FAQs: Recording consent

Call recording laws vary by country and state. In the US, some states allow recording when one of the parties is aware of the recording, while others mandate multi-party consent. In the European Union, GDPR requires EU people to provide active consent to sharing personal data. It is up to your company to adopt the measures that best fit your needs.

Participants are informed through one or more of these methods:

• The Gong consent page before joining

• An audio prompt at the start of the call

• A pre-call email reminder

• If your company set up native Zoom recording, there's also the Zoom recording disclaimer.

The default profile applies to all team members who don’t have another profile assigned. It’s also assigned automatically to new team members.

Immediately after you click Update or Add profile.

The consent profile for the Gong user who owns the call is applied to the call. Find out how Gong identifies the call owner.

Consent profiles are assigned when managing data capture settings for teams and individuals, and can be assigned through automatic provisioning.

The easiest way is to go to the Team members settings page, and to search the CONSENT PROFILE column for the profile name.

The consent page is a web page that meeting participants access before joining a conference call. It’s where Gong collects their consent to be recorded.

Each meeting has a unique link that first opens the consent page before directing participants to the call. Participants should use this link instead of the conference provider’s standard meeting link.

Yes, the consent page is available for all web conferencing systems.

For Zoom, Google Meet, Microsoft Teams, Webex, GoToMeeting, join.me, Amazon Chime, RingCentral Meetings and RingCentral Video web conferencing systems, participants can elect to join a meeting without it being recorded.

For all other providers, if the participant joins the call it means they implicitly agree to be recorded. Otherwise, they shouldn’t join the call.

The Join but don’t record button is added to the consent page and participants can choose to join the call without it being recorded.

This option is available for Zoom, Google Meet, Microsoft Teams, Webex, GoToMeeting, join.me, Amazon Chime, RingCentral Meetings and RingCentral Video.

When joining a web conference, The participant is not provided with an option to opt-out of being recorded. They may consent to be recorded and join the call, OR simply not join the call.

Gong actively stops the recording (this usually takes a few seconds). Team members can access the call details for skipped calls in the homepage Conversations widget (find out how).

If a participant joins the call late and chooses not to be recorded, Gong will still analyze and make available the portion of the call recorded before they joined, as long as at least 70% of the planned call duration was captured.

Yes. You can change the logo and provide your own company's recording consent notice and data protection policy. For more details, see Create consent profiles.

Click Show a preview at the bottom of the Consent Page Settings section.

If you “enable” the consent page, it means that the consent page is available for team members and a personal link is generated, but they can also use the link provided by their conferencing provider. When you “enforce” the consent page, your team members must use Gong’s link for the call to be recorded.

Access the call info pop-up in the call page to see how many participants consented (or not) to the recording

Dial-in info is available for meetings scheduled with dynamic links.

The details come directly from the provider. When a meeting is created, behind the scenes, Gong generates a meeting on behalf of the meeting organizer, and brings the dial-in info to the meeting invite via the Gong calendar add-in.

If the meeting has more than 5 join numbers, we show the first 5. We also add a link to the provider's website to find more dial in numbers.

If you're not seeing dial-in info in the meeting invite, this could mean:

• The meeting is using a static link (dial-in info is not supported for static links)

• Your account with your provider isn't set up for dial-in. (For example, with Microsoft Teams you need to have PSTN conferencing turned on)

Check your settings in Gong and your provider.

Stay on top of compliance by monitoring the consent opt-out rate. Calculate the consent opt out rate

Yes, but only the company part of the link.

It’s best to do this before sharing the link with your team members. After you share it, any changes you make will update the link for everyone, and calls scheduled with the previous link will no longer work.

Gong cannot generate dynamic links unless you have an active integration. An email will be sent to your company's technical admins when this happens.

If you disconnect your integration the links in any existing meetings using dynamic links will not work.

For future meetings, meeting organizers will not be able to use the Gong calendar add-in to add links to the Gong consent page.

The answer depends on how common this scenario is in your company:

• Choose Static links if SDRs always schedule the meetings

• Choose Let host decide if both SDRs and reps schedule their meetings

When scheduling meetings, your SDRs should paste in the AE’s personal consent page link so the meeting will be hosted by the AE, and the consent page will show the AE’s name.

Reps who use Google Meet or Microsoft Teams should create a recurring meeting with no end date in their calendar, and link it to their personal consent page in their Gong profile.

That depends. If you have already connected to Zoom, GoToMeeting, or Webex, (via the Integrations page in Settings), then Gong automatically connects the two links. For all other providers, or if you integrate them after enabling the consent page, team members need to go to “My Profile” and add their personal link from the telephony provider.

If you have already connected to Zoom, GoToMeeting, or Webex, or if you are using dynamic links with either Google Meet or Microsoft Teams, Gong scans these providers and connects the two links automatically.

For all other set ups, the team member must manually add their personal link to My Profile. Refer your new team members to My Profile.

Once you enable the consent page, click Send email now (at the bottom of the consent page section) to notify everyone who gets recorded of this change by email. They can also see their link in their My Profile page.

You can export a spreadsheet detailing the consent page links for each recorded team member. For details, see Actions for teams.

When a participant accesses the consent page, they are asked to give their consent to record the meeting they are attending at the same time, and not the meeting series as a whole. Therefore, we ask for consent for every meeting in the series, and whether it's given or not does not affect the rest of the meetings in the series.

The audio prompt is played at the beginning of a meeting, letting participants know that the call is being recorded. This gives implicit consent to being recorded. Gong provides several alternative prompts. For more details, see Enable the audio prompt.

Pre-call emails are email reminders sent before the call. They serve both as a meeting reminder and a notification about the call recording. For more details, see Enable pre-call emails.