The International ADHD Coach Training Center (iACTcenter®) AI Use and Recording Policy

(Applies to Training, Mentoring, Coaching Labs, Practice Sessions, and Evaluations)

Last Updated: January 24, 2026

Our Commitment

At iACTcenter, coaching is a confidential, client-led learning space. We train coaches and evaluate coaching skills with care, integrity, and respect for the people involved. All coaching work carries an ethical responsibility to protect privacy, consent, and trust. These are not “extras”—they are the foundation of the work.

This policy exists to set clear, consistent boundaries, so you don’t have to guess what’s okay and what isn’t.

Purpose of This Policy

This policy exists to:

• Protect the confidentiality of our students, their clients, and the integrity of the iACTcenter when recording or transcription is involved

• Keep coaching client-led, not tool-led

• Clarify that technology use is part of coaching ethics, not separate from it

• Maintain fairness and integrity in mentoring and evaluations, so they reflect independent coaching skill, not outside assistance.

• Reduce data exposure and accidental sharing, especially for students and clients in / regions.

In short, this policy protects the integrity of coaching and the safety of the people involved.

Ethical Foundation

The ICF Code of Ethics extends a coach’s ethical and legal obligations to any technology systems used, including AI. This includes responsibilities related to confidentiality, clear agreements, and secure handling of records (including electronic records).

In plain language, this means:

• If a tool touches coaching or session information, you remain responsible for confidentiality, consent, and secure handling
• Session information—recordings, transcripts, chat logs, summaries—must be handled in accordance with ethical and legal expectations.

Guidance for Responsible Technology Use: The ICF’s AI Coaching Framework and Standards

The ICF’s AI Coaching Framework and Standards (Nov 2024) provide guardrails for a world where AI is increasingly present in coaching. The framework acknowledges AI’s benefits—such as accessibility and efficiency—while naming real risks related to confidentiality, consent, and bias.

The ICF’s AI coaching framework and standards message is simple: If AI touches coaching, the same ethical standards still apply, which include:

• Transparency and consent: clients should know when technology is being used in ways that affect their data or experience.
• Confidentiality and secure handling: choose tools and practices that strengthen privacy—not weaken it.
• Human accountability: using technology never outsources ethical responsibility.
• Bias and harm awareness: AI and automation can introduce errors or bias; coaches must remain thoughtful and discerning.

Scope of This Policy

This policy applies to:

• Coaching Labs
• Practice sessions and triads
• Mentor coaching (individual and group)
• Recorded demonstrations
• Final Performance Evaluations (FPE)

It applies to students, mentor coaches, evaluators, faculty, and staff.

Key Definitions

AI tool: Any system that generates text, summaries, questions, transcripts, or suggested responses (e.g., ChatGPT).

AI bot/assistant: A software program that automatically records, transcribes, summarizes, or takes notes—often by joining a live call.
Quick check: If something appears in your participant list with a name like Otter, Fireflies, Fathom, Read.ai, etc., it’s likely a bot.

Live coaching space: Any coaching conversation happening in real time (Zoom/phone/in-person), whether recorded or not.

Session Information (always confidential): Any content from a real coaching session with a real person: recordings, transcripts, chat logs, notes, summaries, reflections, or identifying details.

Program Materials: iACTcenter learning resources (handouts, slides, rubrics, policies). These may be confidential or non-confidential depending on the content.

General learning: Concept-level learning that includes no real people, no real sessions, and no identifying details.

Non-confidential handout: General learning content with no personal data and no private program access details.

Confidential material: Any material containing real people, real sessions, or private program access details.

Intellectual Property (IP): Original curriculum, frameworks, language, tools, and materials created by iACTcenter are legally protected.

The iACTcenter’s Core Policy: Use of AI Tools and Bots During Training:The Big Picture (Read This First) 

Three YESes (AI is okay for this)

1. YES to general learning: coaching concepts, definitions, and competency explanations.
2. YES to personal study aids: summaries, flashcards, practice questions based on non-confidential materials.
3. YES to fictional practice: hypothetical examples and your own study plan (no real people, no real sessions).

Three NOs (AI is not okay for this)

1. NO to any AI in live coaching spaces (labs, mentoring, practice, triads, FPE sessions), including bots and live prompting.
2. NO to uploading or pasting Session Information into AI (recordings, transcripts, chat logs, session information notes, or your notes about real sessions).
3. NO to sharing/repackaging iACTcenter curriculum (replacement manuals, course packs, or posting substantial materials publicly).

