Appointment & Meeting Recording & Consent Policy

Module: Utsav Appointments™ (Meeting Intelligence)
Document Type: Policy
Trademark: Utsav Appointments™ is a trademark of MyMahotsav Futuretech Ltd (™ pending)
Effective Date: 24th February 2026
Version: 1.0

Part A: Plain English Summary #

When Meetings Are Recorded #

Utsav Appointments™ may offer features that allow Hosts to record, transcribe, or summarize meetings. This policy explains the rules around recording—and your responsibilities.

The Simple Truth #

• Recording requires consent: In many jurisdictions, you must get permission before recording someone.

• Hosts are responsible: If you record meetings, it’s your job to get proper consent.

• We provide tools to help: Our platform may include consent prompts, but you’re still responsible.

• Laws vary by location: Consent rules differ around the world—know the law where you and your participants are.

• Invitees: assume you might be recorded: If a Host enables recording, you may be recorded. Ask if you’re unsure.

Part B: Legal Terms and Conditions #

1. Introduction #

1.1 Utsav Appointments™ may provide features that allow Hosts to record, transcribe, summarize, or analyze meetings scheduled through the Services (“Recording Features”).

1.2 This policy outlines the responsibilities of Hosts who use Recording Features and the rights of Invitees who may be recorded.

2. Host Responsibilities #

2.1 Obtaining Consent #

2.1.1 If you use Recording Features, you are solely responsible for:

• Informing all meeting participants that the meeting will be recorded

• Obtaining any and all consents required by Applicable Law

• Documenting such consents (if required by law)

2.1.2 Consent requirements vary significantly by jurisdiction:

2.1.3 It is your responsibility to know and comply with the laws applicable to you and your participants.

2.2 Using Platform Tools #

2.2.1 Utsav Appointments™ may provide configurable tools to help inform Invitees and obtain consent, such as:

• Notices on booking pages

• Consent checkboxes

• Audio announcements before recording begins

2.2.2 YOU ACKNOWLEDGE THAT THESE TOOLS ARE PROVIDED AS A CONVENIENCE ONLY. WE MAKE NO REPRESENTATION THAT THEY ARE SUFFICIENT TO OBTAIN CONSENT IN ALL JURISDICTIONS.

2.2.3 You are responsible for configuring these tools appropriately for your needs and legal requirements.

2.3 Recording Storage and Use #

2.3.1 Recordings may be stored within your Utsav Appointments™ account or integrated TPA (such as Zoom or Google Drive).

2.3.2 You are responsible for:

• Securely storing recordings

• Limiting access to authorized individuals

• Complying with data retention requirements

• Deleting recordings when no longer needed

2.3.3 You must not use recordings for purposes other than those disclosed to participants without obtaining additional consent.

2.4 AI-Generated Content #

2.4.1 Recording Features may include AI-generated transcriptions, summaries, or analysis (“AI Output”).

2.4.2 AI Output may contain errors or inaccuracies. You are responsible for reviewing AI Output before relying on or sharing it.

2.4.3 You must inform participants if AI Output will be shared with third parties or used for automated decision-making.

3. Invitee Rights and Responsibilities #

3.1 Your Rights #

3.1.1 You have the right to know if a meeting will be recorded. Hosts should inform you through booking pages, email communications, or at the start of the meeting.

3.1.2 If you are uncomfortable being recorded, you may:

• Decline the meeting

• Ask the Host not to record

• Leave the meeting if recording begins without your consent

3.2 Your Responsibilities #

3.2.1 If you participate in a meeting where recording is enabled, you consent to being recorded in accordance with the Host’s notices.

3.2.2 You should not record meetings yourself without the Host’s express permission.

4. Platform Position and Disclaimers #

4.1 Utsav Appointments™ provides Recording Features as a technology tool. We do not:

• Monitor whether Hosts obtain proper consent

• Verify that Hosts comply with applicable laws

• Intervene in disputes about recording

4.2 WE EXPRESSLY DISCLAIM ALL LIABILITY ARISING FROM:

• Hosts’ failure to obtain required consents

• Hosts’ misuse of recordings

• Any claims related to recording or transcription inaccuracies

• Any violation of recording laws by Hosts

4.3 Hosts agree to indemnify Utsav Appointments™ for any claims arising from their use of Recording Features.

5. Reporting Concerns #

5.1 If you believe a Host has recorded you without proper consent, you should:

• First, address the concern directly with the Host

• Second, if unresolved, report to us at abuse@utsavappointments.com

5.2 We may investigate reports and, if warranted, take action against the Host (including account suspension). However, we cannot compel deletion of recordings or provide legal remedies.