logotype
logotype

The Headset App: Recording Policy

The Headset App: Recording Policy

RECORDING POLICY

Version 1.0

Last updated 8/6/2026

 

This recording notice for TenFour Labs, Inc. (“Company,” “we,” “us,” or “our“) describes how audio recording works in The Headset App, what we do with recordings, and how to have one deleted. It supplements our privacy notice. Where the two differ on recording, this notice controls.

Questions or concerns? If you have a question about a recording, or want one removed, contact us at support@theheadsetapp.com or 1-888-632-2162.

 

SUMMARY OF KEY POINTS

 

This summary provides key points from our recording notice. Use the table of contents below to find the section you are looking for.

 

Is recording on by default? No. Recording is off unless your organization requests it and an authorized representative accepts our recording terms. We turn it on manually, per team.

 

Who gets recorded? Coaches only. Each coach’s audio is saved as its own separate file. Student accounts must be configured as listen only and cannot speak on a recording enabled channel.

 

Do we analyze your voice? No. We know who is speaking because of the account connected to the audio, not because of how you sound. We do not create voiceprints or any other biometric identifier.

 

Do we sell your information? No. We do not sell recordings, transcripts, or coaching data. We send them to another platform only when your organization connects its account or otherwise authorizes it.

 

Can you say no? Yes. No coach is recorded without accepting the in app consent first.

 

How do you get a recording deleted? Contact us at support@theheadsetapp.com or 1-888-632-2162.

 

TABLE OF CONTENTS

 

  1. WHEN IS RECORDING TURNED ON?
  2. WHAT DO WE RECORD?
  3. WHO IS NOT RECORDED?
  4. HOW DO WE KNOW WHO IS SPEAKING?
  5. WHAT DO WE PRODUCE FROM RECORDINGS?
  6. WHO ELSE PROCESSES YOUR AUDIO?
  7. DO WE USE YOUR AUDIO TO TRAIN AI MODELS?
  8. WHAT ABOUT INFORMATION ABOUT STUDENT ATHLETES?
  9. HOW LONG DO WE KEEP RECORDINGS?
  10. WHEN DO WE SHARE RECORDINGS?
  11. WHAT ARE YOUR CHOICES?
  12. CAN YOUR ORGANIZATION LISTEN TO YOUR RECORDINGS?
  13. DO WE MAKE UPDATES TO THIS NOTICE?
  14. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

 

1. WHEN IS RECORDING TURNED ON?

 

In Short: Recording is off by default. It is enabled manually, per team, only after your organization authorizes it.

 

Recording is not available until your organization requests it and an authorized representative accepts our recording terms. We then enable it manually for that team. Recording is never turned on automatically, and it is never on for a team that has not asked for it.

 

Your organization may ask us to turn recording off at any time, effective immediately.

 

2. WHAT DO WE RECORD?

 

In Short: Each coach’s audio is captured as its own separate file. We also transcribe the channel in real time during the session.

 

When recording is enabled for your team, we capture the following during a session:

  • Session Audio. The audio of each coach account on the channel, saved as a separate file. One file per coach, per session.
  • Channel Audio. The combined audio of the channel, used only to produce the Live Transcript. It is not stored.
  • Live Transcript. A written transcript produced in real time from the Channel Audio during the session.

We also record when each thing was said and on which channel, so transcripts and coaching outputs line up with the session.

 

3. WHO IS NOT RECORDED?

 

In Short: Students are not recorded. Student accounts are listen only and cannot speak on a recording enabled channel.

 

Student accounts, which include players, student managers, and student assistants, are configured as listen only. A listen only account cannot speak into a channel where recording is enabled. We do not create Session Audio for student accounts.

 

Because recording captures audio from each coach’s microphone, other voices near that microphone may be picked up incidentally. We do not create separate recordings of student accounts and we do not attribute incidental audio to any student.

 

Your organization is responsible for configuring student accounts correctly and for confirming who is on a channel before a recorded session.

 

4. HOW DO WE KNOW WHO IS SPEAKING?

 

In Short: By your account, not by your voice. We do not create voiceprints.

 

We identify each speaker by the account connected to that audio stream.

 

We do not analyze voice characteristics. We do not create, store, or use voiceprints, voice models, or any other biometric identifier. Speaker attribution is based on account identity alone.

 

5. WHAT DO WE PRODUCE FROM RECORDINGS?

 

In Short: Coaching tools for your team, including transcripts, play charts, stats, and summaries.

 

Session Audio and transcripts are used to generate coaching outputs, which may include written transcripts, play charts, statistics, in game insights, halftime summaries, and post game summaries. These outputs are available to your organization.

