Recording Consent Guidelines

Last Updated: October 14, 2025

Overview

When using Aivery to record meetings, you must comply with all applicable laws regarding recording consent. This guide helps you understand your legal obligations.

Legal Requirements by Jurisdiction

United States

One-Party Consent States

In these states, only one person in the conversation needs to consent to recording:

  • Alabama, Alaska, Arizona, Arkansas, Colorado, District of Columbia, Georgia, Hawaii, Idaho, Indiana, Iowa, Kansas, Kentucky, Louisiana, Maine, Minnesota, Mississippi, Missouri, Nebraska, New Jersey, New Mexico, New York, North Carolina, North Dakota, Ohio, Oklahoma, Rhode Island, South Carolina, South Dakota, Tennessee, Texas, Utah, Virginia, West Virginia, Wisconsin, Wyoming

Two-Party Consent States

In these states, ALL parties must consent to recording:

  • California, Connecticut, Delaware, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Oregon, Pennsylvania, Vermont, Washington

Note: Always follow the most restrictive law if participants are in different states.

International

European Union (GDPR)

  • Explicit consent required from all participants
  • Purpose of recording must be clearly stated
  • Participants have right to access and delete recordings
  • Data protection impact assessment may be required

United Kingdom

  • Generally requires consent from all parties
  • Must comply with UK GDPR and Data Protection Act 2018
  • ICO guidelines apply

Canada

  • Federal: One-party consent under Criminal Code
  • Provincial privacy laws may require all-party consent
  • PIPEDA compliance required for business use

Australia

  • One-party consent in most territories
  • Varies by state/territory
  • Telecommunications Act applies

Best Practices

1. Always Announce Recording

At the start of every meeting:

"This meeting is being recorded for note-taking and CRM purposes.
By staying in this meeting, you consent to being recorded.
If you do not consent, please let me know now."

2. Use Visual Indicators

  • Enable recording indicator in video platforms
  • Use Aivery's in-meeting consent banner
  • Add "Recording" to meeting title

3. Document Consent

  • Enable Aivery's consent tracking feature
  • Save consent records for compliance
  • Maintain audit trail of who consented

4. Provide Opt-Out Options

  • Allow participants to decline
  • Offer to take manual notes instead
  • Respect participant preferences

Industry-Specific Requirements

Healthcare (HIPAA)

  • Obtain explicit written consent
  • Ensure Business Associate Agreement (BAA) is in place
  • Use HIPAA-compliant recording settings
  • Limit access to recordings

Financial Services (FINRA, SEC)

  • Follow recordkeeping requirements
  • Obtain consent for client calls
  • Implement retention policies
  • Enable audit trails

Legal Services

  • Attorney-client privilege considerations
  • Client consent for recording
  • Secure storage requirements
  • Ethical rules compliance

Aivery Consent Features

In-App Consent Management

  1. Pre-Meeting Consent: Send consent requests before meetings
  2. In-Meeting Banner: Display consent banner during recording
  3. Verbal Consent: Transcribe and timestamp consent in recordings
  4. Consent Dashboard: Track who consented and when

Configuration Options

  • Enable/disable automatic consent collection
  • Customize consent messages
  • Set consent expiration periods
  • Export consent records

Handling Non-Consent

If a participant does not consent:

  1. Stop recording immediately
  2. Delete any recorded content
  3. Take manual notes
  4. Document the decision

FAQs

Q: Can I record internal team meetings without consent? A: Check your jurisdiction's laws. In two-party consent states, you still need everyone's consent.

Q: What if someone joins late? A: Announce recording again and obtain consent from late joiners.

Q: Can I record calls from home office? A: Yes, but follow the laws of your location and participants' locations.

Q: Do I need written consent? A: Verbal consent is generally sufficient, but written is safer for sensitive meetings.

Q: How long should I keep consent records? A: Follow your industry's retention requirements (typically 3-7 years).

Resources

Legal Resources

Aivery Support

Disclaimer

This guide is for informational purposes only and does not constitute legal advice. Consult with legal counsel to ensure compliance with applicable laws in your jurisdiction.

Recording Consent Templates

Email Template (Pre-Meeting)

Subject: Upcoming Meeting Recording Notice

Hi [Name],

Our upcoming meeting on [Date] will be recorded using Aivery for note-taking
and follow-up purposes. The recording will include audio, video, and screen
sharing.

Recordings are stored securely and used only for:
- Meeting notes and summaries
- Action item tracking
- CRM updates

You have the right to:
- Access your recording
- Request deletion
- Decline to be recorded

If you prefer not to be recorded, please let me know and we'll take manual notes.

Best regards,
[Your Name]

Verbal Announcement Template

"Before we begin, I want to let everyone know that this meeting is being
recorded using Aivery. The recording will be used to generate meeting notes,
track action items, and update our CRM. If anyone is not comfortable being
recorded, please let me know now and I'll stop the recording. By continuing
in this meeting, you consent to being recorded. Does anyone object?"

[Pause for responses]

"Great, thank you. I'm starting the recording now."

Zoom/Teams Chat Template

📹 RECORDING NOTICE: This meeting is being recorded with Aivery. Recording
includes audio, video, and shared screens. By staying in this meeting, you
consent to being recorded. If you don't consent, please notify the host.
More info: https://aivery.ai/legal/recording-consent

Last Updated: October 14, 2025

For questions about recording consent, contact: legal@aivery.ai