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Customer Session Recording Policy and Restrictions

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Service Policy

    Customer Session Recording Policy and Restrictions

    Executive Summary

    This document explains how Wolters Kluwer Tax and Accounting UK may record and/or transcribe certain customer sessions, how those recordings are used, and what this means for you as a customer.

    Recording of consultancy and project meetings

    We may record and/or transcribe consultancy sessions and project-related meetings where this helps capture key discussions. These recordings support the clear documentation of decisions, agreed actions, and next steps, helping to maintain effective communication, accountability, and service delivery.

    Recordings may also be used for internal quality assurance and training purposes to support the ongoing improvement of our services. 

    Some recordings may be processed using AI tools to generate transcripts and meeting summaries. Where these are provided, they are intended for general reference purposes only and may not always be fully accurate or complete. They should not be relied upon as a definitive record of discussions, and customers are responsible for reviewing and validating any outputs provided.

    Restriction on Recording Standardised Training Sessions

    Standardised training sessions must not be recorded by customers, and Wolters Kluwer Tax & Accounting UK does not provide these training sessions as recorded content. Our training is delivered within a structured learning environment and supported by official eLearning materials and resources that are regularly maintained to reflect the latest software developments, functionality, and best practices. This ensures customers have access to accurate, current, and reliable learning content, while avoiding reliance on recordings that can quickly become outdated and may no longer reflect the most current information available.

    Further Information

    This Executive Summary provides a high-level overview only. For full details, including terms, conditions, permitted uses, and data protection obligations, please refer to the complete policy  document below, which remains the authoritative source.

    1. Introduction
    This document sets out the approach adopted by Wolters Kluwer Tax and Accounting UK ("we", "us", "our") in relation to the recording and/or transcription of customer training sessions, consultancy services, and project-related meetings.

    By participating in any such sessions, customers acknowledge the practices described in this document.

    2. Consultancy and Project-Related Sessions
    Wolters Kluwer Tax and Accounting UK may, when appropriate and beneficial, record or transcribe consultancy sessions and project-related meetings conducted via Microsoft Teams for customers. The core objective of these recordings and transcripts is to provide accurate documentation of key decisions, action items, and discussions from each session. This practice enhances accountability and governance while supporting effective and transparent service delivery.

    These records are integral to various facets of our business operations. They attribute contributions and insights to the correct individuals, ensuring proper assignment of credit and responsibility. Recordings and transcripts enable the creation of precise meeting minutes and summaries, which can be shared with participants for future reference and follow-up. Additionally, action logs derived from these sessions strengthen project management and facilitate monitoring of progress toward agreed objectives and deliverables.

    Beyond their direct role in customer engagements, recordings and transcripts may also be utilized for internal training and quality assurance purposes. This allows Wolters Kluwer Tax and Accounting UK to continually advance the quality and consistency of its consultancy services, capture examples of best practices, and document lessons learned for ongoing improvement. Internal staff may review anonymized or relevant extracts to better understand customer requirements and further develop methods for delivering comparable services.

    All participants will receive advance notice when a session is scheduled for recording or transcription. This notification will clearly outline the intended purpose of the recording or transcription and the measures in place to protect participants' privacy and confidentiality. By joining or continuing to participate in the session following such notification, attendees consent to the recording and/or transcription.

    If any participant has questions or concerns regarding the recording or transcription of a session, they are encouraged to discuss these with their Wolters Kluwer Tax and Accounting UK representative before the session begins so that suitable arrangements may be made.

    3. Training Sessions
    All formal training is delivered through structured CloudShare environments and is supported by Wolters Kluwer Tax and Accounting UK’s eLearning resources, which are maintained to reflect the most up-to-date product functionality and guidance. Customers should rely on these official materials for ongoing learning and internal enablement.

    4. Storage and Use of Recordings
    All recordings and transcripts generated by Wolters Kluwer Tax and Accounting UK will be securely maintained within the Microsoft 365 environment (including OneDrive and/or SharePoint), governed by robust technical and organisational controls, restricted internal access, and relevant retention policies.

    Recordings and transcripts will be used for the purposes described in this document.

    5. Data Protection and Privacy
    Recordings and transcripts may include personal data and are processed in accordance with our Privacy Notice.

    Wolters Kluwer Tax and Accounting UK processes all personal data contained within recordings and transcripts in accordance with relevant data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Comprehensive information regarding the collection, use, storage, and safeguarding of personal data is provided in the Wolters Kluwer Privacy Notice, which is accessible to customers and may be updated periodically. If recordings or transcripts involve automated tools, such as AI-based transcription or summarization technologies, this processing will be conducted in line with Wolters Kluwer Tax and Accounting UK’s internal governance frameworks and applicable legal obligations.

    6. Use of AI-Generated Content 
    Where AI-based tools are used to generate transcripts, summaries, or other outputs from recorded sessions, such content is provided for convenience and efficiency purposes only. AI-generated outputs: may not always be fully accurate, complete, or contextually precise; should not be relied upon as a definitive or verbatim record of discussions; do not replace official documentation, agreed deliverables, or written advice provided. Wolters Kluwer Tax and Accounting UK applies appropriate controls and oversight to the use of such tools; however, customers remain responsible for reviewing and validating any outputs shared with them. 

    7. Customer Recording of Sessions
    Wolters Kluwer Tax and Accounting UK implements a strict policy regarding the recording of its services. Customers are prohibited from recording training sessions provided by Wolters Kluwer Tax and Accounting UK. 

    Where recording by a customer is exceptionally permitted for consultancy sessions, this will be subject to prior written agreement and any applicable conditions communicated by Wolters Kluwer Tax and Accounting UK.

    8. Customer Use of Recordings
    Where recordings/transcripts are shared with customers, they are provided for the customer’s internal reference only. Customers must not share, distribute, or make recordings available externally without prior written consent from Wolters Kluwer Tax and Accounting UK.

    Wolters Kluwer Tax and Accounting UK accepts no liability for how customers interpret or implement any information or guidance captured within recordings/transcripts.

    9. Nature and Limitations of Recordings
    Recordings and transcripts reflect information as presented at a specific point in time. Their accuracy and relevance may be affected by subsequent product updates, system changes, or evolving customer processes. Recordings are not intended to replace official documentation, training materials, or ongoing support.

    10. Updates and Further Information
    Wolters Kluwer Tax and Accounting UK may update its approach to recording and transcription from time to time, including the tools and methods used. 

    For further information, or if you have any questions concerning this document or the recording of sessions, please reach out to your Wolters Kluwer Tax and Accounting UK representative.

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