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Privacy model of RoomRadar

Run privacy-safe workshops by communicating clear capture boundaries, consent practice, and controlled sharing of transcript-based outputs.

Updated: 6 March 2026Difficulty: Advanced
advancedprivacyconsentreliabilityreporting

This guide shows how to explain privacy in RoomRadar without abstract policy language. Use it before session start, when participants ask questions, and before sharing results.

Quick path:

  1. Explain what RoomRadar captures: speech to transcript and summaries.
  2. Explain what it does not do: long-term raw audio storage.
  3. Confirm consent before table work starts.
  4. Clarify how outputs will be shared and who can access them.
  5. Remind participants they can pause speaking during sensitive moments.

What is captured and what is not stored

RoomRadar is workshop infrastructure, not a permanent audio archive. Participant phones act as microphones, speech is converted to text, and facilitators work with transcripts, summaries, and insights.

The key message to participants is simple: the system is built for text-based workshop output, not long-term storage of raw audio. That lowers risk, but it does not remove the need for clear consent.

Good workshop consent is short, clear, and repeatable. Use a fixed sequence:

  1. Before QR join: explain purpose, data type, and output usage.
  2. At start: ask each table for explicit confirmation.
  3. At topic shifts into sensitive areas: repeat the frame.

For an operational facilitation flow, use [Privacy and consent in workshops](/guides/workflows/privacy-and-consent-in-workshops).

Handling questions without losing momentum

Typical questions are "Are we being recorded?" and "Who can read this later?" Answer concretely:

  • what is being captured now
  • who has access after the session
  • how long the output is needed for follow-up

Avoid long policy explanations in the middle of an exercise. If more detail is needed, park it for a break and give a short shared answer to the whole room so everyone hears the same thing.

Sharing and reporting without privacy gaps

Most privacy mistakes happen at sharing time, not during live transcription. Set a pre-export rule:

  1. Remove personal details that are not needed for decisions.
  2. Check that each quote is necessary.
  3. Share in layers: internal working version first, external version after review.

When building final material, pair this with [Building a workshop report](/guides/analysis/building-a-workshop-report) and [Turning summaries into reports](/guides/workflows/turning-summaries-into-reports).

When to escalate

Pause for a control check when:

  • participants are unsure whether they consented
  • sensitive content starts naming individuals or cases
  • recipients of the output change late in the process

One extra minute of verification is cheaper than correcting an incorrect share later.

  • [Privacy and consent in workshops](/guides/workflows/privacy-and-consent-in-workshops)
  • [Building a workshop report](/guides/analysis/building-a-workshop-report)
  • [Turning summaries into reports](/guides/workflows/turning-summaries-into-reports)
  • [What to do when summaries feel wrong](/guides/analysis/what-to-do-when-summaries-feel-wrong)
  • [Workshop infrastructure reliability checklist](/guides/advanced/workshop-infrastructure-reliability-checklist)

Related guides

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Know what normal reconnect behavior looks like, how to recover in under a minute, and when reconnect patterns signal deeper reliability issues.

Preventing duplicate summaries

Separate normal summary revision from true duplication, prevent duplicate artifacts during reconnect/retry events, and recover cleanly.