84. Meeting Recordings Policy
84.1. The purpose of this policy is to outline the procedures and expectations for the recording of meetings at Architecture North Ltd.
84.1.1. Meeting recordings are sometimes made to improve accuracy of minutes, maintain accountability, and support transparency in communication.
84.1.2. This policy ensures that all recordings are handled lawfully, respectfully, and in compliance with data protection regulations.
84.2. This policy applies to all employees, contractors, and any individuals participating in meetings hosted or attended on behalf of Architecture North Ltd, whether conducted In person, Online or on the Telephone.
84.3. Meeting recordings are only to be made for legitimate business purposes.
84.3.1. Employees must inform all participants when a meeting is being recorded.
84.4. Recordings will be stored securely in the company’s digital filing system with restricted access.
84.4.1. Recordings containing personal or sensitive information will be managed in line with the company’s GDPR and Data Protection Policy.
84.4.2. Recordings are confidential and may only be used for legitimate business, HR, or training purposes.
84.4.3. Recordings must not be shared externally or used for any non-work-related purpose.
84.4.4. Any unauthorised sharing, editing, or dissemination of recordings may result in disciplinary action.
84.5. If an employee fails to disable the recording function and the meeting continues to record unintentionally, the recording will still be considered valid and admissible.
84.5.1. If the recording captures:
84.5.1.1. Statements, behaviour, or actions that breach the employee’s contract of employment, company policies, or professional conduct standards, or
84.5.1.2. Conversations that occur after the meeting has officially ended,
84.5.2. then the recording will remain valid and may be used as evidence in disciplinary or investigative proceedings.
84.5.3. Employees are reminded to exercise caution, professionalism, and discretion at all times including before, during, and after any recorded meeting.
84.6. By attending meetings hosted by Architecture North Ltd, employees and participants acknowledge that:
84.6.1. Meetings may be recorded for business purposes.
84.6.2. Recordings may be reviewed by authorised personnel for quality assurance, record-keeping, or compliance investigations.
84.6.3. Any content captured during an active recording session, whether during or immediately following a meeting, may be used by the company if it is relevant to an internal investigation.
84.7. Failure to comply with this policy, including unauthorised recording, tampering with, or sharing of company recordings, will be treated as a serious disciplinary offence and may lead to formal disciplinary action, up to and including termination of employment.
84.8. This policy will be reviewed annually or as required to reflect technological, legal, or procedural changes.