 

6. WHO ELSE PROCESSES YOUR AUDIO?

 

In Short: A small number of service providers, who may only use it to provide the service to us.

 

We use third party service providers to transmit and record audio and to produce transcripts. These providers act as our service providers. They process audio only on our instructions and may not use it for their own purposes.

 

We will identify our current service providers to your organization on request.

 

7. DO WE USE YOUR AUDIO TO TRAIN AI MODELS?

 

In Short: We do not provide your recordings or transcripts to third parties for the purpose of training their AI models.

 

We do not provide your Session Audio or transcripts to any third party for the purpose of training that party’s artificial intelligence models.

🟩 Still silent on whether TenFour Labs trains its own models on transcripts. Decide before a district asks, because they will. If the answer is no, saying so here is a real selling point and costs you nothing.

 

8. WHAT ABOUT INFORMATION ABOUT STUDENT ATHLETES?

 

In Short: Coaches talk about players, so transcripts may mention them. We do not sell that information, advertise with it, or use it for anything other than providing the service to your organization.

 

Recordings capture coach speech, which may include references to student athletes by name, performance, or status. That information stays inside your organization’s transcripts and coaching outputs.

 

We do not sell it. We do not use it for targeted advertising. We do not use it to build a profile of a student. We do not share it with anyone outside the service providers described in Section 6 and any platform your organization has connected or authorized.

 

Your organization controls this information and may ask us to delete any session, or all sessions, at any time.

 

Where your organization is an educational agency or institution subject to the Family Educational Rights and Privacy Act, we will act as a school official with a legitimate educational interest if your organization designates us as one, under your organization’s direct control regarding the use and maintenance of education records.

 

9. HOW LONG DO WE KEEP RECORDINGS?

 

In Short: Channel Audio is not kept at all. Session Audio is deleted after 30 days. Transcripts stay with your team.

 

Channel Audio is used only to produce the Live Transcript during a session. It is not stored and is discarded when the session ends.

 

Session Audio is retained for 30 days after the session, then deleted. Your organization or the individual coach may ask us to delete it sooner.

 

Transcripts and derived coaching data remain available to your organization while your account is active. If your account closes, contact us and we will delete them.

 

We may retain information longer than stated here where we are required to do so by law, or where we have received a legal request to preserve it.

 

10. WHEN DO WE SHARE RECORDINGS?

 

In Short: With your organization, with our service providers, with platforms your organization has connected, and where the law requires it. We do not sell your information.

 

We share Session Audio and transcripts with:

  • Your organization, which owns the account and may access recordings from its own team’s sessions
  • Our service providers, as described in Section 6
  • Third party platforms. Where your organization has connected its account to another platform, or has otherwise authorized an export, we transmit Session Audio, transcripts, and coaching data to that platform at your organization’s direction. Your organization controls whether that connection exists and may disconnect it at any time.
  • Others, where required by law, including in response to a subpoena, court order, or other legal process

 

We do not sell your information. We do not sell or rent Session Audio, transcripts, or coaching data, and we do not disclose them to third parties for those parties’ own independent commercial purposes.

 

Where we receive legal process relating to your organization’s data, we will notify your organization before responding unless we are prohibited from doing so.

 

11. WHAT ARE YOUR CHOICES?

 

In Short: You can decline, and you can ask us to delete a recording at any time.

 

You may decline. No coach is recorded without accepting the in app consent first.

 

You may request deletion at any time. To have your Session Audio or transcripts deleted, contact us at support@theheadsetapp.com or 1-888-632-2162. Include the date of the session if you know it. We complete deletion requests within 5 business days.

 

Your organization may request deletion of any session for its team, or ask us to turn recording off for the team entirely, effective immediately.

 

Deletion requests are subject to any legal preservation obligation described in Section 9. If we cannot delete something for that reason, we will tell you.

 

12. CAN YOUR ORGANIZATION LISTEN TO YOUR RECORDINGS?

 

In Short: Yes. Your organization owns the account.

 

Your organization owns the account and may access Session Audio and transcripts from its own team’s sessions, including recordings of individual coaches on its staff. Your organization is responsible for its own use of those recordings.

 

13. DO WE MAKE UPDATES TO THIS NOTICE?

 

In Short: Yes, and we will ask you to accept material changes in the app.

 

If we make a material change, we will update the version number and date at the top of this notice, and we will ask affected coaches to review and accept the updated notice in the app before their next recorded session.

 

14. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

 

If you have questions or comments about this notice, or want a recording removed, you may email us at support@theheadsetapp.com, call 1-888-632-2162, or write to:

 

TenFour Labs, Inc.

1201 Calvert St #23005

Lincoln, NE 68542

United States