Privacy notice via email before meetings

Sally can automatically inform meeting participants by email before a meeting starts if a recording is planned. This setting defines whether an email is sent and how consent is handled.

You find it in the privacy settings under Duty To Inform.

Who can change this

This setting applies organization-wide, it is defined the same way for everyone in the company.
Only owners and admins can change it, members cannot.

Quick navigation

1. Configure the email privacy notice
   • 1.1. Opt-out
   • 1.2. Opt-in
   • 1.3. How participants confirm their choice
2. Manage and adjust consents
   • 2.1. View consents
   • 2.2. Edit consents
3. See who objected to the recording

1. Configure the email privacy notice

1. Open Settings at the bottom of the left sidebar.

Figure 1: Open Settings

2. Under Administration, open Data Protection and pick Duty To Inform on the left.
3. Open the Privacy notice by email before meetings section. The line below shows whether the notice is currently active: Email notice: On.
4. Turn on Email notice before the meeting if participants should be told about the planned recording by email.
5. Under Email notice: participant consent, choose between Opt-out and Opt-in.
6. Click Save. Until you do, an Unsaved changes note sits next to the button.

Figure 2: Turn on the email notice and set the consent mode

Info

The email goes to every participant. It is not sent to anyone who switched on the Sally recording for this meeting themselves, who has already given permanent consent, or who declined the meeting invitation. Someone who declined and joins anyway can still object by typing "opt out" in the chat.

The difference between opt-out and opt-in

Sally sends the same kind of email either way. The difference is only what happens when nobody replies.

Situation	Opt-out	Opt-in
Nobody replies	Sally joins	Sally does not join
Participants have to	do nothing, but they may object	actively consent
Useful when	a heads-up beforehand is enough	you need documented consent, in strictly regulated fields for example

1.1 Opt-out

Sally joins the meeting unless someone objects. This is the default.

The email names the meeting, the time, and who invited them, briefly explains what Sally does in the meeting, and links to the privacy information. Below that are two buttons and two links:

• Decline for this meeting
• Decline for all future meetings
• Allow participation for this meeting only
• Allow and don't ask again

A single objection is enough to keep Sally out of that meeting.

Figure 3: What the opt-out email looks like

Declined permanently

If a participant has already declined for all future meetings, Sally sends no email at all for their meeting and does not join. This applies to both opt-out and opt-in. An admin can reset the entry under Manage consents.

1.2 Opt-in

Sally only joins once every participant has consented, including colleagues from your own company. The only exception is whoever switched on the recording for this meeting. If even one consent is missing, Sally stays out.

The email asks for consent explicitly and offers two buttons:

• Allow this once
• Allow and don't ask again

Figure 4: What the opt-in email looks like

When the email is sent

By default the email goes out one hour before the meeting. For short-notice meetings it is sent if the meeting was created at least 15 minutes before it starts. With even less lead time, no email is sent.

When Sally checks

Sally checks 30 minutes before the start whether everyone has consented. If a consent only arrives after that but before the start, Sally still joins. The earlier everyone has consented, the more punctually Sally joins.

Recurring meetings with colleagues

For recurring meetings with colleagues, Allow and don't ask again saves time, because each person only has to consent once. If consent is demonstrably on file already, an admin can store it under Manage consents with Add email.

Opting out during the meeting

Participants can object at any point during the meeting by typing "opt out" in the chat. Sally then leaves the meeting automatically.

1.3 How participants confirm their choice

A click on a button in the email does not save anything yet. It opens a page in the design and language of the email. The page shows the meeting, who invited the participant, and the same options as the email, with the clicked one already selected. The decision is only saved when the participant clicks Confirm choice.

Figure 5: The button in the email opens the confirmation page, the decision is saved with Confirm choice

This keeps mail filters from deciding for your participants. Many companies have every link in an incoming email opened automatically to check it. Opening the page alone changes nothing, so the decision always comes from the participant.

After confirming, the page states in one sentence what now applies, for example that Sally won't join the meeting. Participants can change their decision with Change choice until the meeting starts. If they open the link again later, the page shows what is currently saved. Once the meeting has started, the link has expired and the page only shows which decision was saved at the start.

Figure 6: The decision is saved and can be changed until the meeting starts

Consent email with your own wording

If your company uses a consent email with wording created specifically for you instead of the standard email, a click still saves the decision straight away for now. The confirmation page will follow once your company has approved it.

Confirmed more than once or forwarded

If someone confirms more than once, the last confirmed choice counts. A choice always counts for the address the email was sent to, so confirming a forwarded email gives consent for the original recipient, not for yourself.

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2. Manage and adjust consents

This area lets you review and selectively edit participant consents. It is particularly helpful when a participant chose the wrong option by mistake, or when you want to document consents properly after the fact.

Mind the GDPR

Editing consents without the agreement of the people involved can breach the GDPR. Only make changes in coordination with the participants, and document them internally if in doubt.

2.1 View consents

1. Open Settings and, under Administration, go to Data Protection and the Duty To Inform area.
2. In the Privacy notice by email before meetings section, click Manage consents.

Figure 7: Open Manage consents

3. You land in the Manage consents overview. There you decide per email address whether Sally may join that person's meetings. As long as nothing is on file, it reads No consents recorded yet.

Figure 8: The consent overview

Once entries exist, the table shows:

• the person's email
• the status, either Join all meetings or Join no meeting
• Granted on with the date of the decision
• Action with the Reset entry

The search field finds an address directly, even in long lists.

2.2 Edit consents

There are two ways to adjust consents:

• Reset a consent → the participant can decide again
• Add an email manually → define the consent up front (for known participants or long-standing partners)

Reset consent

If a participant declined by mistake, you can reset their status:

1. Find the participant in the list.
2. In the Action column, click Reset.

Figure 9: Reset a consent

At the next meeting, that participant gets to make their choice again.

What happens after a reset

Resetting a consent does not send a new email right away.

The person is informed automatically again with the next newly created meeting and can then give their consent once more.

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Manually add participant

You can also set consents proactively, for example when:

• you work with the same external partners regularly
• consent was already obtained outside of Sally (contractually, for instance)

1. In the overview, click Add email.
2. In the Add an email to the consent list panel, enter the email address and pick the consent status. The two choices are Join all meetings and Join no meeting.
3. Click Add to store the entry, or Cancel to discard it.

Figure 10: Store a consent manually

Tip

Use this sparingly and only when the consent is demonstrably on file (in writing or contractually agreed, for example).

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3. See who objected to the recording

If a participant objects to the recording, Sally shows on the appointment who it was. This applies to both ways of objecting: declining in the email before the meeting, and typing "opt out" in the meeting chat.

You see the name or email address in these places:

• Attendee list of the appointment: the row of the person who objected is marked with Consent denied or Opt-out.
• Status of the appointment: instead of "a participant", Sally names the person, for example "Name did not consent to the recording." or "Name triggered the recording stop, Sally stopped the recording." If several people objected, it reads "Name and 2 more".

What the objection does stays the same: Sally stays out of the meeting or stops the recording.

3.1 Turn off the names

The names are shown by default. If you don't want that, an owner or admin can turn it off for the whole company:

1. Open Settings, then Data Protection under Administration, and pick Duty To Inform on the left.
2. Open the Objection to the recording section. The line below shows the current state, for example Names: visible.
3. Turn off Show objecting participants by name.
4. Click Save.

Figure 11: Show or hide who objected

Sally then still shows that someone objected, but names nobody. The names are not passed to the app at all in that case, so they can't be read anywhere else either. The Manage consents list is not affected, it keeps showing the addresses of permanent decisions.