Scope
Describe session types (one-on-one, group, class, interview), permitted platforms, and geographic or time limitations for use and distribution.
A documented agreement reduces legal uncertainty by capturing consent, setting expectations for privacy and recording, and creating a defensible audit trail for disputes or regulatory review.
Use the agreement when recording or streaming could affect privacy rights, intellectual property, or regulatory obligations.
The person whose image or voice will be captured. They should read consent terms, confirm identity if required, and initial or sign the agreement to show informed consent and attribution for recorded material.
An authorized staff member (HR, compliance officer, clinician, or instructor) who explains recording purpose, retains the signed agreement, and enforces access controls and retention rules described in the document.
Describe session types (one-on-one, group, class, interview), permitted platforms, and geographic or time limitations for use and distribution.
Clear affirmative consent that the participant agrees to live capture, recording, or screenshotting, including any voluntary opt-in or ability to withdraw consent.
State whether recordings will be stored, edited, published, used for training, or shared with third parties, including any commercial uses.
List technical safeguards, access controls, encryption measures, and whether a Business Associate Agreement or data processing agreement is in place.
Specify retention period, secure deletion procedures, and how participants can request removal or copies of recordings.
Limitations of liability, indemnities, and the governing state law that will interpret the agreement.
| Field | Configuration |
|---|---|
| Authentication | Email + optional SMS code |
| Required Fields | Name, date, recording permission |
| Audit Trail | Enable timestamps and IP capture |
| Retention Rule | Set automatic deletion per policy |
Confirm the platform meets regulatory controls (encryption, audit logs, access controls) and integrates with storage or case management systems to centralize records.
Enter MM/DD/YYYY on the signature line.
Retention typically starts at session end date.
Healthcare retention: 6 years from creation (45 CFR §164.530(j))
Employment documents: 3 years or 1 year post-termination (8 CFR §274a.2)
Tax-related records: 3 years (IRC §6501(a))
Finalize scope, legal clauses, and retention policy.
Capture signed record and store with audit trail.
Review consent documents per policy intervals.
Securely delete or archive per retention rules.
The interface is simple and easy-to-use for our team.
airSlate SignNow provided flexibility for signatures in multiple formats.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |