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Privacy & data

Zoom integration & data

Last updated 8 November 2026

1Overview

The iKoach Zoom integration lets a Coach connect their own Zoom account to iKoach, the platform operated by R.O.I Group Pty Ltd (ABN 49 638 068 667), so that their calls run on Zoom while their bookings, clients, recordings and notes stay in iKoach. This page explains what the integration does, which Zoom data it uses, how that data is stored, and how to remove it. It sits alongside our Privacy Policy and Terms of Service.

2What the integration does

• Creates Zoom meetings on the Coach’s own Zoom account for the calls they run through iKoach: booked sales and coaching calls, group coaching calls, community live calls, direct-message calls, and the Coach’s permanent meeting room.
• Lets the Coach host those meetings from inside the iKoach dashboard using the Zoom Meeting SDK. Clients and community members join through the normal Zoom link.
• When the Coach records a meeting to the Zoom cloud, copies that recording and its transcript into the Coach’s iKoach account, files it against the right client or call, and produces a transcript, summary and action items for the Coach.
• Nothing is recorded automatically. A recording exists only when the Coach clicks Record in the call.

3What Zoom data we use, and why

When a Coach connects Zoom they approve the permissions below. We request only what the features above need.

• Create, update and view a meeting (meeting:write, meeting:update, meeting:read) — to create the meeting for a call, change its waiting room and passcode, and read back its join link.
• View a user and the user’s Zoom Access Key (user:read, user:read:zak) — to show which Zoom account is connected, and to let the Coach start their own meeting as host inside iKoach.
• View recordings and meeting transcripts (cloud_recording:read) — to copy a recording the Coach made, and its transcript, into iKoach.

We act only on meetings that iKoach created. Recording notifications about any other meeting on the Coach’s Zoom account are ignored and not stored.

4What we store

• The connection to the Coach’s Zoom account (OAuth tokens), stored encrypted. We never see or store the Coach’s Zoom password.
• For each meeting iKoach creates: the meeting number, join link and passcode, and the call it belongs to.
• For each recording the Coach makes: a copy of the video, the transcript text, and the summary and action items we generate from it, kept in the Coach’s iKoach account.

5Who can see it

The Coach, and the team members the Coach has given access to. A client or other person can see a recording only if the Coach shares it with them, for example with a private share link, which the Coach can turn off at any time. We do not sell Zoom data, do not use it for advertising, and do not share it with anyone other than the service providers that store and process it for us: Cloudflare (video storage), Supabase (database), Vercel (hosting) and Anthropic (the AI that writes summaries; see section 6), and Mux for recordings made before November 2026. See also our Privacy Policy.

6AI processing

To write a summary and action items, the transcript of a recording is sent to an AI provider, only for the Coach who owns the recording and only to produce that summary. We do not use Zoom data to train AI models.

7Retention and deletion

• Recordings are kept in the Coach’s iKoach account until the Coach deletes them. A Coach can delete any recording at any time in Settings, Recordings & storage.
• A Coach can disconnect Zoom at any time in Settings → Integrations. Disconnecting deletes the stored connection immediately.
• To remove iKoach from your Zoom account, sign in to the Zoom App Marketplace, open Manage → Installed Apps, find iKoach and choose Uninstall. Zoom then notifies us and we delete the stored connection. If you also ask Zoom to delete your data, we delete the Zoom meeting records and transcripts we hold for you as well; recordings already copied into your iKoach account stay there until you delete them (Settings → Recordings & storage).
• To have the rest of your Zoom-related data deleted, email us (below) and we will act on it within a reasonable period.

8How to connect

• In iKoach, open Settings → Integrations and choose Connect Zoom.
• Sign in to Zoom if asked, review the permissions, and approve.
• You will be returned to iKoach with Zoom shown as connected. New calls are then created on your Zoom account.
• To record, click Record in the call. Recording to the Zoom cloud needs a Zoom plan that includes cloud recording.

9Your responsibilities

Coaches are responsible for telling participants when a session is being recorded, as Zoom also does with its on-screen recording notice, and for using recordings appropriately. Zoom’s own terms and privacy statement apply to your use of Zoom.

10Contact & support

Questions, support or deletion requests: support@elirichardsoncoaching.com. R.O.I Group Pty Ltd (trading as iKoach), New South Wales, Australia.