New Recordation Policy – Effective Immediately

ByKara LeComte

To uphold the highest standards of privacy, legal compliance, and trust with our customers and partners, CloudOne Digital has implemented a new Recordation Policy, effective immediately.

What This Policy Covers

This policy establishes clear guidelines for recording any:

  • Meetings
  • Conversations
  • Organizational activities

It applies across all formats, including:

  • In-person interactions
  • Phone calls
  • Video or teleconferences

It also includes the use of AI-powered tools, such as automated transcription and note-taking features.

⚠️ Why This Matters

Protecting our business, proprietary information, and the privacy of all participants is a shared responsibility. This policy outlines critical requirements that all employees must follow.

Key Requirements

No Surreptitious Recording
Recording any conversation without explicit, informed consent is strictly prohibited.

Consent & Notification
You must follow all guidelines related to:

  • Obtaining proper consent
  • Clearly notifying participants when a recording is taking place

Internal Use Only

  • Recordings are for internal business purposes only
  • Do not save recordings to personal devices
  • Do not share recordings via email or other unauthorized methods

⚖️ Compliance Expectations
Failure to follow this policy may result in disciplinary action, up to and including termination.

️ Approved Tools Only (Annex A)

To maintain security and compliance:

  • Only approved systems listed in Annex A may be used for recording
  • Use of unapproved tools is strictly prohibited
  • Even approved tools may only be used by authorized individuals or teams

Any exceptions require prior written approval from the Legal and Security & Compliance teams.

Next Steps

❓ Questions

If you have any questions about this policy, please contact the Legal or Security & Compliance teams.

Maintaining trust and protecting sensitive information starts with each of us. Thank you for your attention and compliance.

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