Class Transcripts and AI Addendum

Version 1 · published 2026-10-09

1. About this addendum

1.1 This addendum explains how OTO Group LLC ("OTO", "we") turns the audio of a class into text (a "transcript"), and how it uses AI to prepare a draft of the session report on OTOCourses.app. It also applies to OTO's Android and iOS apps when these become available. OTO Group LLC is an Egyptian limited liability company, commercial register no. 130513 (Cairo Investment Commercial Registry), tax registration no. 545-465-400, with its registered office at 14/5 El Lasilky Street, 7th floor, El Basatin district, Cairo, Egypt.

1.2 This addendum is part of the Student Terms and the Instructor Terms. The Privacy Policy explains how OTO handles personal data in general. This addendum gives the detail for transcripts and AI drafts.

1.3 In this addendum:

• "Learner" means the student in the class.
• "Instructor" means the teacher who teaches the class.
• "Recording" means the audio and video recording that OTO makes of every class under the Student Terms.
• "Audio-only copy" means a separate sound-only recording of the class, made for transcription.
• "Transcript" means the text, with timings, made from the audio-only copy.
• "Notes" means the private notes the instructor writes in the classroom.
• "Class chat" means the text messages written in the classroom during the class.
• "Draft" means the AI draft of the session report.
• "Session report" means the report the instructor writes and submits after the class, which the learner sees.

1.4 When this addendum applies:

• Transcription runs only when OTO switches it on.
• Today it is switched on only for OTO's internal test cohort. The testers are told before it is used on their classes.
• It will be switched on for other users only after this wording is approved and published.

1.5 AI drafts can be switched on separately from transcription. When AI drafts are on and transcription is off, a draft is made from the notes and the class chat only. The sections of this addendum on drafts apply then too.

2. What happens, step by step

2.1 Step 1, recording. Every class is recorded under the Student Terms. When transcription is on, the classroom also records an audio-only copy of the class. It is stored with the recording, in OTO's cloud storage.

2.2 Step 2, transcription. After the class, OTO sends the audio-only copy to OpenAI (Whisper). OpenAI turns it into text and returns the transcript. OTO stores the transcript in its database. Speech in English and in Arabic is transcribed.

2.3 Step 3, the draft. When the instructor writes the session report, the instructor may ask for a draft. OTO then sends these items to Anthropic (Claude):

• the transcript, when there is one;
• the instructor's notes;
• the class chat, with each message marked as the instructor's or the learner's;
• the lesson planned for the class (its title, goals and homework);
• the learner's OTO level.

2.4 OTO does not send the learner's name or email address with these items. The items can still contain anything that was said or written in the class.

2.5 The draft has a short summary of the class, corrections of English mistakes the learner made, and, where possible, one practice task. It is written in the language the learner uses on the platform. OTO instructs Claude not to quote the notes, and not to repeat remarks in them about the learner's character or private life.

2.6 Step 4, approval. The draft appears only to the instructor, in the report form. OTO does not keep the draft on its own. The instructor edits it, and can change or delete any part of it. The learner sees the session report only after the instructor submits it. Submitting the report is the instructor's approval.

2.7 If a transcript cannot be made, the draft is made from the notes and the class chat only. If a draft cannot be made, the instructor writes the report without one.

3. What the learner sees and does not see

3.1 The learner sees the session report the instructor submits.

3.2 The learner never sees:

• the transcript;
• the instructor's notes;
• a draft the instructor has not submitted.

3.3 A session report may quote short phrases the learner said or wrote in the class, in order to correct them.

3.4 The platform shows the transcript to no one. Its only use is to prepare the draft.

3.5 The instructor's notes are visible to the instructor and to authorised OTO quality staff.

4. How long we keep it

4.1 OTO keeps the audio-only copy, the transcript, the notes and the class chat for 90 days after the class, as long as the recording. Then they are deleted with the recording.

4.2 OTO's daily deletion run deletes the transcript and the notes on day 90. The storage rule removes the audio files at the latest on day 91.

4.3 The submitted session report is part of the learner's learning record. It is kept as the Privacy Policy sets out.

4.4 What OpenAI and Anthropic keep is set out in section 9.

5. Children

5.1 A class in a Kids or Young Learners course is never transcribed until a parent or guardian has given consent. No audio-only copy is recorded for such a class until then.

5.2 OTO cannot yet record a guardian's consent. Parent and guardian accounts are planned for a later version. So today no class in a Kids or Young Learners course is transcribed.

5.3 How a guardian will give consent, and how OTO will record it, will be set out before such classes are transcribed.

5.4 A learner must be at least 16 to have their own account. The class of a learner aged 16 to 20 in an adult course is treated like any other adult class.

5.5 When AI drafts are on, an instructor of a Kids or Young Learners class can still ask for a draft made from the notes and the class chat.

6. Legal basis

6.1 OTO transcribes classes and prepares drafts to deliver the course the learner bought, because the session report is part of that course, and in OTO's legitimate interest in the quality of its teaching. This is processing under Egypt's Personal Data Protection Law (Law No. 151 of 2020).

6.2 The audio-only copy is a class recording. It has the same legal basis as the recording itself.

6.3 A voice recording may be sensitive personal data under that law. If it is, OTO will ask for explicit consent before transcription.

7. For learners

7.1 Your rights over your personal data are set out in the section "Your rights" of the Privacy Policy. They include the right to see your data, to have it corrected or deleted, and to object to its processing.

7.2 You can object to the transcription of your classes, to AI drafts of your session reports, or to both. To object, write to hello@otocourses.com or send a WhatsApp message to +201040016861.

7.3 If you object, OTO stops transcribing your classes, or stops AI drafts of your reports, or both, from your next class and at the latest within 5 working days. OTO also deletes the transcripts it holds of your classes.

7.4 If you object:

• your classes are still recorded, as the Student Terms set out;
• your instructor still writes your session reports, without an AI draft;
• your package, its price and your refund rights do not change.

7.5 You can also complain to Egypt's Personal Data Protection Centre, as the Privacy Policy explains.

8. For instructors

8.1 Your voice is in the audio-only copy and in the transcript. This addendum applies to your data in the same way as to the learner's. You have the same rights, under the Privacy Policy, and can object in the same way. If you object, OTO stops transcribing your classes.

8.2 Your notes are private:

• they are never shown to the learner;
• authorised OTO quality staff can read them;
• they are deleted 90 days after the class.

8.3 Keep your notes to the class. Do not write remarks about a learner's private life in them.

8.4 The draft is yours:

• you decide whether to ask for one;
• you can edit, rewrite or delete any part of it;
• check it before you submit, because the report you submit is your report.

8.5 Nothing reaches the learner before you submit the report. Submitting is your approval.

8.6 You do not see the transcript. The platform uses it only to prepare the draft.

8.7 You can ask for at most 30 AI drafts a day. The count restarts at 00:00 UTC, which is 02:00 or 03:00 Cairo time, depending on daylight saving time. After 30, you write the report yourself.

9. Processors

9.1 These providers handle the material described in this addendum. Each receives only what its service needs.

9.2 Some of these providers are outside Egypt. The Privacy Policy explains how OTO protects personal data sent abroad.

9.3 OTO also uses OpenAI to read article text aloud and to make pictures for reading content. That use receives no personal data. The Privacy Policy covers it.

10. Changes to this addendum

10.1 OTO may publish a new version of this addendum. A published version is not edited afterwards.

10.2 New versions are accepted and take effect in the same way as new versions of the Student Terms and the Instructor Terms.

11. Language

11.1 This addendum is published in Arabic and in English. If the two versions differ, the Arabic version prevails.