Recording data map
Answer a few questions and get a plain record of what your recordings collect, where they go and how long they stay: the base of a GDPR record of processing and of your privacy notice. Nothing you type leaves this page.
Recording data map Project: [name of the podcast, study or programme] Responsible (controller): [your organisation, or your own name] Contact for questions and requests: [name and email address] 1. Why we record [what the recordings are for, in one or two sentences] 2. What allows it (lawful basis) Consent: each person agrees before they are recorded, and can withdraw. 3. Who is recorded Guests, interviewees or participants, and the people on our side who run the session. 4. What is collected - Voice recordings - Video recordings (face and surroundings) - Written transcripts of what was said - Names as given when joining - Technical data needed to record: browser, device type, connection quality, times - We do not ask for sensitive information (health, beliefs, politics and similar). If someone shares it anyway, it is handled with the same care and can be removed on request. 5. Where it goes - Recorded with: [the recording tool, and whether you run it yourself or a company hosts it] - Stored at: [the storage: your own server, or the provider's name], in [country or region] - Also handled by: [anyone else who receives it: transcription, editing, publishing, cloud backup; or "nobody else"] - Each company above that handles the recordings for us does so under a data processing agreement. 6. Does it leave the EU/EEA or the UK? No. The data stays in the country or region named above. 7. Who can access it [the people or roles who can see and hear the recordings] 8. How long it is kept [how long, and what happens then: for example, 12 months after publication, then deleted] 9. How it is protected - Sent and stored encrypted; access only with a personal log-in. - [Add what applies: two-step log-in, your own server, access reviewed every so often, originals deleted after editing.] 10. People's rights Anyone recorded can ask for a copy of their recording, for it to be corrected or deleted, or to withdraw their consent, by writing to the contact above. We answer within one month. They can also complain to their data protection authority. Last reviewed: ______________________________
A starting point in plain language, not legal advice. Which basis applies, what a transfer needs and how long you may keep recordings depend on your case and your country: have it checked where that matters.
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Common questions
A short written record of what you collect when you record people, why, where it is stored, who else handles it, how long it is kept and how someone can ask for their recording. Under the GDPR, organisations keep a record like this of their processing, and it is what a privacy notice and a consent form are written from.
If you record people in the EU or the UK for an organisation, for research or for anything beyond purely personal use, you are expected to know and be able to show where their data goes. Small organisations have lighter duties for occasional processing, but recording interviews regularly, or recording sensitive topics, is not occasional. Even where it is not required, it answers the questions an ethics board, a client or a guest will ask.
Yes. A voice identifies a person, and so does a face, a name and what they say about themselves. A transcript is personal data too, even with the name removed, when what is said points to who said it.
No. It gives you the structure and plain wording. Which lawful basis fits, what a transfer outside Europe needs and how long you may keep recordings depend on your situation; have the final record checked where that matters.
No. The record is put together on this page, in your browser. Nothing you type is sent to Tapry or anyone else.
Tapry can run on your own server, or record straight into your own storage bucket, so the answer to "where is it stored" is a place you control. Transcripts are made on the server by default, not by an outside service, each recording has a consent record, and a studio can delete its recordings after a set number of days.