Session Recording, Transcription and AI Notes Policy for Coaches

Updated Jul 31, 2025

The purpose of this document is to provide uniform guidelines for session recording, transcription and notes. We are working on a tighter platform integration, but hope that this provides a useful interim solution for those that already use session recording and transcription with their members and also provides clarity for those that are interested in trying it out.

Context

As you all know too well, coaching sessions contain confidential information that could be extremely damaging for individuals and organizations if leaked. We completely empathize that Gemini might not be your personal first choice, but there are good reasons behind why we need to use it, specifically:

• Security / SOC 2 Compliance: SOC2 Compliance is a certification we have in place that requires us to uphold specific security, privacy, and confidentiality practices in order to protect customer data. This includes disclosure and of all third-party tools we use as well as having enterprise contracts in place with any companies that process customer data (i.e. Google Workspace). We complete security audits with all of our customers, and are in violation of our agreements if you as Mento Coaches use tools that we do not disclose, have not been included in our audit, and with which we do not have enterprise contracts in place.
• Legal: For our B2B customers, we can be held legally responsible for any data leaks. By using personal tools or tools outside of our security surface area is not only in violation of our agreements with partners, but increases the risk of data being leaked.
• Privacy/Training: Companies are now adding to our agreements that coaching sessions and any other customer data cannot be used by other companies to train their models. When you use your own tools, we cannot guarantee that the data is not being used for training data. The only way to be certain that we’re adhering to this contractual obligation is through enterprise contracts that ensure data will be kept private.

How to Use Gemini for Recording, Transcription, and Notes

The stakes are high, which is why, effective August 1st, 2025, you can only use Gemini for your coaching session recordings, notes and summaries. You cannot run the notes through any other summarization tool like ChatGPT, or external note recordings or transcription tools. Gemini is integrated into Google Meet and Google Calendar, and is covered under our enterprise contract with Google.

We have also added the capability that will automatically add any transcriptions, notes, or summaries associated with the calendar invite to your member’s document section on the Mento Platform, eliminating the need to share directly with your member.

How to Use Gemini for Recordings, Transcriptions and Notes

1. Please obtain verbal confirmation from your members to record and/or transcribe sessions. This is important, and should be captured on the recording so we have a record. This means you will need to ask prior to recording and then once recording has begun ask the member to confirm their consent to record on camera. Please also let them know that any session or transcription can be deleted or stopped at any point.
2. When joining your coaching session via Google Meet, you’ll see an option to “use Gemini to take notes”. Select “start”.

3. After you select “start,” you’ll see a pop-up that will give you the option to transcribe the meeting. It’s checked by default. Select confirm if you also want a transcription of the coaching session. If you do NOT, uncheck the box. Select confirm.

4. Once you join the meeting, you can also record the meeting. Click on the three dots icon located in the menu, and then select “Manage Recording”...

Then, In the pop-up window on the right-hand side, scroll down and select “Start Recording.” to initiate. If you forgot to set-up the note taking/transcription, you’ll also see the option to start a transcription or take notes with Gemini in the pop-up. Simply check the box next to the options.

5. After the Session, the recording, notes, and/or transcription (whichever you selected) will be automatically uploaded to your members document section on the Mento platform where you will both have access.
• Google by default will also email you the associated documents and add them to the calendar invite.

You can find more information in Google’s Help Center.

Long-term Vision: Better Native AI Tooling for Coaches

We’ve heard your feedback that Gemini summaries/notes don’t meet your needs. Over the coming months, we’ll be rolling out more native AI tooling that will bring you better summaries, notes, and give you and your members better tooling. Stay tuned.

FAQs

I’ve been recording transcripts and creating summaries outside of Gemini. What should I do?

You will need to delete the recordings and summaries from other third-party tools. So long as the customer data is still accessible in other tools, they’re still subject to data leaks, being used for training, and violating our contracts.

You have two options:

1. Permanently delete the recordings, transcriptions, summaries, et al.
2. Upload the transcripts/documents to your Member’s profile on Mento. THEN permanently delete the information.

What else do I need to know with these changes?

• Stop Sharing with personal emails: We know that many of you also like to also include personal emails. Please be sure to scrub these accounts and delete any transcriptions, summaries, etc. We don’t have the same security measures for non mento.co accounts, which also creates another entry point for data leaks, etc.
• Only use your Mento email/GSuite for ALL things related to Mento. Please make sure that any Gemini recordings, transcriptions and notes are not shared moving forward with any of your personal accounts.

Are there any restrictions on recordings?

• Google does automatically block recordings that conversations containing sensitive information, particularly around health, will trip up against some of Google’s automated checks and not be able to be shared or added to the platform.

Am I required to record or transcribe?

• No! This is optional, and entirely your discretion. We’re putting this policy in place in response to coach requests for clarification of what guidelines to follow.

We apologize for any hassle that this might cause, and appreciate your support in upholding our contractual obligations and maintaining the confidentiality of our members and customers.

Any questions, please feel free as always to reach out to us at coachsuppport@mento.co or post in Slack.