MissFit Coaching Recording and Data Retention Policy
This page explains exactly how MissFit Coaching records and transcribes sessions, and how long each kind of record is kept. It works alongside your Client Engagement Agreement, which governs if the two ever differ.
How we handle your sessions
We record and transcribe coaching sessions and consultations so your coach can be fully present with you instead of taking notes, prepare accurate follow-up, support internal quality review, and keep proper business records.
What we collect
Audio and video of coaching sessions and consultations. Screen-shared content where applicable. Written transcripts generated from those recordings.
How transcription works
Sessions are held on Google Meet, and transcripts are produced by Google Meet's built-in transcript feature, which labels speakers using participant account information.
We do not use any outside AI notetaking service. No third-party bot joins your session, and any analysis we perform is done on the written transcript, not the audio. Speaker labels in your transcript come from Google account information, not from analyzing your voice.
Your recordings and transcripts are not used to train any AI model, ours or anyone else's.
Why we collect it
So your coach can give you full attention rather than taking notes.
To prepare accurate summaries, follow-up, and career documents.
For internal quality review and coach development.
To maintain business records.
We do not use your session content for research, publication, or marketing. If we ever want to, we will ask you separately and specifically, in writing, and you are free to say no. Saying no changes nothing about your coaching.
Who can see it
MissFit team members who need access to deliver your services, and technology providers we use to run our practice. Recordings and transcripts are stored in our business Google Workspace account. We take reasonable steps to keep access limited to the people who need it.
How long we keep it
| Record | How long we keep it |
|---|---|
| Audio and video recordings, clients | 24 months from the session, or the end of your engagement, whichever is later, then permanently deleted. |
| Audio and video recordings, consultations that don't lead to an engagement | 2 years from the session, then permanently deleted. |
| Transcripts | 4 years from the end of your engagement, then deleted, or de-identified under our research consent process where that can genuinely be done. |
| Career documents and work product | 4 years from the end of your engagement, then permanently deleted. |
| De-identified research records, if you separately consented | Kept indefinitely, in a form that does not identify you. |
If your consultation becomes an engagement, your consultation recording moves onto the client schedule above — 24 months from its session date, or the end of your engagement, whichever is later.
Why recordings are kept for at least 24 months. Executive searches often run six to eighteen months. Something you said early in your search is frequently relevant late in it, and the whichever-is-later rule means nothing is deleted while you're still actively working with us.
On transcripts. Senior careers are distinctive, and some coaching narratives cannot be fully de-identified no matter how carefully names are removed. When that's the case, the transcript is deleted rather than kept indefinitely in identifiable form. Deletion is the default; de-identification is the exception, and only ever happens for material you separately authorized for research.
You can ask us to delete your recordings or transcripts sooner. Write to dee@missfitcoaching.com and we typically act within 30 days, except for records we must keep by law or for an active legal matter.
On the last row. If — and only if — you sign a separate research consent, we may keep de-identified information indefinitely. De-identified means your name, employer, and any detail that could reasonably identify you have been removed from the content of the record. Published research has to stay verifiable over time, which is why that record persists. It is not a record of you; it is a record of a pattern.
We do not sell your information
MissFit Coaching does not sell, license, or trade your personal information.
If MissFit Coaching is ever sold or transferred to a successor: if you are a client, you get written notice at least 30 days before any transfer of your identifiable information, naming the successor and confirming it has taken on every commitment in this policy and your agreement. If you object, your identifiable information is deleted instead of transferred. If you don't respond, it transfers with all of your rights intact. If you are a prospect who booked a consultation but never became a client, your booking information and any consultation recording are deleted rather than transferred — they are never part of a sale.
You can decline recording
You may decline recording entirely, or ask that any single session not be recorded. Tell us before the session starts and we will turn it off and use written notes instead.
Declining does not affect your services, your pace, your scope, or our relationship in any way. Your choice is logged and carries forward automatically if a session is rescheduled.
Questions
Last updated: 16 August 2026. We will make reasonable efforts to notify active clients if this policy changes materially.