Page 53 - TMCF 2025 HR Team Manual

RECORDING
TMCF is committed to maintaining a respectful, secure and privacy-compliant environment for all employees, stakeholders and partners. This policy outlines the expectations and guidelines for recording conversations, meetings and other interactions within the TMCF community. This policy applies to all employees, contractors, volunteers and partners of TMCF, encompassing
all recording forms, including but not limited to audio, video and digital recordings.
1. Consent Requirement: Recording of any conversation, meeting or event is
strictly prohibited unless consent is obtained from all involved parties prior to the start of the recording. Consent must be explicit and documented when possible. Using personal software or applications especially ones where you are the account owner or administrator (including AI note-takers) to record or transcribe TMCF meetings is not allowed. Even if you have received permission from meeting participants, using tools that are not TMCF-managed means
those recordings could remain accessible after someone leaves the organization, which presents both security and confidentiality concerns.
2. Confidential and Sensitive Information: Special care must be taken to protect confidential and sensitive information. Recordings involving such information are prohibited.
3 Notification and Transparency: When a recording is to be made, all participants must be notified of the purpose of the recording, how it will be used and who will have access to it.
4. Use of Recordings: Recordings should only be used for the purpose for which they were intended and agreed upon. Unauthorized use, distribution or duplication of recordings is strictly prohibited.
5. Storage and Security: Recordings must be stored securely and in compliance with TMCF’s data protection policies. Access to recordings should be limited to individuals who have a legitimate need to access them.
6. Retention and Deletion: Recordings should be retained only for as long as necessary for their intended purpose. Once no longer needed, recordings should be securely deleted in accordance with TMCF’s data retention policy.
7. Legal Compliance: All recordings must comply with local, state, and federal laws and regulations. This includes, but is not limited to, privacy laws and regulations regarding the recording of communications.
8. Exceptions: Any exceptions to this policy require prior approval from TMCF’s legal department or designated authority.
Enforcement and Compliance
Violations of this policy may result in disciplinary action, up to and including termination of employment or contracts and legal action where applicable. Any suspected violations or concerns should be reported to a supervisor or TMCF’s compliance department immediately.
Disclaimer: Recording and Note-Taking
TMCF reserves the right to decline the recording of TMCF meetings and to restrict the use of note-taking software during these meetings. All recording devices and note-taking software must receive prior approval from TMCF before being used.
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