Recording & Content Consent Policy

SailingMoney's Zoom integration allows teams to schedule, record, and transcribe short video sessions (typically 15–60 minutes). Recordings are processed to generate transcripts, which may then be used as the basis for AI-assisted article drafts, newsletters, or social media content.

This pipeline involves the collection and processing of video recordings, audio, and spoken content from all participants in a session. Because recordings capture personal data (voice, image, spoken words), appropriate consent must be obtained before recording begins.

Teams — not SailingMoney — are responsible for obtaining all necessary consent from session participants before any recording begins. This is a legal requirement in many jurisdictions (including all-party consent states in the U.S. and EU member states under GDPR Article 6).

Before scheduling a recording session, team administrators are required to confirm that:

• All participants have been informed that the session will be recorded
• Participants understand their recording may be transcribed and used to generate published content
• Consent has been obtained voluntarily and without coercion

By checking the consent confirmation when scheduling a session in SailingMoney, the team administrator attests to these obligations being met. SailingMoney relies on this attestation in good faith and is not liable for a team's failure to obtain valid consent.

We recommend the following language be shared with participants prior to any recording session:

"This session will be recorded via Zoom. The recording may be transcribed and used to create articles, newsletters, or social media content for [Team Name]'s fundraising campaign. By participating, you consent to being recorded for these purposes. If you do not wish to be recorded, please let the host know before the session begins."

This notice is also automatically added to the Zoom meeting description when sessions are scheduled through SailingMoney.

Once a session is recorded through Zoom:

• The recording is retrieved via Zoom's API and stored securely within your SailingMoney account
• An automated transcription is generated from the audio
• The transcript is processed by an AI service to produce a draft article or content piece
• The draft is placed in your content pipeline for human review before any publication
• The recording and transcript are accessible only to authenticated team members

Recordings are not shared with any third parties except as described above (transcription and AI services under data processing agreements) and are not used to train AI models.

Before any transcript-derived content can be published or sent (as a newsletter article or social post), the Content Use Approved flag must be set on the recording session. This is a manual confirmation step performed by the team administrator, confirming that the content is appropriate for publication given the consent obtained.

The system will not allow content generation or publication from a session where this flag has not been set.

Any participant who wishes to be removed from a recording, transcript, or derived content after the session may submit a removal request by contacting the team administrator directly, or by emailing privacy@sailingmoney.com with the subject line "Recording Removal Request."

Upon receiving a verified removal request, SailingMoney will:

• Provide the team administrator with notice of the request within 5 business days
• Assist in identifying all derived content that incorporates the participant's recording or statements
• Delete the recording, transcript, and any unpublished derived content within 30 days

Content that has already been publicly published (newsletter sent, article posted) cannot be fully "un-sent" but we will assist teams in publishing corrections or removals where feasible.

If a team intends to use recordings for podcast episodes, long-form video content, or any use beyond team newsletters and social media, a separate Podcast/Extended Use consent must be obtained and confirmed in the recording session settings.

This additional consent requirement exists because podcast and video publication typically implies broader and more permanent distribution than internal campaign communications.

Questions about this policy: privacy@sailingmoney.com

This document is a template pending formal legal review. It does not constitute legal advice.