--- title: "Free GDPR Call Recording Notice Generator | Skipcall" description: "Generate the message to play at the start of a call and the GDPR wording for your privacy policy. Free, no sign-up, nothing leaves your browser." url: https://skipcall.io/en/tools/call-recording-notice-generator language: en --- [Free tools](https://skipcall.io/en/tools) # Call recording notice generator Describe your practice in a few fields. Get the voice announcement, the privacy policy paragraph and the register entry, in the language of your calls. Tell them before you record Your practice The texts update as you type Company name (required) Calls concerned Outbound calls Inbound calls Both Purposes At least one. The first one ticked in list order is the main purpose in the short announcements. Service quality improvement Team training and coaching Evidence of the commercial agreement Call notes and CRM updates Compliance with legal obligations Legal basis Retention period Contact for exercising rights (required) This contact is a designated data protection officer (DPO) Automatic call transcription enabled The texts then mention transcription and automated analysis. Data hosted in the European Union Output languages A full set of texts for each language ticked. French English Spanish Italian German Dutch Portuguese Templates to adapt, not legal advice These texts are starting points written from your answers. They must be reviewed and approved by your compliance lead or DPO before going live. This page does not assess your situation and is no substitute for legal advice. Your texts will appear here Fill in the form: the texts are written live, without sending anything. - the company name - a contact e-mail Your answers never leave your browser. Nothing is sent, nothing is stored. How to check ## Are you allowed to record a business phone call? Yes, in most cases, provided you do it for a specific reason and say so before the recording starts. Recording a call means processing personal data: the other person’s voice, what they say, their number, the time of the conversation. The General Data Protection Regulation (GDPR) therefore applies, with its usual rules: a purpose defined in advance, a legal basis, a limited retention period, clear information and the possibility for the person to exercise their rights. So the question “am I allowed to record a phone call?” is less about prohibition than about conditions. A company that records its prospecting calls to train its sales reps, improve service quality or keep evidence of an agreement made over the phone can rely on its legitimate interest or on the performance of the contract. It must then be able to explain why recording is necessary for that goal, and leave the other person the option to object. Some situations call for more caution: conversations touching on health or other sensitive data, calls to private individuals outside any existing relationship, or countries where local law is stricter. In those cases, explicit consent collected before recording is the safest basis. The tool above produces the texts; choosing the legal basis remains your compliance lead’s decision. ## What the other person must know before the recording starts The call recording notice is not a formality: it is what makes the processing fair. It has to come before the first recorded seconds, not at the end of the call or in an e-mail sent later. In practice, that means an automatic announcement played when the call connects, or a sentence spoken by the sales rep before getting into the subject. The minimum content has four parts: who is recording (the company name), why (the main purpose, said plainly), how long the recording is kept, and how to exercise one’s rights (a reachable contact). When the call is also transcribed or summarised automatically, say so, because these are additional processing operations on the same data. A short announcement is better than an exhaustive one nobody listens to. That is why the tool shows the word count and estimated reading time, at 150 words per minute: a 25 to 30 word announcement fits in ten seconds. More detailed information, such as the full list of purposes, the legal basis or the hosting location, belongs in the privacy policy, which the announcement can point to. For inbound calls, the recording notice is most often carried by the IVR, before the call is connected. ## Recording, transcription, automatic summary: three distinct processing operations Many phone systems now do more than record. They transcribe the conversation into text, then produce a summary, action items, sometimes an analysis of tone or objections. Each of these steps creates new data from the other person’s voice, and each deserves to be named in the information you give and in your record of processing activities. The transcript is personal data just like the audio recording: it holds the same words, in a form that is easier to search and share. The summary produced by a language model is too, even though it rephrases and condenses, as long as it stays linked to an identifiable person. It can also contain interpretation errors, which argues for restricted access and a short retention period. In the tool, the “automatic transcription” box adapts all the texts: the voice announcements state that the call may be transcribed, the privacy policy paragraph mentions the transcript and the summary, and the register entry adds them to the data categories. If your phone system does not transcribe, leave the box unticked: announcing a processing