Privacy Policy for Meeting Recordings & Transcription
This website privacy policy (“Privacy Policy”) describes the practices of CCI Systems, Inc. https://www.ccisystems.com/privacy-policy/ regarding Personal Information collected via its website at www.ccisystems.com (the “Website”). This Privacy Policy applies only to Personal Information that we gather or collect via the Website. It does not apply to any information collected offline or otherwise outside of the Website.
1. Meeting Recordings & Transcription
(a) Purpose. This document outlines CCI Systems, Inc., and any fully owned subsidiaries (“CCI” or the “Company”) Privacy Policy regarding the recording and transcription of meetings within our organization. We are committed to protecting the privacy and confidentiality of all participants involved in our meetings. By adhering to the guidelines set forth in this Policy, we aim to ensure that all participants feel secure and respected during our recorded and transcribed sessions.
(b) Scope. This policy applies to all employees, contractors, and any external third parties who participate in CCI’s recorded or transcribed meetings.
(c) Purpose of Recording and Transcription. The primary purposes of recording and transcribing meetings are to:
• Ensure accurate documentation of discussions and decisions.
• Facilitate the dissemination of information to stakeholders who could not attend the meeting.
• Support training and development initiatives.
• Maintain compliance with regulatory and legal requirements.
(d) Initiation of Recording and Transcription. The owner of the meeting is responsible for determining if recording or transcription should be turned on.
2. Consent and Notification.
Before recording or transcribing any meeting, the meeting organizer or host will:
• Notify all participants either prior to or at the start of the meeting. This notice could be included in a meeting invitation or agenda, in a separate communication, or could occur prior to the start of the recording.
• Obtain explicit consent from all participants before the start of the meeting.
• Provide participants with the option to opt-out of the recording and/or transcription process by turning off their camera and/or muting their microphone.
3. General Data Collection.
The following types of data may be collected during the recording and/or transcription of meetings:
• Audio and video recordings of the meeting.
• Chat messages and any other written communication during the meeting.
• Transcriptions of spoken content.
• Meeting metadata, including date, time, and participant information.
Information we collect about you.
The recording could contain:
• Your video stream, including images of yourself, if you choose to enable your video device during the meeting.
• Anything or anyone else that may be in the background could be recorded. You can choose to use a background to stop any additional pictures or people in your home from being recorded.
• Your audio stream, if you choose to enable your audio device during the meeting. This could include any opinions you contribute and anything you say about yourself.
4. Data Storage, Security, and Access.
All recorded and transcribed data will be stored securely to protect against unauthorized access, alteration, or deletion. Our data storage practices include:
• Using secure servers with encryption protocols to store recorded and transcribed data.
• Restricting access to recorded and transcribed data to authorized personnel only.
• Implementing regular audits and monitoring to ensure data security and integrity.
Access to recorded and transcribed data will be limited to:
• Meeting participants for review and reference.
• Authorized personnel for compliance and administrative purposes.
• External parties only if legally required or with explicit consent from the participants.
5. Data Retention.
Recorded and transcribed data will be retained for a period of time that is necessary to fulfill the purposes outlined in this policy. Specifically:
• Recordings and transcriptions may be retained for up to one (1) year.
• Data may be retained longer if required by regulatory or legal obligations.
• Data will be securely deleted or anonymized when it is no longer needed.
6. Participant Rights.
Participants in recorded and transcribed meetings have the following rights:
• The right to access and review the recorded and transcribed data pertaining to them.
• The right to request corrections or deletions of any inaccuracies in the transcriptions.
• The right to withdraw consent for recording or transcription at any time, with the understanding that this may affect their ability to participate fully in the meeting.
Contact Us; Questions & Effective Date
If you have any questions about this Website you may contact us via e-mail at info@ccisystems.com , via phone at +1 (800) 338-9299, or via mail at:
CCI Systems, Inc. Attn: Website Administrator CCI Systems 105 Kent Street Iron Mountain, MI 49801 If you have any questions about Privacy you may contact us via e-mail at privacy@ccisystems.com, via phone at +1 (906) 771-2500, or via mail at:
CCI Systems, Inc. Attn: Privacy CCI Systems 105 Kent Street Iron Mountain, MI 49801
This Privacy Policy is effective as of October 1, 2024.
This website privacy policy (“Privacy Policy”) describes the practices of CCI Systems, Inc. https://www.ccisystems.com/privacy-policy/ regarding Personal Information collected via its website at www.ccisystems.com (the “Website”). This Privacy Policy applies only to Personal Information that we gather or collect via the Website. It does not apply to any information collected offline or otherwise outside of the Website.
