To stay compliant with GDPR and other local regulations (like LGPD, APPI, etc.), it’s important that you have consent from everyone to record your meetings. tl;dv just made that even easier!
How does the consent request work?
For this functionality to work, you need to have:
a fully synced calendar integration (see here how)
enabled auto-recording of all calendar events even if you don’t join
If you do not have your calendar synchronized with your tl;dv account, or you do not want to auto-record, tl;dv will not be able to gather the information from your calendar event that it needs to request consent.
Remember that tl;dv only collects information on events in your primary calendar.
When the consent collection option is enabled, tl;dv will replace the meeting room link in your calendar event with another link that will redirect to a consent screen within tl;dv itself. This will also look a little different in the calendar events themselves. Instead of seeing the meeting room link, you will see a link redirecting to tl;dv.
If you are the meeting host, the meeting room will not look any different when you click the link. But when your external invitees want to enter the meeting room, they will see a screen asking for their consent before they can enter the meeting room itself:
🗣️ IMPORTANT NOTE: If you enter the meeting room and manually start recording before the event start time, the consent collection will have no effect. This function only works for meetings that are automatically recorded.
What if my invitees don’t consent to being recorded?
If your external invitees open the consent collection page, and click “Decline consent and join meeting", they will still be able to enter the meeting room and you can have your meeting as normal! But tl;dv will be blocked from accessing and recording the meeting, either automatically or manually.
Your Chrome Extension or desktop app will tell you:
“tl;dv recording is disabled because some participants declined recording consent.”
And what if you have a meeting with several invitees but not all have logged in yet, or chosen if they consent or not? Until they do, you are still prevented from recording.
You will see in your tl;dv UI:
“Manual recording is off - this meeting will auto-record only if all participants give consent when joining."
Until everyone who is listed in the meeting invite consents to being recorded, you cannot use tl;dv to record the meeting. Consent cannot be implied, it needs to be confirmed. If there is no confirmation of consent, then the recording will not proceed.
How do I activate automatic consent collection for my recordings?
In your Automations’ tab, you can find the option to enable automatic collection of consent to record:
Or if you are a Team Admin, you can also toggle this option for all the members in your Team (this option will not apply to you, since you are not impacted by Admin Controls, you need to enable your own consent collection).
When you enable this option of automated consent request for yourself or for your team, you will need to give tl;dv updated permissions to write on your calendar events. Because we will be replacing the meeting room link with the page that will collect the consent from your invitees, we need to have new permissions to access your calendar.
Why is it important to request recording consent?
You are the primary person responsible for being compliant with local regulations and for making lawful use of the tools we offer.
It is important that you have the consent of all your external participants to record the meetings you are participating in, because at any moment your invitees can decline consent or even withdraw it during the duration of the meeting.
If your external participants do not consent to being recorded, tl;dv will not facilitate the recording happening, and you are still bound by privacy and data security regulations to respect your invitees’ consent or lack of it.