Meet call, operated for Genee by its provider Recall.ai (Hyperdoc Inc.), under the name in Schedule A.
• "Recording" means the audio, and video where both Participants chose video, captured by the Notetaker: a combined recording of the call, plus a separate audio file and, where video was chosen, a separate video file for each Participant.
• "Transcript" means the text of what was said, with who said it and when, produced from the Recording.
• "AI Notes" means session notes drafted by Genee's software from the Transcript, for the Coach to review.
• "Stop Link" means the link in the Notetaker's chat message that stops the Recording for everyone.
• "Consent Record" means Genee's record of each Participant's choice for a Coaching Session.

1. When a Coaching Session Is Recorded

In short: only when both of you agree, for that session, on Genee's screen. Video only if both of you choose video.

1.1 Both Participants must agree. Genee records a Coaching Session only if, before the session, both the client and the Coach have chosen to record on the Consent Screen for that session, and neither has later withdrawn. If either Participant chooses not to record, or does not complete the Consent Screen, nothing is recorded.

1.2 Your choices. On the Consent Screen each Participant chooses one of: record audio and video; record audio only; or don't record. Video is recorded only if both Participants chose audio and video; otherwise the Recording is audio only.

1.3 No one agrees for anyone else. A Coach cannot agree for a client, and a client cannot agree for a Coach. Genee staff cannot agree for either.

1.4 Agreement every session. The Consent Screen appears before every Coaching Session that could be recorded. Your agreement covers that session only.

1.5 The Consent Record. When you make your choice, Genee records: the session, your role, your choice, the exact version of the words you were shown, the time, a keyed one-way hash of your IP address (not the address itself) and your browser type. The Consent Record is how we prove what each Participant agreed to.

1.6 Joining links. In the recording pilot, from 12 October 2026, each Participant receives their own link to the Coaching Session. It opens 30 minutes before the start and works until 2 hours after it, and it leads to the Consent Screen before Google Meet. For a Coaching Session outside the pilot, you join with the Google Meet link in your booking and its calendar invitation. The calendar invitation also contains the Google Meet link, so a Participant can join the call without Genee's link; the Notetaker is still only sent if both Participants have agreed on the Consent Screen.

1.7 No other recording. Except through the Notetaker under these Recording Terms, no Participant may record, film, screenshot or transcribe a Coaching Session, including with Google Meet's own recording, another notetaker or a phone. The Notetaker is available only in Genee's recording pilot, so for every other Coaching Session no Participant may record it at all.

2. The Standing Setting

In short: you can save a default choice. It only fills in the screen for you; it never counts as agreement by itself.

2.1 What it is. If you take part in the recording pilot, then when you sign up, during intake or in your settings, you may save a Standing Setting: record audio and video, record audio only, or don't record.

2.2 Not consent. The Standing Setting pre-selects your choice on the Consent Screen. It is not agreement to record any session: you still confirm on the Consent Screen for each session, with one tap. You may also tap "Don't record this one" for any session.

2.3 Changing it. You may change your Standing Setting at any time in your settings. A change applies to sessions you have not yet agreed to.

3. Changing Your Mind

In short: you can withdraw at any time, before or during the session, and choose what happens to anything already recorded.

3.1 Before the session. You may change your choice on the session's page until the session starts. If you change it to "don't record", the Notetaker is not sent, or is withdrawn if already sent.

3.2 During the session. Section 6 explains how to pause or stop the Recording.

3.3 Withdrawal is not a breach. Choosing not to record, or stopping a Recording, never affects your booking, your Plan or a Coach's pay for the session.

4. The Notetaker

In short: the recorder is a visible participant in the Meet call called "Genee notetaker". The Coach has to let it in, and it posts a notice in the chat when it joins.

4.1 How it joins. When both Participants have agreed, Genee sends the Notetaker to the Google Meet call about 2 minutes before the start, or as soon as both Participants have agreed if that is later. It appears in the participant list under the name in Schedule A. It records only after the host (normally the Coach) admits it.

4.2 The chat notice. When the Notetaker joins, it posts one message, with the words in Schedule A, in the Meet call's chat, visible to everyone then in the call. The message contains the Stop Link. The Notetaker does not speak, and it does not post the message again when someone joins later.

4.3 Who operates it. The Notetaker is run for Genee by Recall.ai as Genee's processor, in the United States. Recall.ai holds a copy of the Recording only until it is transferred to Genee's storage, and never longer than 48 hours. Genee then deletes Recall.ai's copy. Recall.ai has confirmed that it does not train on customer data, and that its deletion is permanent, with no backups or archives.

