CallOrbit Call Recording Consent Notice

Policy snapshot

• Effective date: May 17, 2026
• Review cadence: Reviewed with privacy, employment, telecom, recording, AI, and product changes
• Contact: privacy@callorbit.tech

1. Customer Responsibility

CallOrbit may provide tools for call recording, voicemail recording, transcription, AI summaries, quality review, supervisor monitoring, whisper or barge workflows, analytics, and training. Customers decide whether and how to use those tools and are responsible for complying with all recording, privacy, employment, telecom, and consent laws.

2. Consent Requirements Vary

Some jurisdictions allow recording with one-party consent. Others require all-party consent, prior notice, employee notice, customer notice, union or works council consultation, sector-specific safeguards, or written consent. International calls may involve multiple jurisdictions at the same time.

Customers must determine which laws apply based on caller location, agent location, business location, number location, call destination, recording storage, and intended use of the recording or transcript.

3. Notice And Announcement Practices

• Use a clear pre-call or in-call announcement when required or appropriate.
• Disclose recording before recording begins where law requires prior notice.
• Tell callers the purpose of recording, such as quality, training, safety, compliance, order confirmation, or dispute resolution.
• Give callers a reasonable alternative where law requires it.
• Notify employees, agents, contractors, and supervisors about recording, monitoring, retention, and review practices.

4. Transcription And AI Summaries

Transcripts and AI summaries may contain personal data, sensitive data, account details, health information, payment information, employment information, or confidential business information. Customers must configure these features lawfully, limit access, review outputs, avoid unsupported regulated uses, and apply retention settings that match their obligations.

5. Retention And Access

• Keep recordings only as long as needed for a lawful purpose.
• Restrict recording access to authorized roles.
• Avoid downloading or sharing recordings unless necessary and secure.
• Delete recordings and transcripts when retention periods expire unless a legal hold applies.
• Protect recordings used for training, QA, disputes, sales, support, or compliance with appropriate security controls.

6. Payment And Sensitive Data

Customers should avoid recording payment card details, government identifiers, passwords, health information, or other sensitive data unless legally permitted and operationally necessary. If sensitive data may appear in recordings, customers must implement appropriate safeguards such as pause/resume, redaction, access limits, encryption, retention limits, and staff training.

7. Sample Recording Notice

Example announcement: This call may be recorded and transcribed for quality, training, customer support, compliance, and recordkeeping purposes. By continuing, you consent to this recording where consent is required.

Customers must adapt this language to their jurisdiction, audience, use case, and legal obligations. The sample should not be used if it does not accurately describe the customer's recording, transcription, AI, retention, or monitoring practices.

Quick answers

• Does CallOrbit automatically handle recording consent? - No. CallOrbit provides tools. Customers must configure notices, announcements, consent flows, retention, and access controls for their own legal requirements.
• Are transcripts treated like recordings? - They should be treated with similar care because transcripts can contain the same personal, confidential, or sensitive information as recordings.
• Do agents need notice that calls are recorded? - Often yes. Customers should notify agents, employees, contractors, and supervisors about recording, monitoring, transcription, AI summaries, retention, and review practices.