A customizable policy document and employee quick reference to help your business manage AI recording devices, transcription tools, and confidentiality obligations.
Devices like the PLAUD Note have made it trivial for anyone to record and transcribe conversations using AI. The recording itself may be legal under one-party consent, but the confidentiality risks are real. Client NDAs, vendor agreements, and privacy obligations don't disappear just because a device is small enough to fit in a pocket.
This template gives you a starting point for setting clear expectations with your team, before a recording creates a problem you have to explain to a client.
Both documents are provided in Word (.docx) and PDF formats. Customize the Word version for your business, then have your legal counsel review it before distributing.
This template covers the practical ground: what's allowed, what's not, and what your team needs to know. But recording policies intersect with employment law, privacy legislation, and your specific contractual obligations. Every business is different.
Most businesses discover they need a recording policy after something goes wrong. An employee records a client meeting and uploads it to a cloud transcription service. The client's NDA prohibits sharing confidential information with third parties. Now you have a breach to explain. A written policy won't undo that, but it can prevent it from happening in the first place.
If your business handles sensitive client data, operates under NDAs, or works in regulated industries like healthcare or finance, consider having this template reviewed by legal counsel and incorporated into your broader information security program.
Talk to Treo Solutions about workplace technology policies →Enter your details below to download the policy template and employee checklist.
Click below to download the workplace recording policy template and employee quick reference checklist.
Word files are editable. PDFs are for reference or printing.
If your business handles sensitive client data, operates under NDAs, or works in regulated industries, a conversation about your broader information security program can help you understand where policy gaps exist and what to do about them.
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