Recording Consent

Why recording consent matters

A coaching session may contain personal, employment, health or commercially sensitive information. Recording changes the risk because the conversation can be replayed, searched, transferred and processed by other systems. Clear consent helps the client make an informed choice and gives the coach a record of the agreed purpose.

The ICF Code of Ethics places confidentiality and legal compliance within professional duties. Recording consent should connect to the coaching agreement and state whether a session transcript or AI-generated notes will be created. This glossary is operational guidance, not legal advice.

How should recording consent work in practice?

1. Name the recorder, transcription service and any AI processor involved.
2. State the specific purpose, such as drafting a reviewed session recap.
3. Explain which outputs are created and who may receive them.
4. State storage location, retention period and deletion route.
5. Offer a genuine way to decline without disguising the consequence.
6. Record the decision before capture begins and confirm it again when circumstances change.

For example, a consent record might state that the session is recorded through Fathom to create a transcript and draft recap, that only the coach and client workspace can access approved outputs, and that raw media is deleted under a stated schedule. MentPass does not record calls itself; it files outputs from the coach's connected Fathom account against the client record.

Common recording consent mistakes

• Relying only on a meeting bot joining the call as notice.
• Bundling recording into broad service terms without a specific choice.
• Failing to name transcription or AI processing.
• Keeping recordings after the stated purpose has ended.
• Assuming one participant can consent for every person in the session.