Kona processes meeting transcripts to generate notes and coaching prompts. These answers clarify what Kona stores, who can access it, and how coaching visibility works.
How long does Kona keep transcripts?
Direct Answer: Kona retains transcripts for 30 days, then permanently deletes them.
Key Rules:
- Transcripts are encrypted and stored for 30 days for quality assurance.
- Deletion is permanent — transcripts are not archived after the 30-day period.
How long are 1-on-1 notes retained?
Direct Answer: 1-on-1 notes are retained until the company account is sanitized (90 days after deactivation), or until a participant’s account is PII deleted.
Key Rules:
- 1-on-1 notes (talking points, shared notes, action items) follow a different retention policy than Kona transcripts.
- Kona transcripts are deleted after 30 days. 1-on-1 notes are retained for the life of the account.
- If a company account is deactivated, all data including 1-on-1 notes is sanitized 90 days after deactivation.
- If an individual participant’s account is PII deleted, their 1-on-1 notes are removed as part of that deletion.
Common Misunderstanding: Kona transcript retention (30 days) does not apply to 1-on-1 notes. Notes created during meetings, whether by Kona Notetaker or manually, are retained as part of the 1-on-1 record and are not subject to the 30-day transcript deletion window.
Who can access my transcripts?
Direct Answer: No one can access transcripts, in the 15Five app or through the 15Five MCP.
Key Rules:
- HR administrators cannot access transcripts.
- Other managers cannot access transcripts.
- 15Five admins cannot access transcripts.
Does Kona record my meetings?
Direct Answer: Kona never stores recordings, only transcripts. Kona Notetaker uses the meeting's live captions when it can. If captions are off, it asks in the meeting chat for permission to record. If recording is denied, no notes are made. Transcripts are encrypted and stored for 30 days for quality assurance. Transcripts are never accessible to HR, managers, or employees.
Will my direct reports see the coaching prompts I receive?
Direct Answer: No — coaching prompts are visible only to you as the manager.
Key Rules:
- Prompts are delivered privately via Slack, Teams, or your Kona Coach page in 15Five.
- You must share prompts manually if you choose to discuss them with your team.
Common Misunderstanding: Coaching prompts are not the same as meeting notes. Notes are synced to the shared 1-on-1 agenda; prompts are not.
Does compliance or audit have access to raw transcripts?
Direct Answer: No — raw transcripts are never shared for compliance or audit access.
Key Rules:
- Kona’s privacy model explicitly excludes compliance and audit use cases.
- No raw transcript data is surfaced outside Kona’s internal coaching process.
For full details on data handling, see the 15Five Trust Website.