A recording consent form for interviews starts with a separate decision to capture
Someone can agree to talk to you and still decline to be recorded. Treat 'will you speak with me' and 'may I record this' as two different questions asked in order.
If the answer to the second is no, you can still take handwritten notes. However, you should confirm that is acceptable. This is a simple interview consent form approach that works for low-risk chats.
Record the format separately: audio only, video only, or both. A participant who is comfortable with their voice may not want their face on file. See our video interview consent form for visual-specific details.
One-party and two-party consent
In some places, one person can lawfully record without telling others. In other jurisdictions, every party must agree. Rules vary by location and whether the call is in-person or a online interview consent form situation.
Whatever the legal minimum is, asking for recorded consent is the safer practice. It produces evidence you will want later if anyone asks whether they agreed to the session.
Where the file is stored
State plainly whether the recording sits on a local device or a cloud platform. Participants are entitled to know where it lives. This affects who else might be able to reach it.
Managing these files is as sensitive as handling medical consent forms records. Data privacy is a core part of the participant's rights and your professional responsibility.
- Local device only, not synced to any cloud service
- Internal, access-controlled server or drive
- Named third-party cloud storage or recording platform
Encryption and technical protection
A recording of someone's voice or face is personal data. It deserves the same technical care as any other sensitive file. State whether the file is encrypted at rest or during transfer.
If you cannot honestly say the file is encrypted, do not write that it is. It is better to describe your actual safeguards accurately than to overstate protection.
Who may access the recording
List the specific people or roles who can open the raw file. Avoid vague references to 'the team'. A participant should picture exactly who might hear their voice.
Internal access
Name each person by role and explain why they need the file. This might include review, editing, or quality checking.
External access
If a transcription service will handle the file, name them. Confirm whether they retain their own copy afterwards.
Retention period
Give a specific length of time for retention. Avoid open-ended phrases like 'as long as necessary'. A fixed period, like twelve months after publication, is something a participant can evaluate.
Deletion on request
Explain how a participant can ask for deletion before the retention period ends. Deletion of the raw file does not automatically remove a printed quote, so be specific about what deletion covers.
Confirm a realistic response time for deletion requests. Make sure you provide a contact person who receives and processes these requests promptly.
Sending the recording for transcription
Many recordings leave your direct control when uploaded to a transcription service. Name the service on the form. Note whether audio is deleted from their systems once the text version returns.
If you use an automated tool, mention that machine-learning systems may process the audio. This is a distinct step from a human simply typing up notes.