4.4 If the Notetaker is not admitted or fails. If the Notetaker is not admitted within 3 minutes after both Participants have joined, or cannot record, or its Recording does not arrive within 15 minutes after the session ends, Genee tells the Coach at once with the words in Schedule A. Nothing else records the session: there is no fallback to Google Meet's recording. The Coach takes typed notes instead.

5. Guests

In short: if someone else joins the call, the Coach must tell them it is being recorded and stop the recording if they don't agree. A guest can also stop it with the link in the chat.

5.1 Telling Guests. Before a Guest joins a Recorded Session, the Participant who invites them must tell them that the session is recorded. When a Guest joins, the Coach must tell them, in the call, that the session is being recorded by Genee, and ask whether they agree. If a Guest does not agree, the Coach must stop the Recording under Section 6 or ask the Guest to leave.

5.2 Guests can stop the Recording. Anyone in the call can open the Stop Link. It stops the Recording for everyone, at once, without signing in. A Guest who joins after the chat notice was posted may not see it, which is why Section 5.1 requires the Coach to tell them.

5.3 What is kept about Guests. Genee does not keep a Guest's separate audio or video file. A Guest who speaks, or appears on video, is captured in the combined Recording and in the Transcript. Genee also stores the display name a Guest uses in Google Meet in the session's log, and the fact that a Guest used the Stop Link.

5.4 Guests' rights. A Guest may ask Genee to delete the Recording and Transcript of a session that captured them, or exercise any other right in the Privacy Policy, by writing to privacy@genee.coach. Genee deletes them within 30 days and tells both Participants.

6. Pausing, Stopping, Keeping or Deleting

In short: either of you can pause or stop at any time from Genee's session page. After a stop, you choose to keep or delete what was recorded.

6.1 Pause and resume. Either Participant may pause the Recording, and resume it, from the session's page in Genee. Nothing is recorded while it is paused. Resuming checks again that both Participants' agreement still stands.

6.2 Stop. Either Participant may stop the Recording at any time from the session's page in Genee. Stopping is immediate for everyone and withdraws that Participant's agreement for the rest of the session. The Notetaker leaves the call.

6.3 Keep or delete. After stopping, the Participant who stopped is asked whether to keep what was recorded so far or delete it. If they choose delete, Genee deletes the Recording and its Transcript for that session, from Genee's storage and from its providers, within 30 days, and confirms when it is done.

6.4 Deleting later. Either Participant may ask Genee to delete the Recording and Transcript of a Coaching Session at any time, by writing to privacy@genee.coach. Genee deletes them within 30 days. The Consent Record stays (Section 9.2).

6.5 The Stop Link. The Stop Link stops the Recording for everyone. It does not delete anything; the Participants or the Guest may ask for deletion under Sections 5.4 and 6.4.

7. Transcripts and AI Notes

In short: in the pilot, the recording is turned into a transcript and stored, but Genee does not show it to anyone yet, and AI does not draft notes yet: your Coach writes the notes. When AI-drafted notes are offered, your Coach will check and confirm them before you see anything.

7.1 The Transcript. Recall.ai's speech recognition produces the Transcript while the session is recorded, and Genee stores it with the Recording (Section 9). It labels who spoke using Google Meet's participant names. Transcripts can contain errors, especially for names, technical terms and some accents. During the pilot, Genee does not yet show the Transcript to Coaches or clients in the app, and its software does not read it to draft notes.

7.2 AI Notes. AI Notes are not available yet: during the pilot, Genee's software drafts no notes, and Coaches write their session notes themselves. When the Service offers AI Notes, Genee's software, using a large language model provided by Anthropic, will draft session notes from the Transcript. The model provider may not use the Transcript or the notes to train its models.

7.3 The Coach confirms before the client sees. AI Notes are drafts for the Coach. The client sees session notes only after the Coach has reviewed, corrected where needed, and confirmed them. The Coach is responsible for the notes they confirm. Today no AI Notes are offered, so the Coach writes notes themselves.

7.4 No decisions by AI. Genee does not use the Recording, the Transcript or AI Notes to make any decision about a Participant by automated means, and does not use them to score, rank or evaluate Coaches or clients.

8. Who Can Access a Recording

In short: the recording belongs to the session. Genee staff don't watch or read it except in the narrow cases listed here.

8.1 Participants. Once Genee shows them to Coaches in the app, the Coach may use the Recording and Transcript to prepare the session's notes; until then it does not. Either Participant may ask for a copy of the Recording and Transcript of their own session by writing to privacy@genee.coach; we provide it within 30 days.

