Standing Call-Recording Policy
The second checkbox on the authorization form asks you to confirm your business already tells staff their calls may be recorded. If you don't have that in writing yet, here is a paragraph you can adopt — but adopt it properly, which means your team reads it before you tick the box.
The policy
Fill in the four highlighted blanks. Nothing else needs changing.
[Business name] records incoming and outgoing telephone calls on its business lines for quality assurance, staff training, and evaluation of service to callers. All employees and contractors who answer or place calls on those lines are notified of this practice as a standing condition of their role, and this notice remains in continuous effect from [date] until it is withdrawn in writing. Recordings are used only for the purposes stated above, are accessible only to [owner or practice manager] and anyone they specifically authorize, are retained no longer than needed for those purposes, and are not sold, published, or disclosed outside the business except where required by law. Questions about this notice should be directed to [name and contact].
Adopting it — four steps
Fill in the blanks and date it today, not retroactively. A policy dated before the day you actually adopted it is worth less than no policy at all.
Send it to every person who answers that line — email, team channel, or handbook update. What makes it a standing policy is that your staff have actually seen it, not that it exists in a file.
Keep the proof. The sent email, the signed handbook page, the dated notice by the phones — whatever form you used. Keep a copy with a date on it.
Then check the box. Once your team has it, the attestation on the authorization form is accurate. Not before.
What this is and isn't
This is a template, not legal advice, and Valk is not your lawyer. It has not been reviewed by counsel on your behalf or on ours.
Telephone recording law is set state by state and the rules differ in ways that matter. Some states require only one party to a call to consent; others require every party. This paragraph is written to address one side of the question — your staff, by putting them on notice that their calls on that line may be recorded. Whether that is sufficient where you operate depends on your state, your phone setup, and who else may be on the line.
If you are in an all-party-consent state, or you aren't sure which you're in, run this past your own attorney before you adopt it. It is a short paragraph and a short conversation.
On the audit call specifically: Valk is itself a party to the call it places, it records only that one call, the recording is used solely to produce your scorecard, and no one but you receives either. If you'd rather the call not be recorded, reply to Keaton and say so and we won't run the audit. The scoring reads the recording, so there isn't an unrecorded version of it — but there is no version where a recording happens over your objection.