1. Conservative submission standard
Submit a recording, transcript, detailed notes, or private file link only when you are legally and contractually authorized to record, possess, share, and analyze the content. Authorization can depend on where each participant is located, the communication channel, the people involved, and your brokerage or employer’s policies.
A participant’s willingness to speak with you is not automatically consent to recording or AI-assisted analysis. Do not assume that a prior disclosure covers a new call, a different purpose, or sharing outside your organization.
2. Suggested disclosure—not universal legal language
A plain-language starting point may be: “I’d like to record or transcribe this call so I can review my communication and follow up accurately. Is that okay with you?”
This example may not satisfy the law or your organization’s requirements in every situation. Use brokerage-approved language and preserve any consent record your policy requires. Stop recording or do not submit the content when a participant declines.
3. Safer alternatives
When a recording cannot be shared, an authorized, redacted summary may be safer. Describe only the words and context needed for coaching, distinguish exact quotes from your own recollection, and remove names, addresses, account numbers, transaction identifiers, and unrelated personal details.
Because a summary cannot capture vocal delivery reliably, ToneIQ should not treat notes as direct evidence of pacing, pitch, emotion, or another person’s internal state.
4. Do not submit
- Secretly recorded or unlawfully obtained conversations.
- Content you are prohibited from sharing by a client agreement, employer, brokerage, platform, court order, or professional rule.
- Passwords, authentication codes, payment-card numbers, bank details, government identification numbers, or security answers.
- Medical, immigration, disability, family, or other highly sensitive information unless it is lawful, essential, and specifically authorized.
- Conversations involving minors unless you have a clear lawful and documented basis and appropriate guardian authorization.
- Material intended for surveillance, discriminatory profiling, employment discipline, or decisions about protected classes.
5. Team and manager use
Team leaders must ensure agents and staff understand what may be submitted, who can access reports, how long content is retained, and whether coaching output may be used in performance discussions. A Team subscription does not replace workplace notice, employee-consent, brokerage-supervision, or data-governance requirements.
6. Your confirmation at submission
Checking the consent box confirms that you have the right to submit the content, that required notice or consent has been provided, and that the content does not contain unnecessary prohibited information. ToneIQ Close Lab may reject or delete content that appears unauthorized or unusually sensitive.
7. Not legal advice
This guide is a conservative product standard, not legal advice or a determination that a particular recording is lawful. Consult qualified counsel and your broker, employer, or compliance lead for rules that apply to your location and situation.