DHC USA INC Teams Recording and Transcription Policy

Purpose
To facilitate collaboration, documentation, training, quality assurance, compliance, and operational efficiency, Microsoft Teams meetings may be recorded and/or transcribed.

Notice and Consent
When recording or transcription is initiated during a Microsoft Teams meeting, participants will receive a notification within the Teams application indicating that recording and/or transcription has started. By remaining in the meeting after receiving this notification, participants acknowledge and consent to:

• Audio recording of their participation.
• Video recording of their participation if their camera is enabled.
• Video recording of their chats, screen shares, files shares, and other participation
• Automated transcription of spoken content.
• Retention and authorized use of recordings and transcripts for legitimate business purposes.

Participants who do not consent should leave the meeting immediately and contact the meeting organizer to discuss alternative arrangements.

Use of Recordings and Transcripts
Recordings and transcripts may be used for:

• Meeting documentation and note-taking
• Project and operational records
• Training, knowledge sharing, and future collaboration
• Quality assurance, compliance, and audit requirements
• Business continuity and reference purposes

Recordings and transcripts may be processed using artificial intelligence (AI) or automated technologies to generate summaries, notes, action items, translations, insights, or other business-related outputs. Such processing will be conducted in accordance with applicable company policies and security requirements.

Access and Security
Recordings and transcripts will be stored within approved Microsoft 365 services and protected according to company information security policies. Access is limited to authorized individuals with a legitimate business need and may be audited periodically.

Retention
Recordings and transcripts will be retained and disposed of in accordance with the company's records retention policies and applicable legal requirements.

Participant Responsibilities
Participants must:

• Avoid sharing confidential, regulated, or personal information unless necessary for business purposes.
  
• Handle recordings and transcripts in accordance with company security and confidentiality requirements.
  
• Obtain any required approvals before distributing recordings or transcripts outside the organization.

Compliance
This policy is intended to comply with applicable privacy, employment, and data protection laws. Additional requirements may apply based on participant location, jurisdiction, or contractual obligations.

Questions
Questions regarding this policy should be directed to legalus@dhccare.com.