Notice for People Recorded on Calls and Webinars

1. Why you are reading this

You were on a call, meeting or webinar with someone who uses ScreenJournal, a workplace monitoring service, and you want to know what may have been recorded about you. This page explains that, who is responsible for it, and how to ask about it.

2. What may have been recorded

Where the employer of the person you spoke with has turned audio on:

• audio of the conversation, captured from their computer while a meeting or calling application was in use. The employer chooses whether the audio file is kept or only the transcript;
• a transcript, in which your words are attributed to "other party". The transcription model may also label a passage with a name spoken in the conversation, such as yours; that label is stored with the transcript, and the Audio page shows only "Other party". We do not match voices against voiceprints or identify anyone biometrically;
• in listen mode, entire meetings or webinars, including every presenter and attendee, even if the person you spoke with never spoke.

Separately, if the call was on the screen of the person you spoke with while they were being monitored, the screen recording analysed by the service may show what was visible, such as your video, your name or a screen you shared. That recording is deleted from our systems after analysis (any temporary copy is removed by a storage lifecycle rule we configure on the bucket, our cloud storage) unless the employer has chosen to keep screen video, and their computer keeps its own copies for a period the employer sets, up to three months.

What is not collected about you. We do not ask for your name or contact details, and you do not have an account with us. Your name may still appear in the content itself, for example if it was spoken or shown on screen.

3. Who is responsible

The employer that deployed ScreenJournal decides whether audio is recorded and why; it is the controller of the recording. We process it on that employer's instructions. The app does not play an announcement to the other people on a call. The employer is responsible for giving any notice, and obtaining any consent, that the law requires.

4. How to ask about a recording

1. Ask the person or organisation you spoke with. Their employer controls the recording and decides what happens to it.
2. If you cannot identify them, email support@screenjournal.ai with the subject line "Data protection request", giving the date and approximate time of the call and the organisation's name if you know it.

We acknowledge every request. Once we have verified a request, we will locate what we hold and delete it where the employer instructs us or the law requires. Our Data Protection Contacts page explains how we handle requests and where you can complain.

5. Recording without notice

In some countries, recording a conversation without the knowledge or consent of everyone on it is unlawful. In the Philippines, for example, the Anti-Wiretapping Act (Republic Act No. 4200) makes it a crime to record a private communication without the authority of all parties; see our Philippines page. The employer that turned audio on bears that responsibility.

6. How long recordings are kept

Audio and transcripts are kept for the term of the employer's subscription unless they are deleted earlier on a verified request or by the employer. Where the audio file is kept, the employer's managers can download it, and downloaded copies are outside our control. Our Retention & Deletion Protocol sets out how long each kind of data is kept and how it is deleted.