Hello! I am Mayuko Nakai, an International Coaching Federation Master Certified Coach (MCC).
I understand that AI is convenient. However, I don’t know how to handle session records and client information with AI in accordance with the ICF Code of Ethics…
It seems that many coaches are unable to fully utilize AI for this reason.
❓ Does putting a transcript into AI violate confidentiality obligations?
❓ How much of the recording can I keep on hand?
❓ To begin with, what exactly is covered by confidentiality obligations?
It is natural to feel more fear than necessary simply because you do not know. I understand this feeling well, as it comes from caring deeply about your clients.
In this article, I will organize three lines you should draw before using AI, based on the ICF Code of Ethics.
What you are letting go of out of fear
Using AI can significantly reduce the time spent reflecting on sessions and preparing for the next one. Sometimes it reveals flows in the dialogue that you hadn’t noticed yourself, and that time and insight are values that should ideally be returned to the client. While it may be safer to avoid using it out of fear, I think it is a waste because you are not delivering the value you could be providing to your clients.
Trends in the coaching industry
According to an ICF announcement (October 22, 2026), the ICF, along with the Association for Coaching (AC) and EMCC Global, signed a framework to cooperate on the future of AI and coaching.
The three organizations highlighted the importance of client protection, privacy and confidentiality, transparency, setting boundaries for the coach’s involvement, and taking responsibility for the use of AI in coaching.
What the coaching industry is considering is not whether to avoid using AI, but how to use it responsibly. I have taken this announcement as a message to “learn how to protect information and use it, rather than fearing it and staying away.”
The ICF Code of Ethics already mentions AI by name
The ICF Code of Ethics was updated on April 1, 2025. In section 2.5, it explicitly names “artificial intelligence” alongside coaching support tools and software, requiring that ethical and legal obligations be met even when using such technology. It does not forbid the use of AI itself, but rather states that if you use it, you must fulfill your obligations.
What is covered by confidentiality obligations?
The Japanese version of the Code of Ethics defines confidentiality as “protecting all information obtained in or around the coaching relationship, except when there are legal reasons or requirements, a risk of harm, or written consent for disclosure from the client.”
This covers not only what was said in the session, but all information obtained in or around the coaching relationship.
Three lines to draw before using AI
Once you know the standards, you can see what needs to be protected. From here, I will introduce three boundaries based on the Code of Ethics.
① Do not keep information that is difficult to store securely, such as recordings or audio, on hand.
Ethical Standard 2.4 requires that records, including electronic files, be stored and destroyed in a manner that maintains confidentiality, security, and privacy, and complies with laws and agreements. Furthermore, as an MCC, what I recommend is not to keep recordings or audio files on hand at all! The voice itself is information that connects to the individual, and it is difficult to keep it secure.
When using recordings for credential applications or mentor coaching, be sure to obtain the client’s consent and keep them only until they are no longer needed.
② Delete transcripts once they have served their purpose
Standard 2.4 also requires that records be destroyed in a way that protects confidentiality and privacy. I recommend discarding transcripts used for reflection or preparation once they have served their purpose. The longer you keep them, the more information you have to protect.
③ Do not write company names or full names in records
If you avoid writing company names or full names in session notes or records, it becomes difficult to identify whose story it is, which can minimize the impact in the unlikely event of a leak. This is one way to put into practice the ‘highest level of confidentiality’ required by Ethical Standard 2.1 from the record-keeping stage.
So, is putting transcripts into AI a violation of confidentiality?
The Code of Ethics does not prohibit the use of AI itself. However, it is premised on using it within the scope of client agreement and the law. My specific strategy for fulfilling ethical and legal obligations through the technology used, as required by the Code of Ethics, is to remove company names and full names, ensure that the settings are configured so that the input content is not used for AI training, and reach an agreement with the client on what information will be handled and how.
Ethical Standard 2.2 also requires that you clearly agree with everyone involved on what information will be exchanged and how. If you draw the line in advance and reach an agreement, AI will no longer be something to be unnecessarily afraid of, and you will be able to use it for session reflection and summarization, allowing you to use the time and insights gained for the client.
It is truly a shame to let go of useful tools due to vague fears. As I have been saying for a long, long time, I want you to use your precious time and energy for the client in front of you.
Three lines to draw and two things to check before using AI. First, please check these five points.
✅ Are you leaving recording or audio data on hand?
✅ Are there any transcripts left over that have served their purpose?
✅ Are you writing company names or full names in your records?
✅ When inputting into AI, are the settings configured so that the input is not used for training?
✅ Have you agreed with the client on what information will be handled and how?
What kind of agreement to make with a client is part of the ICF Core Competency ‘Establishing and Maintaining Agreements’ and is also a matter of the quality of the coaching engagement.
If you would like to work together to set boundaries that suit your coaching, including how to handle AI, I recommend the mentor session ‘Coaching for Coaches.’ Please consult with me via the link below the article!
▼ Click here for mentor session consultations for coaches
📚 Recommended reading
▼ For those wondering if AI can also handle recording evaluations
▼ For those who want to know what to check during mentor coaching
▼ Click here if you want to know the overall picture of how to obtain ICF credentials
