Meeting Recording Notice

1. Visible, authorized recording

Only an authorized meeting host may start or stop an Xspace recording. The live meeting displays a recording state when recording is active. Hosts and customers must not conceal recording or use Xspace for unauthorized surveillance.

2. Host and customer responsibilities

• Give participants clear notice before recording starts and explain the purpose, expected use, access, sharing, and retention.
• Establish an appropriate lawful basis and obtain consent where consent is required. Additional rules may apply to employees, confidential discussions, minors, health, biometric, or other sensitive data.
• Provide a reasonable alternative for a person who cannot or does not wish to be recorded, such as joining before recording, leaving, or using a non-recorded channel.
• Restrict recording access, configure retention, honor valid rights requests, and prevent unauthorized download or redistribution.

3. Participant acknowledgement and choices

The prejoin screen requires participants to acknowledge that the host may record and that Xspace will show a visible recording indicator. Joining does not remove any right to ask questions, object, withdraw consent where applicable, or leave before or during recording.

If recording starts unexpectedly or the stated purpose changes, participants should ask the host to stop and may leave the meeting. Contact the workspace administrator for access, correction, deletion, restriction, or complaint requests relating to a recording.

4. Storage, access, and retention

Recordings are stored in private tenant-scoped storage and are available only to authorized users. Workspace retention policy, deletion actions, legal holds, backup expiry, and applicable law determine how long recordings remain.

Cankonix processes recordings for the customer under the Privacy Policy and DPA. Xspace does not use recording content for advertising.