Capture opt-in recording consent for AI Notetaker to meet stricter privacy requirements

Today, we're introducing affirmative consent (opt-in) recording policies for AI Notetaker, giving you a native way to meet stricter recording consent requirements.

AI Notetaker has always supported an opt-out policy, where candidates are notified that an interview may be recorded and can decline. However, many organizations hire in jurisdictions that require affirmative consent, where candidates must explicitly opt in before recording can take place.

What this update includes:

• Set default opt-in or opt-out recording policies
• Create policy overrides based on candidate or job attributes
• Capture consent on application forms
• Capture consent during scheduling workflows
• Customize affirmative consent messaging in calendar invitations

Set consent policies by location

Choose a default recording consent policy for your organization and create override rules for specific groups of candidates or job conditions.

For example, you can keep opt-out as your default policy while requiring opt-in consent for candidates located in the EU or other regions with stricter privacy regulations.

Override rules are based on dynamic filters, including location, so the appropriate policy is applied automatically.

Capture consent on application forms

To collect consent earlier in the hiring process, application forms now include a new Interview Recording Consent question. Candidates can opt in or opt out of interview recording when they apply, and their choice is stored on their profile for future scheduling workflows.

Capture consent during scheduling

If consent has not yet been collected, candidates can provide it while scheduling through a direct booking link or availability request.

The consent prompt appears only when:

• The candidate requires affirmative consent and has not yet responded
• AI Notetaker is enabled for the interview
• The meeting is scheduled on a supported platform (Zoom, Google Meet, or Microsoft Teams)

Customize affirmative consent messaging

Ashby can automatically add a customizable consent message to calendar invitations when affirmative consent is required and has not yet been collected. If you collect consent through another process, you can leave the message blank.

If a candidate opts in after an interview has already been scheduled, recording remains disabled for that interview. Organizers can enable AI Notetaker manually, and future interviews will follow the schedule template's recording settings.

Existing consent choices remain unchanged

Policy changes apply only to candidates who have not yet made a consent choice.

Candidates who have already opted in or opted out keep their existing preference, and previously scheduled interviews are not affected.

With location-based policies and consent collection built directly into application and scheduling workflows, teams can meet stricter recording requirements without relying on manual processes.

Getting started

Go to Admin > AI Notetaker > Recording Consent to configure your default policy and any override rules.

To collect consent earlier in the hiring process, add the Interview Recording Consent question to your application forms.

Visit the Help Center for setup instructions and additional details.