Recording notice

Notice fields

Controller or client

[Name and contact]

Processor

Dialext [registered business details]

Meeting purpose

[Purpose of this meeting]

Recording purpose

Creation of Irish-English meeting minutes

Lawful basis

[Client to document]

Recipients and subprocessors

[Copy from the verified processor record]

Processing locations

[Verified regions]

Retention schedule

docs/retention-schedule.md (P0-P7 inventory by data class)

Source-audio retention

[Use P0 period for customer_data, development_content, or test_fixture]

Transcript and deliverable retention

[Use P2 and P4 periods for customer_data, development_content, or test_fixture]

Rights and contact

[Controller contact]

Notice version

dialext-recording-notice-v1

Review before delivery

Dialext does not auto-deliver meeting minutes. After transcription and draft generation, a named Dialext reviewer must sign off the minutes before SMTP delivery. If the draft changes after approval, delivery stays blocked until re-approval.

Retention and deletion

Recordings are retained only as needed to process, review, deliver, and meet the agreed retention policy.

Managed source audio (P0) remains available through intake, transcription, generation, review, render, and delivery. Deletion of Dialext’s managed source copy is an explicit post-delivery workflow. It is blocked until a delivery outcome is recorded, then evidenced, and the job moves toward closed. Deletion is not claimed for subprocessors, backups, or mailbox copies beyond the P0-P7 inventory. There is no automatic deletion step in the shipped pipeline.

Speech processing

The currently used speech-processing path is Azure AI Speech Fast Transcription in an explicitly configured EU region. There is no alternate speech-processing path in the shipped pilot.

Quality concerns are handled through human review of the minutes. Minutes generation may use a deterministic text-only draft if the minutes API is unavailable; that draft cannot be approved for paid delivery until a reviewed replacement is imported.

Confirmation recorded at intake

The controller confirms that all participants received the notice before recording and that the controller has a lawful basis to record and share this meeting with Dialext.

The intake record must state the basis or confirmation actually supplied. Microphone permission alone is not consent evidence.

Before recording begins

• Complete every placeholder with verified, meeting-specific information.
• Confirm the recording rules that apply to all participants and locations.
• Provide the notice before recording and document the client’s lawful basis.
• Confirm the processor record, secure transfer method and delivery recipient.
• Do not accept audio while the processor configuration remains unverified.

Read the current privacy and data-processing information for the boundaries already implemented in the pilot pipeline.