Technology, Session Recording, and Ethical Practice in Therapy
Therapy today often uses secure, digital systems to enhance care — from video platforms to confidential note-making tools.
This page offers a clear overview of how technology functions in my practice, why it is used, and how your safety, privacy, and consent remain central to every step.
Your privacy and security are my highest priorities. This policy provides a detailed explanation of how technology is used to assist with session note-taking, ensuring both security and a more focused therapeutic experience.
| Component | Function | Security Note |
| Google Meet | Our video conferencing platform for virtual sessions. | All sessions are end-to-end encrypted. |
| Session Content Processing | The live audio/video feed is processed in real-time by the Gemini app to identify key points for the note-taking function. | No permanent, full audio or video recording is automatically created or stored by the Gemini note function. |
| Full Session Video Recording (Optional) | If a full session is recorded (for professional review/supervision), the video file is saved directly to my HIPAA-compliant Google Workspace Drive. | The recording is protected by the same robust security and encryption as your notes, accessible only by me (and my clinical supervisor, if applicable, under BAA). |
| Gemini App (within Google Workspace) | An Artificial Intelligence (AI) tool that integrates with Google Meet to assist in generating draft session notes. | Used only as a secure administrative tool; does not make clinical judgments. |
| Google Workspace Account | The secure platform where all notes and recordings (if applicable) are stored. | My account is specifically configured to support HIPAA compliance. |
Technology supports the work we do together — but it never replaces the human connection, judgment, or ethical responsibility at the heart of therapy.
Tools I Use in Practice
Google Meet
All online sessions are conducted through Google Meet, a secure, encrypted platform within my HIPAA-compliant Google Workspace (Enterprise/Business Plus).
Gemini (within Google Workspace)
Gemini is an AI-assisted note system integrated into Google Workspace. It helps generate and organize therapy notes securely and efficiently, allowing me to remain fully present and attuned during sessions.
Session Video Recording (If Required)
By default, all sessions in my practice are conducted with Gemini-assisted note-taking. Video recording may be enabled for some clients based on their needs, but only after discussing it with you and obtaining your full consent.
Before you join your session, this information will be clearly displayed on the Google Meet login screen and visible within the meeting interface.
You will always know when a recording or AI note process is active — no recording or note-taking ever occurs invisibly or without your full awareness.
You maintain the right to pause, stop, or withdraw consent for either process at any time, and doing so will never affect your access to care.
Why I Use Technology in Therapy
These tools are used not to replace our therapeutic relationship but to enhance accuracy, reflection, and ethical care.
They support:
- Enhanced presence: I can focus more on you and less on manual note-taking.
- Accurate documentation: Notes are comprehensive, helping track your progress over time.
- Ethical accountability: Reviewable documentation supports reflective supervision and quality assurance.
- Secure continuity: Your records are safely stored and accessible only to me, ensuring consistency in long-term care.
Why I Record Sessions
Some sessions are recorded (audio and video) to enhance the quality of therapeutic work, documentation, and supervision. These recordings help me stay attuned to your process, deepen reflection, and ensure accuracy in note-making. They are never used for evaluation, research, or trainings under any circumstances.
Purpose of Session Recording and Note-Taking
These tools are used to enhance therapeutic care through:
- Accurate Documentation: ensuring complete and precise records that support continuity and quality of care.
- Therapist Presence: allowing me to focus on our interaction rather than manual note-taking during the session.
- Reflective Supervision: enabling deeper reflection on therapeutic processes while upholding ethical accountability.
- Organized Data Management: maintaining secure, accessible, and compliant records.
Recordings and AI-assisted notes are used only for documentation and supervision, never for evaluation, research, or training without your explicit, separate written consent.
How Your Privacy Is Protected
Your safety and confidentiality remain the foundation of our work.
All recordings are:
- Stored securely in a HIPAA-compliant Google Workspace (Enterprise/Business Plus) environment.
- Encrypted end-to-end and accessible only to me.
- Never downloaded, emailed, or shared externally.
- Automatically deleted within 60 days of finalizing session notes or upon therapy termination.
If recordings are discussed in supervision, only brief excerpts or anonymized reflections are shared — never identifiable information.
Possible Benefits
- Allows for accurate, high-quality documentation
- Enhances reflection and supervision
- Increases transparency and accountability in the therapy process
- Supports trauma-informed care by reducing therapist distraction during sessions
Possible Discomforts
Some clients may feel self-aware during recording. You are always welcome to discuss this or request pauses or deletion at any time. Your comfort takes precedence over recording at all times.