The table below provides specific examples of allowed and not allowed uses to support clarity and consistency across the program.

Rule of thumb: If it includes real people, real sessions, identifying details, or private program access, it’s confidential and cannot be introduced into an AI spaces.

Still unsure? Email assist@iACTcenter.com.

Using these tools compromises confidentiality, consent, and the integrity of coaching presence, and can unintentionally shift coaching into a tool-directed experience.

Recordings: Storage and Submission

Temporary Storage Before Submission

You may temporarily store mentor coaching demonstration recordings in one of the following places:

1. On your password-protected computer (preferred)
2. In your private Zoom Cloud (do not share links)
3. In your private Google Drive / Google Workspace (no sharing)

Do not store or share recordings through a mentor’s or evaluator’s personal account.

Recordings officially enter the iACTcenter ecosystem only when uploaded via the Mentor Coaching Preparation Form or the online Graduation Application.

Transcripts: An Important Clarification

If your workflow requires transcripts, they must be generated only through iACTcenter-approved tools and processes. Approved Transcript Tools are: Trint, Happy Scribe, Sonix, Zoom (post-session cloud transcription only)

• Zoom Plan Requirement
  • Secure Zoom cloud recording, post-session transcription, and storage of recording typically require a Pro, Business, Education, or Enterprise plan.
  • Live captions, live transcription, and AI Companion features are not permitted

Transcript Exception for Final Performance Evaluation (FPE) Submissions

Students may use approved transcription platforms solely to generate an FPE transcript, provided all privacy steps are followed:

1. No live bots: No transcription or note-taking bot/assistant may join a live coaching session. Transcription must occur after the session using the saved recording file.
2. Upload only what’s needed: Upload only the FPE recording file needed for transcription.
3. Export, then delete: After downloading the transcript, delete the uploaded recording and transcript from the transcription platform and empty the trash (if applicable).
4. No sharing links: Do not share links (no “anyone with the link,” no public/unlisted links) and do not send links to mentors/evaluators.
5. Consent coverage: The FPE consent form must include that a third-party transcription service may be used to generate a transcript (“approved transcription provider”).
6. Submit only through iACTcenter: Submit the transcript and recording only through the iACTcenter Google Workspace FPE form.

Important: This exception is for transcript creation only. It does not permit the use of transcription tools (or any AI tools) to analyze session information, generate coaching prompts, or evaluate competency performance.

Sharing and Email Restrictions

Do not email recordings or transcripts. This includes:

• As email attachments
• Forwarding a recording/transcript someone else emailed you
• Emailing a link to a recording/transcript stored in Drive, Dropbox, or Zoom cloud
• Sending a non-encrypted, unsecured recording of a coaching session through an unapproved system 

Email is easy to forward and hard to control. Submit recordings and transcripts only through approved upload processes to the Mentoring Session Preparation Form or your program’s Graduation Application. 

These Policies on Sharing Provide

• Protection in your learning space: iACTcenter materials are designed as a structured training experience. When pieces are extracted and reposted, they can be misunderstood outside their context.
• Respect for intellectual property: Our curriculum, tools, and training language represent a significant investment of expertise and development.
• Prevention of accidental over-sharing: AI makes it easy to copy/paste large sections quickly, which can unintentionally cross the line into sharing more than intended.

Bottom line: Do not download recordings/transcripts to personal devices for the purpose of emailing them.

Intellectual Property (IP) and Sharing Boundaries

AI may support personal learning, but it may not be used to replace, repackage, or redistribute the iACTcenter’s intellectual property. This includes, but is not limited to:

• Derivative course packs—AI-generated summaries, guides, or bundles that replicate course content—are not permitted.

• Curriculum content (handouts, slides, lessons, worksheets, rubrics)

• Frameworks, models, methods, and terminology you’ve developed

• Branded graphics, diagrams, and training materials

• Recordings and written resources that you created or were created for enrolled iACTcenter students for review and learning

• Course structures, templates, and tools unique to the program

Simple check: If someone could “get the course” without enrolling, that would cross the line.

Privacy-First Coaching Practices

Good habits are expected to keep privacy and confidentiality front and center. For example:

• Minimize identifying details

• Use initials or neutral identifiers when appropriate

• Store files only in approved locations

• Don’t download recordings to personal devices unless instructed

• Don’t email recordings or transcripts

When in Doubt, pause and ask assist@iACTcenter.com. We will always choose clarity.