Recording notice

Recording Notice and Scripts

Version:: 2026.04
Effective from:: April 01, 2026

The sign is the main notice. The scripts are for specific situations.

Notice Sign (main template)

glivo

🎤 AUDIO RECORDING ENVIRONMENT

For your safety and the quality of service, this unit may record commercial interactions.

The recordings are used solely for purposes of quality, training and continuous improvement, on the basis of the controller’s legitimate interest (Art. 6(1)(f) of the GDPR — Regulation (EU) 2016/679).

Personal data (name, ID number, phone, email) is automatically anonymized in the internal transcripts.

Controller: [company name] — [DPO or local contact]

You have the right to access, rectify, erase, restrict or object to the processing of your data (Arts. 15 to 22 GDPR), and to lodge a complaint with the competent supervisory authority in your Member State.

For questions or requests about your data, please speak with the unit’s local point of contact.

How to use this material

The notice sign is the main instrument of communication to the customer in in-person interactions, in compliance with the duty to inform under Arts. 13 and 14 GDPR. Well placed, it fulfills the transparency duty required — there is no need to verbally notify in every interaction.

The scripts below are optional reinforcements, recommended only in specific situations: private rooms, long interactions or when the customer asks.

Where to post the sign (mandatory)

Store entrance — mandatory passage, at a visible height.
Service counter — smaller sign or sticker in the customer’s field of view.
Private interaction rooms — sign visible upon entering.
Waiting areas, where service is nearby.

Recommendation: the sign must have legible print at the appropriate distance for each location and mention purpose (quality and training) + GDPR reference + information on anonymization + identification of the controller + information on data subject rights and the supervisory authority.

When to reinforce verbally

Even with the sign visible, give a short verbal notice in these situations:

Interactions in closed rooms (consulting, financing, contract closing).
Long interactions or with detailed exchange of personal information.
When the customer may not have seen the sign (entered directly, was served outside the normal flow).
Whenever the customer asks about the recording.

Script 1 — Reinforcement in a private room or long interaction

Use at the start of interactions in closed rooms or when the topic requires more privacy.

“Just to reinforce: as indicated on the store sign, this interaction may be recorded for quality and training purposes. Personal data is automatically anonymized. If at any point you would like me to pause the recording, please let me know.”

Script 2 — Customer asks “are you recording?”

Natural, factual answer, without circumlocution.

“Yes, as the sign at the entrance indicates, we record interactions for quality and training. The audio is stored securely, personal data is anonymized, and the recordings are deleted after the period defined by the company. You have the right to request access, rectification or erasure of your data at any time.”

Script 3 — Customer requests to pause the recording

Respond immediately and confirm out loud so the request is on record.

“Of course, no problem. I’ll pause the recording now. When you would like to resume, just let me know.”

Always respect the refusal. End the recording in the app and continue with the interaction normally.

“No problem. I’ll turn off the recording now and we’ll continue with the interaction normally.”

Script 5 — Customer wants to access or erase data

The customer has a right guaranteed by the GDPR. Forward to the local point of contact.

“Of course, that is a right guaranteed by the GDPR. I can connect you now with the unit’s local point of contact for data requests. The legal time frame for response is one month, extendable in complex cases.”

Best practices when using the scripts

Speak calmly and in a natural tone — don’t recite, converse.
Do not use the scripts in every interaction: the sign already serves this function in person.
Never apply pressure: the customer’s refusal is legitimate (right to object — Art. 21 GDPR) and must be respected.
If the recording is interrupted during the interaction, state out loud: “Recording paused”.
If the customer asks to resume, state: “Recording resumed”.
Under no circumstances leave the recording running after an explicit refusal.

Visual customization of the sign

The sign may be customized with the visual identity of your unit or network, provided it maintains:

✅ The main phrase “AUDIO RECORDING ENVIRONMENT” prominent.
✅ The purpose (quality, training) always visible.
✅ The reference to the GDPR.
✅ Information on automatic anonymization of personal data.
✅ The identification of the controller and contact channels.
✅ Information on data subject rights and the supervisory authority.

Suggested print sizes

Location	Minimum size	Legibility
Entrance sign	A4	Letters legible at 2 meters
Counter sign	A5	Letters legible at 1 meter
Sticker	10 × 15 cm	Glass, doors, service tables

Version of this material: April 2026.