8.2 Genee staff. Genee staff do not watch, listen to or read Recordings or Transcripts, except (a) at a Participant's written request, for example to resolve a support issue, (b) to investigate a security incident or a serious breach of the Terms of Service reported to us, (c) where the law requires it, or (d) for a pilot Recording where both Participants have opted in under Section 10.3. Access is limited to the staff who need it.

8.3 Providers. Genee's providers process Recordings and Transcripts only to provide the Service, under contracts that make them Genee's processors. They are listed in the Privacy Policy.

8.4 No other use. Genee does not sell Recordings, Transcripts or AI Notes, does not use them for advertising, does not show them to other clients or Coaches, and uses them to improve Genee only as Section 10.3 allows.

9. How Long We Keep It

In short: video for 90 days, audio and transcripts for 12 months, notes while you work together plus 12 months, and the record of what you agreed to for 6 years.

9.1 Retention periods. Unless deleted earlier under Section 6:

At the end of each period, Genee deletes video, audio and Transcripts automatically.

9.2 Why Consent Records are kept for 6 years. The Consent Record is our evidence that each Participant agreed. We keep it for 6 years even if the Recording is deleted earlier, and it cannot be shortened, because recording laws allow claims for several years after a recording. It contains no audio, video or Transcript.

10. What We Never Do

In short: no emotion reading, no voiceprints or face scans, recordings are used to improve Genee only in the pilot and only if both of you opted in, never to train any provider's models, and nothing is sold.

10.1 No emotion recognition. Genee does not infer emotions, mood or personality from a Recording, a Transcript or AI Notes, and does not store any such inference.

10.2 No biometric identifiers. Genee does not create or store voiceprints, face geometry, face templates or any other biometric identifier from a Recording, and does not identify anyone by voice or face. The Transcript tells speakers apart using each Participant's separate audio and their Google Meet names, not by analysing their voices.

10.3 Improving Genee. Genee's providers, including Recall.ai and its AI model providers, may not use Recordings, Transcripts or AI Notes for their own purposes, including training, and no Recording, Transcript or AI Notes is ever used to train any provider's models. Genee does not use a Recording or a Transcript of a Coaching Session to improve Genee, except that one made in Genee's recording pilot may be used to improve Genee (for quality checks, labelling and evaluations) where both Participants have opted in to "Help improve Genee", which pilot participants are asked about directly. A pilot recording is never used for this in any other case. For a Recording or Transcript made outside the pilot, Genee will use it to improve Genee only if it later offers a separate, explicit consent for it and you give it; none is offered today. Apart from the pilot recordings described in this Section, nothing recorded before 9 November 2026 is ever used.

10.4 No sale, no advertising. Genee does not sell or rent Recordings, Transcripts or AI Notes, or use them for advertising.

10.5 Health. Coaching sometimes touches on health. Genee does not add health information from a Recording to a client's Genee record, and does not use it for analytics, unless the client asks.

11. Your Rights and the Record Box

In short: you keep all your privacy rights. The box about your Genee record is explained here.

11.1 Your rights. The Privacy Policy explains your rights over Recordings, Transcripts, AI Notes and Consent Records, including access, a copy, correction and deletion, and how to complain.

11.2 "Use this session to update my Genee record." The Consent Screen includes this box, ticked by default. Today no part of the Service uses it: no information from a Coaching Session is added to your Genee record. Before Genee starts using it, we will tell you, and, in the European Union, the European Economic Area, Switzerland and the United Kingdom, we will ask you to tick it yourself; a box ticked by default will not count.

12. Changes to These Recording Terms and to Schedule A

In short: if the words on the screens change, we tell you, and each record keeps the exact words you saw.

12.1 Versions. The words in Schedule A are stored in versions. Each Consent Record points to the exact version a Participant saw, and a signed version can never be edited. A change is a new version.

12.2 Notice. We will notify Participants of a material change to these Recording Terms or to Schedule A at least 30 days before it takes effect. A new version applies only to sessions agreed to after it takes effect.

12.3 Contact. Questions about Recordings: privacy@genee.coach.

Schedule A: The Words Shown in Genee and in the Call

In short: these are the exact words people see. They are part of these Recording Terms. The screens can't show names or times, so the words say "the coach" and "the client"; the only thing filled in is the stop link.

A.1 The Consent Screen (each Participant, before each Coaching Session, on their own joining link and on the session's page in Genee; the choices, the box, the link and "Don't record this one" also form the Standing Setting in the Participant's settings)

A.2 While recording (the session's page in Genee)

A.3 In the Google Meet call

A.4 Notices to the Coach (the session's page in Genee)