AI-Supported Note-Taking & Session Recording with Gemini (recap)
To deepen therapeutic presence and continuity, I may use Gemini, Google’s AI assistant, to support note-taking by recording and transcribing online sessions. This is only used with your informed consent.
You have full control:
- Your decision will not impact the quality of your care in any way.
- Participation in this feature is optional.
- You can opt in, opt out, or withdraw consent at any time.
Why This Tool Is Used (If You Consent):
- Enables accurate and meaningful summaries (available on request)
- Helps me stay present with you during sessions instead of focusing on typing notes
- Allows thoughtful review and reflection between sessions to identify patterns or shifts
How It Works:
- No recordings or notes are shared, used for training, or accessed by third parties.
- Audio is recorded only with your consent during online sessions via Google Meet.
- Gemini generates a draft transcript and session summary visible only to me.
- I personally review, revise, and contextualize these notes after each session.
- AI is never used to analyze or make decisions.
Your data is never used for analytics, algorithms, or automated decisions. I use technology to enhance—not replace—the human presence, care, and consent that guide our work
FAQs
Questions & Answers
Q1: Is the session being recorded?
Yes. All sessions are set to automatically video record by default using the secure Google Meet function. This is done for professional review, documentation accuracy, and clinical quality assurance.
You will always see a clear notification on your screen before and during the session indicating that recording is active.
If you choose to opt out, please inform me before the session — the setting will be adjusted immediately, and recording will be disabled for that session.
Q2: Does the Gemini app record the session?
No. Gemini does not record or save a full audio or video file. It assists in generating real-time session notes securely within the Google Workspace system, processing conversation cues to create summaries for documentation.
The actual video recording is managed separately and securely through the Google Meet platform. Gemini only supports structured note-making and does not store or share any media files.
Q3: Do I have to consent to this technology and recording policy?
No, your participation is completely voluntary. While both video recording and Gemini-assisted note-making are enabled by default in my practice, you may choose not to participate.
If you do not consent, please let me know before the session. I will immediately disable both functions and use manual note-taking instead, ensuring your session proceeds without interruption or any change in the quality of care.
Q4: How does Indian law view session recording and data privacy?
In India, the use of technology in therapy is guided by principles of informed consent, confidentiality, and data protection under the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Mental Healthcare Act, 2017.
These frameworks emphasize that recording or storing client information can only occur with explicit, informed consent, that clients must have the right to access or withdraw consent, and that therapists must ensure secure handling and limited access to such data.
My practice fully complies with these requirements through HIPAA-compliant systems, encrypted storage, and transparent consent procedures.
Q5: Who has access to the recordings or notes?
Only I, Akash Mohan, have access to your recordings and Gemini-assisted notes. These files are securely stored within my Google Workspace (Enterprise/Business Plus) account and are not accessible to anyone else, including Google personnel, supervisors, or third-party platforms, unless anonymized excerpts are used ethically for supervision with your consent
Q6: How long are recordings stored?
All recordings are kept temporarily for professional use and automatically deleted within 60 days after notes are finalized or when therapy concludes — whichever comes first.
You may also request deletion at any time, and I will confirm once it has been completed.
Q7: Can I request access to or deletion of my data?
Yes. You have the right to request access to your finalized clinical notes or to request deletion of any recorded session data. Upon your written request, I will delete the files permanently and provide confirmation.
Q8: Does Gemini or Google use my data for AI training?
No. Under the signed Business Associate Agreement (BAA) between Google and my HIPAA-compliant account, client data is not used to train or improve AI models. Your information remains private, encrypted, and used solely for your care.
Q9: Will recording or AI use affect my therapy experience?
No. These tools exist to enhance accuracy and reflection, not to interfere with the therapeutic process. If at any point you feel uncomfortable, you can ask to pause or disable them immediately. Your comfort, choice, and privacy remain central at all times.
Q10: What happens if there’s a legal or ethical concern regarding recording?
In the rare event that a recording or note is legally requested (such as a court order), I will first discuss it with you, ensure confidentiality to the highest degree possible, and comply only within the limits set by law and professional ethics.
Indian law and international ethical guidelines both prioritize client consent and confidentiality, and I uphold these standards in every situation.
Technology in my practice exists to enhance safety, accuracy, and presence — never to replace care or diminish your privacy. Every tool is used transparently, with your consent and awareness at every step. You always have the right to choose, question, and opt out. My commitment is to keep your therapeutic space grounded in trust, clarity, and respect — supported by secure, ethical, and accountable systems.