Overview

Tech Studio X Ltd ("TechStudioX", "we", "us", or "our") is the data controller for any personal data captured when we record telephone calls or online meetings as part of our work for clients or prospective clients. This notice describes what we record, the purposes for which we record, the lawful basis on which we do so, what happens to the recordings and any AI-generated transcripts, and your rights under the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018.

This notice is published in addition to, not instead of, the direct notice we give you when we plan to record a specific call or meeting.

What We Record

We may record:

Telephone calls placed to or from our business numbers.
Video calls and online meetings hosted on Zoom, Microsoft Teams, Google Meet, or comparable platforms.

We do not record passively or ambiently. Each recording covers a single call or meeting only. We do not record in-person meetings without the prior agreement of those present.

How You Are Told

Article 13 of the UK GDPR requires us to tell you about our processing at the time we obtain your personal data. We do that in three ways:

In writing in advance, in the meeting invitation, calendar entry, or pre-call email, where we will state that the session may be recorded and transcribed.
Verbally at the start of the call or meeting, before substantive discussion begins.
Through this notice, which is published on our website as our standing public statement of these practices.

You may decline to be recorded at any point, before or during the call. If you decline, we will not record. If you object after recording has started, we will stop recording and, on request, delete the portion already captured unless we are required to retain it for a separate legal or contractual reason.

Why We Record

We record and transcribe calls and meetings for the following purposes:

To capture client specifications, decisions, and action items accurately during requirements-gathering and project work.
To resolve queries about what was discussed or agreed.
To support training and development of our team and improve the quality of our service.
To maintain accurate records where there are legal, contractual, or audit reasons to do so.

We do not use recordings or transcripts for marketing, profiling, or any purpose unrelated to the engagement during which they were captured.

Lawful Basis

We rely on one of two lawful bases under Article 6 UK GDPR, depending on the context:

Legitimate interests (Article 6(1)(f)): in most B2B engagements we rely on our legitimate interests in capturing client requirements accurately, maintaining a reliable project record, and delivering the engagement to the standard expected. We have carried out the three-part assessment (purpose, necessity, balancing) required by the ICO and consider that these interests are not overridden by the interests, rights, or freedoms of the people on the call. You have the right to object to processing on this basis, as set out below.
Consent (Article 6(1)(a)): where it is more appropriate — for example where a client asks us to obtain explicit consent before recording, or where a call may capture special category data within the meaning of Article 9 — we ask for and rely on consent. Consent can be withdrawn at any time.

AI Transcription

Where we transcribe a recording we do so using Whisper, an open-source speech-to-text model, running locally on the Company device used by the staff member attending the meeting. The audio and the resulting transcript do not leave that device for transcription purposes. No third-party transcription service is used, no audio is sent to a cloud provider for transcription, and no Company or client audio is used to train any third-party model.

This use of AI is consistent with the local on-device inference tier of our AI Policy.

Automated decision-making (Article 22 UK GDPR): we do not use AI transcripts to make any decision that has legal or similarly significant effects on you. Transcripts are reviewed by a member of our team and are used only as an input to human-led project work.

Recipients and International Transfers

Recordings and transcripts are accessed only by authorised TechStudioX staff who need them for the purposes set out above. We do not share them with third parties for marketing or analytics.

Some categories of recipient apply by virtue of how a call is hosted:

Meeting platforms (Zoom, Microsoft Teams, Google Meet, telephony providers): where a call or meeting is recorded using the platform's own recording feature, the platform processes the recording on our behalf as a data processor. The platform's own privacy notice applies in addition to this notice.
Local AI transcription: where we transcribe locally with Whisper, no third party is involved in the transcription itself.
Professional advisors and authorities: we may disclose a recording or transcript where required by law, regulation, or court order.

We do not transfer recordings or transcripts outside the United Kingdom, except where the meeting platform stores recordings outside the UK in the course of providing the recording feature. In those cases we rely on the platform's own transfer mechanisms (including UK adequacy decisions, Standard Contractual Clauses, or the UK International Data Transfer Addendum, as applicable).

Storage and Retention

Recordings and transcripts are stored on Company-controlled systems, encrypted at rest, and protected by access controls in line with our Access Control Policy.

They are retained for up to 12 months from the date of the call or meeting, unless a longer retention period is required for legal, contractual, or audit reasons. After that point they are deleted or anonymised.

Your Rights

Under UK GDPR, you have the following rights in relation to recordings and transcripts that contain your personal data:

Right to be informed (Articles 13 and 14): to know we are recording, why, and on what basis.
Right of access (Article 15): to request a copy of any recording or transcript we hold about you. Transcripts are made available on request.
Right to rectification (Article 16): to ask us to correct an inaccurate transcript.
Right to erasure (Article 17): to ask us to delete a recording or transcript, where there is no overriding legal or contractual reason for us to retain it.
Right to restrict processing (Article 18).
Right to object (Article 21): to object to processing carried out on the basis of legitimate interests at any time.
Right to withdraw consent (Article 7): where consent is the lawful basis, you may withdraw it at any time.

To exercise any of these rights, contact us at [email protected]. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your personal data lawfully.

Contact Us

The data controller is Tech Studio X Ltd, registered in England and Wales under company number 14562679, VAT number 516210140.

Email: [email protected]
Telephone: 020 3095 1050
Address: Curtis House, 34 Third Avenue, Hove, BN3 2PD

Call & Meeting Recording Notice