Samantha Coleman

Optional Zoom Transcription and Therapy Reports

Samantha Coleman · Effective 26 September 2026

Your answers below are separate from your Therapy Agreement. You can receive therapy without choosing either option. Read the Therapy Privacy Notice for details of providers, storage and your rights. You can change your choice for future sessions by emailing samanthacoleman@recognitionloops.com before the session.

1. Zoom transcription

If you agree, I will use Zoom to make a written transcript and meeting summary of a therapy session. These can help me prepare accurate notes and, if you choose them, reports you can revisit between sessions. Zoom may process session audio and video while producing the written material. I do not keep a separate audio or video recording in my clinical records.

I keep Zoom's written copy for about two weeks. A working copy in my restricted-access Google Drive is generally kept for up to six months. I may keep material longer if it is needed for an adequate clinical record or an insurance, complaint or legal requirement. Clinical notes and finished reports that form part of your clinical record are kept for at least seven years after the last therapy session. My Google account uses two-factor authentication. Transcripts can include sensitive details about you and other people; I limit access and remove identifying details where practical.

Choose one:

  • I explicitly agree to Zoom transcription and a meeting summary for my therapy sessions.
  • I do not agree to Zoom transcription or a meeting summary.

I will check your choice before switching on transcription. In couples therapy, both partners must agree independently before a joint session is transcribed. If either partner withdraws permission, future joint sessions will not be transcribed.

2. A report after therapy sessions

If you choose a Recognition Loops® therapy report, I will prepare and review it personally. It may draw connections across sessions, describe an emerging pattern and offer questions to reflect on. Standard reports are currently included in your therapy fee. If this changes, I will explain and agree any new charge before it applies. Couples receive one shared report, which both partners can read.

I keep the finished report with your clinical record for at least seven years after the last session. I normally send it from my professional Gmail account to an address we have checked together. Ordinary email is not guaranteed end-to-end encrypted. You can ask me to arrange a more protected delivery method, such as an encrypted attachment with its password sent through a different channel. Please protect access to the account or device you choose for delivery and tell me if the destination changes.

Choose one:

  • I would like therapy reports after my sessions.
  • I do not want therapy reports at present.

If you would like reports, choose a delivery option:

  • Send them to my confirmed email address by ordinary email.
  • Contact me to arrange a more protected method before sending.

Use of AI: These choices do not authorise a session summary or report to be entered into ChatGPT. If I offer AI-assisted report preparation, I will explain what is shared, how that service handles it and the choices available, then request separate explicit permission before any therapy material is sent to it. I can prepare a report from professional notes without AI assistance.

For a shared couples report, both partners must choose to receive it and agree where it will be delivered. Keep a dated record of each person's decisions and provide each with a copy.

Client name: ____________________

Date: ____________________

Confirmed report delivery address or agreed method: ____________________