With the increasing use of video-conferencing apps for consultations, we are aware that certain scenarios arise that are not fully covered by the current Professional Practice guidelines. One of these is the use of recording features that are widely available across the different video platforms.
We do not recommend that you use recording features as a matter of course in consultations but if you decide to use them, you will need to follow the guidelines below with regard to consent, storage and duration of storage. These guidelines apply to both audio and video recording of consultations using any software or recording device. N.B. Training providers who record student consultations for nutritional therapy training should adhere to the existing guidelines for recording consultations which allow for longer storage of recordings for teaching purposes.
We recommend using the GDPR guidelines on the BANT website to evaluate the appropriateness of recording your consultations. Consultations with children should not be recorded.
Ensure any default settings in the app you are using, which allow video recording to take place, are disabled. They can then be switched on when appropriate agreements are in place and with the full awareness of both parties.
Consent
The most important point to remember is that neither you nor your client can record the consultation without reciprocal consent.
Data Storage
Suggested Email Templates
We have included a template consent form for use with clients, however if you would prefer to obtain email consent, please find below some suggested wording which you may wish to use.
Request for consent to record a consultation:
“Please copy and paste the following text into an email and return to me:
‘I hereby give my consent for my nutritional therapy consultation dated xx/xx/xxxx to be recorded. I understand that I will be required to give my consent again at the end of the consultation for the recording to be kept and stored in line with BANT and GDPR guidelines and that I have the option to request the recording be deleted immediately.’”
Confirm consent to store/delete consultation recording:
“Please reply to this email with one of the following statements:
‘This is to confirm that I consent to my online consultation recording dated xx/xx/xxxx being stored in line with BANT and GDPR guidelines.’
Or
‘I request that my previous consent is retracted, and my online consultation recording dated xx/xx/xxxx is deleted immediately.’”
Request for a copy of the consultation recording:
“Please copy and paste the following text into an email and return to me:
‘I hereby request a copy of my online consultation recording dated xx/xx/xxxx. I understand that as a copy of the recording is being sent to me, it will now be stored with my client records for exactly 8 years following the consultation, in line with GDPR.’”