Call Recording & Consent Notice
Effective Date: October 10, 2026
1. Purpose of This Notice
This Call Recording & Consent Notice explains how call recordings are handled in Calladhere, a service of RingFuze Technologies LLC (“RingFuze,” “we,” “us,” or “our”), and what our customers (insurance agencies and their partners, “you” or “Customer”) are responsible for when they record calls and send those recordings to Calladhere for transcription, analysis, and compliance review.
It also provides general guidance for consumers who believe their call may have been processed through Calladhere. This Notice supplements our Terms of Service and Privacy Policy.
2. Calladhere’s Role
We do not record calls. Calladhere does not place, receive, or record telephone calls, and does not send text messages. Recordings come from your own systems, such as your dialer, CRM, telephony provider, or other integrations you choose to connect, or from files your users upload manually.
We process recordings on your behalf. When you send recordings to Calladhere, we process them only on your behalf and according to your instructions, to transcribe calls, run the audits you configure, support human QA review, and provide reporting. For this data, you are the controller (and, where applicable, the covered entity or business associate), and RingFuze acts as your processor, service provider, and business associate.
You decide what is recorded and sent. You control which calls are recorded, which recordings are sent to Calladhere, and how long they are kept.
3. Customer Responsibility for Recording Consent
You are solely responsible for ensuring that every call you record and send to Calladhere was recorded lawfully, and that you have given all required notices and obtained all required consents.
One-party and all-party consent. Federal law and many states allow a call to be recorded with the consent of one participant. Other states require the consent of all parties to the conversation, including all-party-consent states such as California, Florida, Illinois, Maryland, Massachusetts, Pennsylvania, and Washington. When participants are located in different states, the stricter rule may apply. The safest practice is to notify every participant at the start of each call that the call is being recorded.
Other consents and notices. You are also responsible for any notice or consent required for monitoring, for the use of automated or AI tools to analyze calls, and for sharing recordings with service providers such as Calladhere.
Carrier and contractual requirements. Your carrier contracts, upline agreements, and Marketplace or state obligations may impose additional recording, disclosure, and retention requirements. You are responsible for meeting them.
Calladhere can help you check whether required disclosures were stated on a call, but our tools do not make a call lawful and do not substitute for your own compliance program.
4. Medicare and ACA Requirements
Medicare recording and retention. The CMS Medicare Communications and Marketing Guidelines (MCMG) and related regulations, along with your carrier contracts, may require you to record and retain marketing, sales, and enrollment calls with Medicare beneficiaries. Medicare requirements and your carrier contracts may require you to record and retain marketing, sales, and enrollment calls for a specified period (commonly 10 years); configure your Calladhere retention settings accordingly.
TPMO disclaimer. If you operate as a third-party marketing organization (“TPMO”), Medicare rules require you to convey the standardized TPMO disclaimer to beneficiaries, including on sales calls within the timeframe CMS specifies. You are responsible for training agents to deliver it and for confirming that it is delivered.
ACA business. For ACA and Marketplace business, federal agent and broker rules, state insurance laws, and carrier agreements may impose consent documentation, disclosure, and record-keeping requirements. You are responsible for identifying and meeting those requirements.
Requirements change over time. You should monitor CMS guidance, carrier communications, and applicable state law, and update your call scripts, audit questions, and retention settings as needed.
5. TCPA, Do-Not-Call, and Outreach Compliance
Calladhere does not place calls or send text messages on your behalf. You are solely responsible for complying with the Telephone Consumer Protection Act (TCPA), the Telemarketing Sales Rule, the National Do Not Call Registry, state telemarketing and do-not-call laws, and any related consent, calling-hour, caller ID, and opt-out requirements that apply to your outreach. The fact that a call’s recording was audited in Calladhere does not mean the call itself complied with these laws.
6. Recommended Disclosure Language
We recommend that your agents give a clear recording disclosure at the very beginning of every call, before any substantive conversation, and that your systems capture the disclosure on the recording. For example:
“This call may be recorded and monitored for quality assurance, compliance, and training purposes, and may be analyzed using automated tools.”
This language is an example only. You should adapt it to your business and confirm with your counsel that it satisfies the laws, CMS requirements, and carrier requirements that apply to you. Where all-party consent is required, consider confirming that the other party agrees to continue, and have a process for handling calls where a participant objects to recording.
7. Disclosing Automated and AI Analysis
Calladhere uses speech recognition and AI to transcribe and analyze recordings, as described in our AI Transparency Statement. Some laws and carrier requirements may require you to tell call participants that recordings are analyzed with automated or AI tools, or to obtain consent for that analysis. Where required, and as a best practice even where it is not, we recommend that your recording disclosure mention automated analysis, as in the sample language above.
8. Notice to Agents and Employees
Calladhere is used to monitor and evaluate the calls and performance of your agents and employees, including audit results, violations, corrective actions, and performance metrics. You are responsible for notifying your agents and employees that their calls and performance are recorded, monitored, and analyzed (including with AI tools), and for meeting any applicable employment, labor, workplace-monitoring, and privacy law requirements, such as notice, consent, or policy obligations.
We also recommend that a qualified person review AI findings before you take disciplinary or other adverse action against an agent or employee.
9. Consumer Requests About Recordings
If you were a participant on a call with an insurance agency that uses Calladhere and you have questions about that call, its recording, or your personal information, please contact the agency directly. The agency controls the recording and decides how it is used, retained, and disclosed. Requests to access, correct, or delete information, or to exercise other privacy rights, should be directed to the agency.
If you contact us directly, we will refer your request to the relevant agency where we can identify it, and we will assist the agency in responding as required by law and our agreements. You can reach us at privacy@calladhere.com.
10. Retention and Deletion Controls
Organization administrators can set a retention period for recordings and related files in Calladhere, from 1 day up to 3,650 days (10 years). Files older than the configured period are deleted automatically on a daily basis. If no retention period is set, recordings are retained for the life of your account.
You are responsible for choosing a retention period that satisfies your legal, CMS, and carrier obligations. If you are required to keep recordings for a set period, make sure your Calladhere setting is at least that long, or that you keep a compliant copy in another system. Shortening a retention period may cause existing recordings older than the new period to be deleted. For more detail, see our Privacy Policy.
11. No Legal Advice
This Notice provides general information and is not legal advice. Recording, consent, telemarketing, and insurance marketing laws vary by jurisdiction and change over time. Consult qualified counsel to determine the requirements that apply to your business.
12. Contact Us
If you have questions about this Notice, please contact us:
Compliance and regulatory questions: compliance@calladhere.com
Privacy requests: privacy@calladhere.com
General support: support@calladhere.com
RingFuze Technologies LLC (Calladhere)
3770 Shaw Ave, Suite 102-226
Clovis, CA 93619
USA