Recording Notice and Consent

Notice, responsibilities, and in-app consent language for lesson recording

KaraOrchee can record lesson audio, upload it to cloud services, create a transcript, and use AI services to generate draft notes. Recording can begin only after the person recording confirms in the app that the required notices and consents have been given. KaraOrchee relies on that confirmation and does not independently verify each participant’s consent. Because recording laws differ by location, KaraOrchee applies an all-participant-consent rule: do not record unless every person whose voice may be captured has affirmatively agreed.

What happens to a recording

1. The app records lesson audio after the user starts the recording. A recording made outside KaraOrchee may also be imported; the same confirmations and rules apply.

2. After upload is confirmed, the app deletes its local audio copy. The audio is stored in Microsoft Azure in the United States, and a time-limited link is provided to ElevenLabs (Scribe) for transcription.

3. The transcript is sent to Microsoft Azure OpenAI Service to generate draft notes. After a note is sent, its text is sent to ElevenLabs to create read-aloud audio.

4. Teacher-created lesson notes remain drafts, visible only to the teacher, until the teacher reviews and sends them to a student. A student self-recorded lesson may generate notes visible only to that student.

5. Raw lesson audio, transcripts, and raw AI output are deleted from active storage 90 days after upload or creation, and we ask our transcription provider to delete its copy after processing, subject to limited soft-delete, backup, error, and legal-hold periods.

Teacher and recording initiator duties

• Confirm every person who may be recorded and where each person is located.
• Provide the notice before recording, obtain affirmative consent from every participant, and obtain parent or guardian authorization for each participant under 18.
• Do not record or upload a lesson that includes anyone under 13. If a child under 13 is recorded, stop the recording and do not upload it.
• Do not treat silence, attendance, or prior participation as consent.
• Do not record confidential third-party material, bystanders, or a participant who declines or withdraws consent.
• Stop promptly on request and do not restart without renewed consent.
• Do not download, republish, or use a recording outside the authorized lesson purpose.

Pre recording screen

Lesson recording and AI processing

This lesson will be recorded. The audio will be uploaded to KaraOrchee and its service providers to create a transcript and AI-assisted lesson notes. The recording and transcript may include names, voices, musical performance, and statements made during the lesson. Raw audio, transcripts, and raw AI output are kept for 90 days in active storage. Limited recovery copies may remain longer as described in the Privacy Policy.

By continuing, you confirm that every person whose voice may be captured has read or heard this notice and affirmatively consents. If anyone is under 18, confirm that a parent or legal guardian has authorized the recording. No one under 13 may be included. Recording laws vary; do not record if you are unsure that all required consent has been obtained. Before each lesson, the person recording must tick both of the following boxes, which are never pre-ticked:

• Everyone in this lesson knows it's being recorded and agrees — and for anyone under 18, a parent or guardian has authorized it. If someone is in the room, I've said so out loud.
• I confirm that no one under 13 is included in this lesson recording.

Start recording stays disabled until both boxes are ticked. KaraOrchee records these confirmations but does not contact other participants or independently verify their consent. For an imported recording, the boxes refer to the lesson as it was recorded. On a first recording, a teacher also acknowledges responsibility for informing the student (and a parent, for a minor), iOS asks for microphone permission, and iOS asks for permission to show alerts when a recording is paused or stops. When pairing with a teacher, a student confirms that the teacher can record their lessons.

Minor facing notice

Your lesson is about to be recorded. KaraOrchee will send the recording to secure online services to make a transcript and lesson notes. Only continue if you understand and agree. You can ask to stop at any time. If you do not want to be recorded, tell the person recording or your teacher.

During recording

• The app shows a full-screen recording view with a red Recording indicator, elapsed time, and Pause and End controls. If the app is in the background or the phone is locked, recording continues and iOS shows its microphone indicator.
• The app does not play a spoken announcement or countdown. Recording stops automatically after 2 hours.
• If a new participant joins, pause and obtain the new participant's consent before resuming. The app does not detect new participants.
• KaraOrchee will not upload or process a lesson unless both confirmations were given and the linked student's account, if any, is active.

Consent record

For each lesson, KaraOrchee stores the two confirmations given by the person recording; the notice version; a server timestamp of when the lesson was sent; the recording account and its role; the linked student account, if any; whether the audio was recorded in the app or imported, and its capture date; and start, end, and duration as reported by the app. We also record when a student accepted at pairing that the teacher may record lessons, and a teen's guardian approval. We do not record who else was present or their ages or locations.

Withdrawal and deletion

A participant or guardian may withdraw consent for future recordings or request deletion by asking the person recording to stop or discard the recording, by deleting their account in the app, through the guardian management link, or by contacting privacy@karaorchee.com. KaraOrchee will stop new processing and evaluate deletion from active systems, paired views, vendors, caches, and backups. KaraOrchee may retain limited information when required by law or reasonably necessary for security, disputes, or proof of consent.