operation that does not exist only creates confusion. ## How long to keep a call recording The GDPR sets no fixed number: it requires that data is not kept longer than necessary for the purpose. The period therefore follows from what you do with the recording. A recording listened to in order to coach a sales rep loses its usefulness after a few weeks. A recording kept as evidence of an agreement made over the phone must cover the period during which that agreement can be challenged, which may run to the duration of the contract. The periods offered in the tool, from one to thirteen months or the duration of the contract, match the most common practices in prospecting and customer relations. Choose the shortest one that genuinely covers your needs, then apply it: a period that is announced but not enforced is harder to defend than a long but justified one. The “other period” option lets you enter a different length, for instance one imposed by a sector-specific obligation. Deletion must be effective, including at your telephony provider and in the tools where the recording may have been copied, such as the CRM. Transcripts and summaries normally follow the same period as the recording they come from, unless there is a documented reason to keep them for less time. ## What this tool does, and what it does not do The tool assembles texts from your answers: company name, type of calls, purposes, legal basis, retention period, contact, transcription, hosting. It produces up to eight texts consistent with each other, depending on the type of calls, in each language you tick, and calculates the reading time of the voice announcements. You can copy each block, copy everything or export the result as .txt or .md. Everything happens in your browser: no answer is sent or kept. It does not check that your practice is lawful. It does not choose the legal basis for you, and it knows nothing of your sector, the countries you call or your contracts with your providers. The templates are deliberately plain and cite only one reference, Articles 13 et seq. of the GDPR, which found the duty to inform. A lawyer may want to add, remove or reword: that is expected. Take it for what it is: a way to start from a written page rather than a blank one, with complete notices in a neutral register, to be reviewed before you play them on the phone or publish them. ## How to check that your answers never leave your browser The texts are assembled by code running in your browser: your company name, contact address and choices are sent neither to Skipcall nor to anyone else. Nothing is stored either, not even in the browser’s local storage: reloading the page clears everything. The simplest test: once the page has loaded, cut your connection (airplane mode or Wi-Fi off) and fill in the form. The texts keep being written, since they need no server. In your browser’s Network tab you will see the site’s audience measurement tools, as on all our pages. None of them receives the content of your fields: the tool area is excluded from session recording, and only clicks on “copy” and “export” are counted, without their content. ## A calendar full of meetings starts with a call. [Get started now](https://app.skipcall.io/signup) [Book a demo](https://skipcall.io/en/demo) **No commitment** · Number live in 2 minutes ## Frequently asked questions **Do I have to tell people before recording a call?** Yes. The information must come before the recording: an announcement played when the call connects, or a sentence spoken by the sales rep before getting into the subject. It states at least who is recording, why, for how long and how to exercise one’s rights. A message sent after the call does not replace this prior information. **Do I need the person’s consent to record?** Not always. Depending on the situation, recording can rest on the company’s legitimate interest or on the performance of the contract, provided the person is informed and can refuse. Explicit consent becomes the safest basis when the call touches on sensitive data or when local law requires it. Choosing the legal basis is your compliance lead’s call. **What should I do if the person refuses to be recorded?** Stop the recording and continue the call normally, without the refusal affecting the person’s request in any way. The tool offers a standard reply to say at that moment. If a few seconds have already been recorded, it must be possible to delete them on request sent to the contact given. **How long should I keep a call recording?** As long as the purpose requires, no longer. A few weeks to a few months is enough for training or service quality; evidence of a commercial agreement can justify a longer period, up to the duration of the contract. Set a period, announce it, then enforce it, including at your telephony provider and in your CRM. **Is an AI-generated call summary personal data?** Yes, as soon as it is linked to an identifiable person, which is the case for a summary attached to a contact in your CRM. It must therefore be mentioned in the information you give and in your register, follow a defined retention period and remain accessible only to authorised staff. Tick “automatic transcription” in the tool so the texts take it into account. **Does the tool send my data anywhere?** No. The texts are assembled in your browser, with no network request and no storage, not even local. Your company name and contact address do not leave the page. You can check by cutting your connection after the page has loaded: the tool keeps working.