Meeting Recording Terms and Conditions



Recording of Client Meetings and Consultations

1. Recording Notice and Consent

We may record meetings, consultations, and other communications with clients for legitimate business purposes. Where we intend to record any meeting or consultation, we will:

  • Provide clear notice at the beginning of the session that recording will take place
  • Obtain your explicit consent before commencing recording
  • Respect your right to decline to participate in recorded sessions
  • Offer alternative arrangements where reasonably possible if you do not consent to recording

2. Purpose and Use of Recordings

Recordings may be made for the following purposes:

  • Quality assurance and training: To maintain and improve our professional standards and train our staff
  • Compliance and regulatory requirements: To meet professional and regulatory obligations applicable to our practice
  • Accurate record-keeping: To maintain precise records of advice given and instructions received
  • Dispute resolution: To provide accurate records in the event of any misunderstandings or disputes
  • File documentation: To supplement written records and ensure continuity of service

3. Types of Meetings Subject to Recording

The following types of interactions may be recorded:

  • Client consultation meetings (in-person, telephone, or video calls)
  • Advisory sessions and planning meetings
  • Review meetings and progress updates
  • Training sessions where clients participate
  • Any other professional interactions where recording serves the purposes outlined above

4. Data Security and Storage

All recordings are treated as confidential client information and are subject to the same security measures as other client data:

  • Recordings are stored securely using encrypted systems with restricted access
  • Access is limited to authorized personnel with a legitimate business need
  • Storage systems comply with applicable data protection and cybersecurity standards
  • Regular security audits are conducted to ensure continued protection

5. Access and Retention

  • Recordings are retained only for as long as necessary to fulfil the stated purposes
  • Standard retention period is 7 years from the date of recording, unless longer retention is required by law or regulation
  • Recordings may be retained longer where they relate to ongoing matters, disputes, or regulatory requirements
  • Access to recordings is logged and monitored

6. Your Rights Regarding Recordings

As a client, you have the right to:

  • Access: Request copies of recordings in which you participate, subject to reasonable notice and administrative fees
  • Correction: Request correction of any transcripts or summaries derived from recordings
  • Deletion: Request deletion of recordings after the minimum retention period, subject to legal and regulatory requirements
  • Portability: Request recordings in a commonly used format where technically feasible
  • Complaint: Lodge complaints about recording practices with our firm or relevant regulatory authorities

7. Third-Party Participants

Where meetings include third parties (such as other advisors, family members, or business partners):

  • We will seek consent from all participants before recording
  • All participants will be informed of these terms and conditions
  • Third parties’ rights regarding the recordings will be respected in accordance with applicable law

8. Technical Considerations

  • We will use reasonable efforts to ensure recording quality and completeness
  • Technical failures or incomplete recordings do not invalidate the substance of meetings
  • Where recordings fail, we will rely on written notes and follow-up confirmations as usual

9. International and Remote Participants

Where meetings include participants in different jurisdictions:

  • We will comply with the most restrictive applicable laws regarding consent and notification
  • Remote participants will be clearly informed of recording before joining
  • Special consideration will be given to cross-border data transfer requirements

10. Opt-Out and Alternative Arrangements

If you do not consent to recording:

  • We will respect your decision without prejudice to our professional relationship
  • We will maintain comprehensive written notes as an alternative
  • We may request written confirmation of key decisions or instructions
  • Some services may require additional documentation or confirmation procedures

11. Updates to Recording Practices

We may update our recording practices and these terms from time to time. Material changes will be communicated to clients with reasonable notice, and continued engagement with our services after such notice will constitute acceptance of the updated terms.

12. Contact and Complaints

For questions about our recording practices or to exercise your rights regarding recordings, please contact:

  • Adam Fox – Practice Manager
  • 0113 258 2437

Any complaints regarding recording practices should be directed to our complaints procedure as outlined in our standard terms of business.

Important Note: These terms are in addition to our standard terms of business and client engagement letters. In case of conflict, the most restrictive privacy-protective provision will apply. This policy complies with GDPR.